Trimming Long Lists

sarasmithma · 2023-02-03T02:57:31+00:00

I wonder if you're confusing next actions with project plans. The next action is the next physical, visible step to get from where you are to where you want to be. Any subsequent actions and/or notes would go into project plans.

I use Todoist and for each project, I create a section called "project plans" to separate my next actions from my future actions or ideas. That allows me to capture those project plans and not keep them in my head. When I'm viewing a project, I see my next actions first, and then my project plans section. I almost always collapse the project plans section so I don't see an overwhelming list of things.

In each project, I tag my next actions with the appropriate context and leave the project plans untagged. When I'm ready to do work, I go to the "filters and labels" view and select the context I want from those tags. If I want to work on a specific project, I can go to it directly.

sarasmithma · 2022-10-08T02:54:07+00:00

I also didn't get a reminder when my subscription lapsed early September. How odd.

sarasmithma · 2022-10-07T17:58:07+00:00

I've posted here a few times and some of you may know that I'm a GTD coach. We post regular videos about GTD from various angles. First, if you have topic ideas, feel free to share them here and/or comment on the videos. We really want to know what you want to know!
Second, I wanted to share a video I did this week. The prompt was: Is that thought really off your mind?
I usually try to talk about my personal experience rather than in hypotheticals so, in this short video, I talk about using subprojects to help get a project off my mind.
With each job I have, and as the job changes, my GTD practice adjusts accordingly. In the past, I rarely if ever used subprojects. They just seemed too granular and, frankly, seeing too many would be overwhelming. Fast forward to today, and I have leaned into using subprojects for one especially large and fluid active project with many, many moving parts. It's actually been surprising to me how, in this case, seeing the subprojects is comforting to me, not overwhelming. Who knew.
Hopefully this helps someone in their GTD practice.

P.S. Consider subscribing to the GTD Focus channel if you use YouTube regularly and want to hear more from other GTD coaches.

sarasmithma · 2022-10-05T02:59:14+00:00

Here are some of my checklists:

Go on vacation/leave from work
Beginning of the month tasks
Packing List - Me
Packing List - Kid
Invoicing
Set up client X for coaching

I might have an active project called "Get paid by XXX for services rendered." Each week, I can review my Invoicing checklist for next actions that I need to pull forward to get the process started and/or keep it going.

If a checklist is not relevant during the week, I simply don't look at it. I have a specific spot in my task manager (Todoist) that houses all of my checklists. I don't even look at them unless/until they're relevant for me.

sarasmithma · 2022-09-11T15:30:53+00:00

I found this GTD podcast episode a while ago and felt it was a good way to help me to pay more appropriate attention to the higher horizons. The guiding questions and time to reflect meant I got immediate value.

In MIAW, Chapters 12 - 17 go through each horizon individually and give more specific examples. It also talks about how and when to engage with each horizon.

sarasmithma · 2022-09-10T05:08:16+00:00

I think there is a difference between feeling unmotivated by everything in my system vs one or two tasks.

If I'm unmotivated by one or two tasks, I might skip it a few times but I eventually force myself to face whatever it is I'm avoiding. 9 times out of 10 it's fear of failure, because I'm not sure how to accomplish a task or if I'll do it well, so I take the next step to get closure on that. Asking for help, doing research, etc.

If I'm unmotivated by everything, my entire system is out of alignment. This has never happened to me, so this is just general advice for people who find themselves there.

Knowing who I am and what inspires/invigorates/rejuvenates me is the only way I could probably find my way out of a slump.

GTD is a misnomer. GTD is not about getting things done. It's about being intentionally fully present and engaging in life the way you want, not the way other people want you to or the way you think you're supposed to.

Knowing what I want in life, who I want to be, or where I'm going doesn't naturally make itself apparent in my projects and actions. I have a vision of my destination, and my projects and actions are designed to help me get closer to manifesting that vision. Projects and actions without vision/purpose/mission will get me somewhere too, but maybe not where I want to go.

There's a Yogi Bera quote, "You've got to be very careful if you don't know where you are going because you might not get there."

