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Working in Project Space

Working in Project Space
Working in Product Space

    One of the givens in David Allen’s Getting Things Done is that you can’t “do” a project. Instead, Allen recommends you break projects down into immediate “next actions”, discrete doable chunks that can be “cranked through” with a minimum of effort.

    While this approach works pretty well for a lot of tasks, it falls short for a lot of creative people for whom the “meat” of their work cannot easily be reduced to simple tasks.

    Let me give you an example. I am putting together a paper to present at an academic conference in a couple of weeks. Some of the steps I need to take are clear: gather research materials, create an outline, build a bibliography, and so on. But at the core of this project there’s a big task that can’t be broken down to component tasks: actually writing the paper.

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    Of course, there are smaller tasks involved in writing, but it would be foolish to think of them as separate actions, and even more foolish to write them down in my lists. Tasks such as:

    • Have an idea
    • Construct an argument
    • Shape persuasive paragraphs
    • Develop my thesis
    • Support argument with evidence
    • And so on…

    Knowing where to draw the line around a specific action is already a sticking point for a lot of new GTD’ers. (Is “Write next sentence” a next action?) Add in the complexity of working through a creative project, and it’s not hard to see why people have a hard time wrapping their heads around Allen’s insistence on tasks, not projects.

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    Project Flow is the Opposite of Next Actions

    There’s a state that people sometimes achieve when they’re working on a project and everything else just goes away, where decisions are made and acted on without conscious thought or effort, where the work just seems to “flow” from your fingertips.

    We could put this into GTD terms, seeing “flow” as simply the rapid succession of next actions, but this is somehow unsatisfying; the doing doesn’t feel like “one thing after another”. Instead, it feels like everything happening all at once, almost on its own.

    There’s no sure-fire way to bring this state on, although we can certainly eliminate barriers — including the insistence that projects always be broken down into tasks and planned out. I like to see GTD’s list-making and project planning as ways of carving out space for real work — getting the nitty-gritty of day-to-day life off our mind so we can work in the non-GTD-able space of creative productivity where, in fact, we do projects.

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    Creating the Project Space

    There are two kinds of mindsets that things are done in. GTD takes place largely in only one of them, what I’ll call the “task space”. Individual tasks are done, one at a time, until things get done.

    The other one, the one I’m trying to describe here, is the “project space”, the space that creative people fear will be strangled by too much planning (which is why a lot of creative types avoid systems like GTD). I see the two “spaces” as intimately related, with task-oriented thinking essential to the creation of the project space. Once in the project space, though, task-oriented thinking fades away, or at least becomes secondary.

    Here are some of the things you need to do to make room in your life for creative productivity in the project space:

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    1. Schedule project time: This is about where GTD end — schedule blocks of time to work on big projects. Unfortunately, this is where most creative work starts.

      Scheduling is important for three reasons:

      1. Start-up time: It takes a while to clear the mind of unrelated stuff and get into the project in front of us. If we don’t schedule enough time for that “warm-up”, we’ll end up having to move on before we’re really started.
      2. Commitment produces action: We tend to be protective of the commitments we make to ourselves. Committing to a specific time to work on a particular project increases the likelihood that we’ll actually do that work during that time.
      3. Helps reduce procrastination: Trusting yourself to work on something “when it feels right” is just asking for trouble. There will always be something else that demands attention. Knowing that “now it is time to work” will help keep the “faffing” down at least to non-work time.
    2. Use a timer: Using a timer can help motivate you to work more quickly and efficiently (again, reducing procrastination because it would eat into your available time) but also helps you gauge your ability to estimate the time you need — and schedule more (or less) next time.
    3. Set a goal for project time: Always go into your scheduled project time with a single, well-defined goal. For example:
      1. I will write 1,500 words.
      2. I will complete this painting.
      3. I will finish the third section of my report.
      4. I will have a list of ten experts to solicit testimonials from.
      5. I will create three thumbnail sketches of ideas for the new site design.

