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Productivity Made Simple: The Key to GTD – Your Daily Graph of Activity

Productivity Made Simple: The Key to GTD – Your Daily Graph of Activity

    Sounds serious, doesn’t it? Thankfully, the whole idea turns out to be quite easy to grasp.

    But first…

    At this point you already know what the main elements of productivity are and where to start with GTD. This is all great, but we’re still lacking one important piece of information…

    What the hell to do with all this stuff?!

    And today, we’re going to cover exactly that.

    Understanding the Diagram of Action

    When working with GTD you’re basically doing one of three things at all times:

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    • Take care of defined tasks.
    • Take care of undefined tasks.
    • Plan (define) your tasks.

    These things fall into a loop, and repeat themselves throughout the day, week, month, and so on.

    Planning your tasks will be the topic of the next post in this series, so let’s leave it for now and focus on the first two things.

    • Defined tasks/activities are everything that’s in your Projects List, Next Tasks List, Future/maybe List, and Calendar. You know, all the stuff you’ve planned to do eventually.
    • Undefined tasks/activities are everything that comes at you by surprise, forcing you to take some kind of action. Like when your spouse calls you and yells that your house is on fire. (That’s an extreme example, but I’m only trying to get my point across.)

    Defined and undefined are the only possible types of tasks you might stumble upon on your way through life. Everything is either familiar to you (things you’ve planned for), or new and unexpected (things you didn’t predict would happen).

    So defined tasks we’ve got covered. Whenever you’re in the mood for work you just pick one from your Next Tasks List and execute it. But what to do when undefined tasks happen? Do we simply do them, or what?

    This is where the Daily Graph of Activity comes into play.

    Getting to Know Your Daily Graph of Activity

    First, the graph itself. Don’t get discouraged right from the start because the thing is actually quite easy to grasp — as I’m explaining below.

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    GTD graph

      There’s a thing called things on top of the graph. Things are everything that crosses your path during the day – everything your life hits you with (the undefined tasks). Getting an email is a thing. Coming up with a new idea for something is a thing. Receiving a phone call is a thing. Getting a direct order from your boss is also a thing. In a sentence – everything that requires any kind of reaction on your part is a thing.

      So the things go into your inbox. The inbox doesn’t have to be an actual inbox, like an email inbox or a traditional mailbox in your front yard. This is simply a place where all the incoming things land.

      You can create a folder on your computer’s desktop, for example. Or write everything down on sticky notes and stick them to your computer’s screen. Or have a special container next to your desk. The choice is truly up to you. Whatever makes the most sense to you can be used as an inbox.

      So everything lands there and waits until some further action on your part. What you do is pick something up from the inbox and answer the first question: What is it? Do I have to (or want to) do anything about it?

      If the answer is no then you have four main options you can do next.

      • Trashing the thing. Pretty self-explanatory.
      • Putting it in your Future/Maybe List. If you think you might want to work with this thing in the future.
      • Scheduling it in your Calendar. If you need to take action on it on an exact date and time (remember, your Calendar is sacred).
      • Putting it in your Reference Files. If it’s just some piece of information you want to keep, but it’s not actionable in any way.

      If the answer is yes then a second question arises: Is it the next possible action?

      The undefined things you’re hit with during the day can be constructed very differently. They can be simple one-action activities (like an email saying, “Take out the trash”, or they might as well start massive projects (like, “Start the marketing campaign for Coca-Cola”). So the question above is where you decide if it’s the former or the latter.

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      If it indeed is something that sounds like a new project then you need to put it in your Projects List, and then do some planning around it to come up with a list of possible tasks for it (I’ll cover this more in the next post in the series).

      However, if it is just a simple one-action activity/task then you should consider taking care of it immediately. Hence the third question on the graph: Can I do it in less than 2 minutes?

      Why the 2 minute restriction? Because if you were to take care of every one-action task someone sends you right at the spot you wouldn’t be able to do anything else in a day. GTD simply protects you against a situation when incoming tasks are sabotaging your way of working.

      So, if you can indeed do it in less than 2 minutes then simply do it. An example of such a task is one I gave you a couple of paragraphs above – someone telling you to take out the trash.

      Unfortunately, most undefined tasks cannot be done in less than 2 minutes. That’s just life.

      There are two choices for you in such a case. You can either delegate them, or defer them.

      • Delegating something means to simply send it to someone else. Your assistant, your contractor, or whoever else you have to spare or find the thing to be a suitable task for. Once you send the task to them, simply put it in your “Waiting for” List so you don’t forget to get back to that person and ask about their progress.
      • Deferring something means placing it in one of two possible places: either your Calendar or your Next Tasks List.

      Put it in your Calendar if it absolutely needs to be done on a specific date, otherwise put it in your Next Tasks List so you can get back to it when you decide to work on your defined tasks.

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      That’s all there is to the graph. Following it honestly lets you handle every undefined task very effectively.

      Undefined tasks are the ones that can completely ruin your perfectly planned out day; GTD can help you to prevent such a situation.

      Now what?

      We know what to do with our defined tasks (simply do them when you have some time) and we also know what to do with our undefined tasks (define them as explained above). But there’s one more quick thing I want to share with you today. And that is how to review your work each day/week, and actually be aware of what’s going on.

      Here’s what I personally do.

