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The Importance of a Central Project List

The Importance of a Central Project List

I can’t escape the fact that having a real centralized project list for the things I’m doing is helping. I want to believe that I have tons of excess capacity in my brain. I want to think that I remember everything I’ve got on the go. But I don’t. And maybe you don’t, either.

I’ve recently started using the Mac program iGTD as a central repository. It does a great job of sorting out contexts and projects such that I can sort things by project or context and get whatever done that I can. I’m sure you can recommend the PC or LINUX equivalent in the comments section, right? But to me, it’s not about the software. It’s about the way one uses the product to create a workflow. Here’s what I’ve been experimenting with:

30 Minutes in the Morning

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I wish I could use less time to do this, but I find that if I give the first 30 minutes of my morning towards wiping out my inbox and either turning the mail into projects or acting immediately, it goes a long way on improving my day. So that’s what I do.

  • Open email
  • Process mail into a project –> add to iGTD or
  • Act on mail immediately: respond in a way that closes the loop with the other person.
  • Close email and try to forget for an hour.
  • Try to nail some action on a project, hopefully in order of deadline.

Nothing magical here, but getting into the rhythm of it is where the power comes in. I’m starting to come to my iGTD project list to look for what needs doing. And when I identify that something’s not there, I put it on to add it to my active queue.

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Perform Project “Blasts”

Instead of focusing on any one project, I scroll through my project list and try working on closing out the ones due next, and/or the ones I think I can complete in short order. I try to do a mix of these and a few swipes at tasks on REALLY BIG projects. Because I’ve got this set up as projects with tasks underneath, it’s as easy as working on Next Actions. This requires discipline. I find that if I don’t break a project into tasks, then I don’t dig in as quickly to take a next action on something.

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Daily Review

I do a weekly review, but I also do a daily endcap to see if I’ve moved the ball forward on enough of my projects. Because my particular work is almost always scattershot, I look to see that what I’ve done has had any impact on a daily basis. Thus, I can try and influence my next day more.

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Your Thoughts and Improvements

This is the system I’m using to manage my workload right now. How are YOU working? What are you doing differently? Have you tried a program that you like more than iGTD? Talk about it. We’d love to hear.

Chris Brogan blogs at [chrisbrogan.com]

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Last Updated on November 19, 2019

7 Signs That You’re Way Too Busy

7 Signs That You’re Way Too Busy

“Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

“Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

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The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

To help you in that self-assessment, here are 7 signs that you’re way too busy:

1. You Can’t Remember the Last Time You Took a Day Off

Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

“The time to relax is when you don’t have time for it.”

2. Those Closest to You Have Stopped Asking for Your Time

Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

3. Activities like Eating Are Always Done in Tandem with Other Tasks

If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

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If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

Try these 5 Ways to Find Time for Exercise.

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6. You Dread Getting up in the Morning

If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

7. “Survival Mode” Is Your Only Mode

If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

So, How To Get out of Busyness?

Take a look at these articles to help you get unstuck:

Featured photo credit: Khara Woods via unsplash.com

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