      Again, having a clear immediate goal (rather than a clear set of tasks to achieve it) will help you stay on track and stay motivated. If you meet your goal and have time left, you can of course keep going; if your time runs up before your goal is reached, you’ll know to either change your goal or schedule more time next time.

    4. Eliminate distractions: You want to stay as focused as possible. My post on distraction-free writing has a number of ideas that would apply to any type of project. Make sure that the people likeliest to distract you know you’re not to be disturbed, turn off your phone’s ringer, close all non-essential applications — do whatever it takes to make sure your attention is limited to the project at hand.
    5. Have a project book/folder: Start a new folder or notebook for each project (I use hard-bound notebooks that are easily labeled, stand up neatly on my desk or a shelf, and can take the abuse of being thrown in my bag). Put into it every piece of information — passwords, website addresses, contacts, notes, references, drawings, magazine clippings, whatever it takes — you need to work. Don’t waste time and, more importantly, creative energy scavenging for information when you’re really focused.
    6. Make a mess: Or as much mess as you need. Have everything you need at hand — references, your project notebook, sketches, rough drafts, proposals, storyboards, again: whatever it takes — to stay targeted. Don’t spend your time making sure everything goes back to it’s proper place — clean up afterward (or keep the last 10 minutes of your scheduled time for decluttering).
    7. Promise yourself review: One thing that creative people get hung up on is getting things “just so” while they’re working. For creative time, let worries about perfection slide for a while, and focus on getting words on paper, ideas captured, paint on canvas, bits on the screen, and so on. Promise yourself that you will take the time to tidy up your work later, to revise and rethink whatever needs revising or rethinking. Make sure you keep this promise; the last thing you need is to stop trusting yourself to follow through!
    8. Don’t think about outcomes: While you’re welcome to visualize perfect outcomes all you want outside of the creative space, while you’re inside the creative space focus just on the work in front of you and your immediate goal.

    The trick is to eliminate thinking about, worrying about, and looking towards all the unrelated stuff that GTD is actually quite good at dealing with. That means that while I’m writing my presentation, I need to stop thinking about the outcome of delivering my paper in front of a large audience. I’ve promised myself review, which means I’ll have a chance to tidy it up, smooth out any difficult-to-say bits, practice for time, and so on — later. In the project space, it’s only the project, not the outcome.

    As I said, there’s no way to guarantee that flow state will come over you (though it’s not entirely necessary that it does; it’s just a nice bonus). What tricks and tips do other people have for working creatively and productively or for getting into “flow”?

    More by this author

    Building Relationships: 11 Rules for Self-Promotion How to Become an Expert (And Spot out One Nearby) The Importance of Reminders (And How to Make a Reminder That Works) Is Procrastination Bad? The Truth About Procrastination Revealed Back to Basics: Your Calendar

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    Last Updated on March 13, 2019

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    Have you gotten into a rut before? Or are you in a rut right now?

    You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

    Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

    1. Work on the small tasks.

    When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

    Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

    2. Take a break from your work desk.

    Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

    Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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    3. Upgrade yourself

    Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

    The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

    4. Talk to a friend.

    Talk to someone and get your mind off work for a while.

    Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

    5. Forget about trying to be perfect.

    If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

    Just start small. Do what you can, at your own pace. Let yourself make mistakes.

    Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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    6. Paint a vision to work towards.

    If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

    Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

    Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

    7. Read a book (or blog).

    The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

    Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

    Check out the best selling books; those are generally packed with great wisdom.

    8. Have a quick nap.

    If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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    9. Remember why you are doing this.

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

    10. Find some competition.

    Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

    11. Go exercise.

    Since you are not making headway at work, might as well spend the time shaping yourself up.

    Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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    Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

    12. Take a good break.

    Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

    Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

    More Resources About Getting out of a Rut

    Featured photo credit: Joshua Earle via unsplash.com

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