      1. Each day I start with my Calendar. Because I know that the most important tasks for a given day are right there. Tasks that can’t be overlooked. I advise you to do the same and start your day by checking out your Calendar as well.
      2. When I’m done with the Calendar I take my Next Tasks List, pick one task and start executing it. Then I pick another task, then another and so on.
      3. Additionally, once a week I do a bigger review and have a look at all my lists: Projects List, Future/Maybe List, Waiting for List, and I make sure that my priorities are still the same and that I still want to execute all those things that are there. I also plan my next week and update everything so it’s perfectly in tune with my current goals and matters. This is also the time for creating new projects and deleting old ones — you know, cleaning stuff up.

      And that’s it. This whole methodology comes down to these simple activities:

      1. Take care of your Calendar.
      2. Take care of your Next Tasks List.
      3. Review everything.
      4. Repeat.

      And that is why GTD is so effective in a real-life environment.

      (Photo credit: Decision Making Phrase via Shutterstock)

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      Karol Krol

      Blogger, published author, and founder of a site that's all about delivering online business advice

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      Last Updated on July 10, 2020

      The Power of Ritual: Conquer Procrastination, Time Wasters and Laziness

      The Power of Ritual: Conquer Procrastination, Time Wasters and Laziness

      Life is wasted in the in-between times. The time between when your alarm first rings and when you finally decide to get out of bed. The time between when you sit at your desk and when productive work begins. The time between making a decision and doing something about it.

      Slowly, your day is whittled away from all the unused in-between moments. Eventually, time wasters, laziness, and procrastination get the better of you.

      The solution to reclaim these lost middle moments is by creating rituals. Every culture on earth uses rituals to transfer information and encode behaviors that are deemed important. Personal rituals can help you build a better pattern for handling everything from how you wake up to how you work.

      Unfortunately, when most people see rituals, they see pointless superstitions. Indeed, many rituals are based on a primitive understanding of the world. But by building personal rituals, you get to encode the behaviors you feel are important and cut out the wasted middle moments.

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      Program Your Own Algorithms

      Another way of viewing rituals is by seeing them as computer algorithms. An algorithm is a set of instructions that is repeated to get a result.

      Some algorithms are highly efficient, sorting or searching millions of pieces of data in a few seconds. Other algorithms are bulky and awkward, taking hours to do the same task.

      By forming rituals, you are building algorithms for your behavior. Take the delayed and painful pattern of waking up, debating whether to sleep in for another two minutes, hitting the snooze button, repeat until almost late for work. This could be reprogrammed to get out of bed immediately, without debating your decision.

      How to Form a Ritual

      I’ve set up personal rituals for myself for handling e-mail, waking up each morning, writing articles, and reading books. Far from making me inflexible, these rituals give me a useful default pattern that works best 99% of the time. Whenever my current ritual won’t work, I’m always free to stop using it.

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      Forming a ritual isn’t too difficult, and the same principles for changing habits apply:

      1. Write out your sequence of behavior. I suggest starting with a simple ritual of only 3-4 steps maximum. Wait until you’ve established a ritual before you try to add new steps.
      2. Commit to following your ritual for thirty days. This step will take the idea and condition it into your nervous system as a habit.
      3. Define a clear trigger. When does your ritual start? A ritual to wake up is easy—the sound of your alarm clock will work. As for what triggers you to go to the gym, read a book or answer e-mail—you’ll have to decide.
      4. Tweak the Pattern. Your algorithm probably won’t be perfectly efficient the first time. Making a few tweaks after the first 30-day trial can make your ritual more useful.

      Ways to Use a Ritual

      Based on the above ideas, here are some ways you could implement your own rituals:

      1. Waking Up

      Set up a morning ritual for when you wake up and the next few things you do immediately afterward. To combat the grogginess after immediately waking up, my solution is to do a few pushups right after getting out of bed. After that, I sneak in ninety minutes of reading before getting ready for morning classes.

      2. Web Usage

      How often do you answer e-mail, look at Google Reader, or check Facebook each day? I found by taking all my daily internet needs and compressing them into one, highly-efficient ritual, I was able to cut off 75% of my web time without losing any communication.

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      3. Reading

      How much time do you get to read books? If your library isn’t as large as you’d like, you might want to consider the rituals you use for reading. Programming a few steps to trigger yourself to read instead of watching television or during a break in your day can chew through dozens of books each year.

      4. Friendliness

      Rituals can also help with communication. Set up a ritual of starting a conversation when you have opportunities to meet people.

      5. Working

      One of the hardest barriers when overcoming procrastination is building up a concentrated flow. Building those steps into a ritual can allow you to quickly start working or continue working after an interruption.

      6. Going to the gym

      If exercising is a struggle, encoding a ritual can remove a lot of the difficulty. Set up a quick ritual for going to exercise right after work or when you wake up.

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      7. Exercise

      Even within your workouts, you can have rituals. Spacing the time between runs or reps with a certain number of breaths can remove the guesswork. Forming a ritual of doing certain exercises in a particular order can save time.

      8. Sleeping

      Form a calming ritual in the last 30-60 minutes of your day before you go to bed. This will help slow yourself down and make falling asleep much easier. Especially if you plan to get up full of energy in the morning, it will help if you remove insomnia.

      8. Weekly Reviews

      The weekly review is a big part of the GTD system. By making a simple ritual checklist for my weekly review, I can get the most out of this exercise in less time. Originally, I did holistic reviews where I wrote my thoughts on the week and progress as a whole. Now, I narrow my focus toward specific plans, ideas, and measurements.

      Final Thoughts

      We all want to be productive. But time wasters, procrastination, and laziness sometimes get the better of us. If you’re facing such difficulties, don’t be afraid to make use of these rituals to help you conquer them.

      More Tips to Conquer Time Wasters and Procrastination

       

      Featured photo credit: RODOLFO BARRETO via unsplash.com

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