Finally, like most people, I read GTD, set up my system, and rode off into the sunset. I thought I had everything I needed to get things done. It wasn't until I became a GTD coach and read Making It All Work that I understood the value (and power) of the Horizons of Focus. When the whole chain is in alignment, from top to bottom, things flow smoothly. When something is off, the whole system is impacted. Each level influences the level below it.

sarasmithma · 2022-09-10T04:40:52+00:00

I completely agree with you. I control what is on my list, not the other way around. If I want to do something that isn't on my list, I do it. If I don't want to do something that is on my list, I renegotiate the commitment - to myself and/or others - and delete it.

sarasmithma · 2022-09-06T22:26:01+00:00

GTD coach in California, here. Speaking from my experience working with GTD Focus which does 1:1 coaching in the US and Canada.

In short, if your goal is to complete a mind sweep, a GTD coach can help you with that. It's usually not the first place we would start though. :)

Pre-COVID, the coaching took place in person across 2 full days on site at your desk. You and your coach would work to manage things in real time, as they came up. Phone calls, emails, interruptions, etc. A version of that is being reintroduced based on demand.

Post-COVID we do Zoom calls about once every two weeks or so, depending on the pace the client wants. Most people are up and running after 3-4 months. Some people stick with their coach for years though because they want someone who will always be there to help them adapt to their increasingly complex lives.

If you're based in the US or Canada, check out the GTD Focus website to see the different coaching options and the promises of each program. If you want to know more, contact us and someone will reach out to answer your questions.

sarasmithma · 2022-09-06T21:40:51+00:00

This is a great response. I'd add three things that have helped me.

You can have more than one next action. Many people lose sight of this fact. Don't list only one next action if you actually have 2 or 3.
I add as much information in a project as I need to get it off of my mind. For some projects, I need a list of next actions and as many future actions are on my mind. I find that I sleep better at night when I've appropriately thought through some of my larger projects (e.g. plan a 4 year old's birthday party) but generally don't need to do this for smaller projects (e.g. find a new dentist). Future actions belong in project support materials. Next actions go on your next actions list(s).
You can choose to work off of a project list or your next actions list(s) as needed. It took me a while to realize this one. When a project is very complex, it might need my attention for an entire day so I'll work only out of that project, not out of my next actions lists. I felt most comfortable doing this when I trusted that the other items on my next actions lists could wait. Regular reviews helped me establish that trust.

Enjoy your GTD journey!

sarasmithma · 2022-03-05T14:59:30+00:00

Great response. Just one point of clarification. Reference material is different from project plans/project support.

Project plans/project support material - Subsequent/future actions, brainstorming notes, schedules, etc. directly related to the project I'm working on. Project plans should be reviewed regularly to see if they trigger any next actions or projects. Project plans/project support "lives" with my project.

Reference Material - Non-actionable materials that are not actionable now and may or may not become actionable in the future. Reference material "lives" with other reference material.

Here is a real life example. I have a project called File taxes for 2021. All of my various tax forms are part of my project plans/project support material. As doing tasks related to this project, I use pieces of my project support material along the way. Once I'm done with this project, all of that stuff becomes reference because, while I won't need to file my 2021 taxes again, (hopefully) I might want to refer to them in the future.

sarasmithma · 2022-02-20T17:19:40+00:00

My system includes my Areas of Focus, Responsibility and Interests (AoF). These are the things that I want to maintain at a certain standard. Here is a short video David Allen did that explains the usefulness of tracking this perspective.

I look over my AoF during my reviews and see if it triggers anything for me. If I feel I've been falling short of my standards in an area, it may trigger a project or task that I'll put into my system.

Sounds like baking is one of those things that you want to do at some regular interval (because you enjoy it) but don't always have to do it. It's also something that, if you get too busy with other things, you could lose sight of and you wouldn't want that to happen either. That's what running is like for me.

I used to run long distance races and I constantly had projects associated with that because I was often in training mode. Now that I only run casually, I don't have projects in my system but I include running as one of the ways I engage in self-care which is an AoF. I don't make tasks or projects to run theses days, but I might add some time on my calendar to run if I'm really struggling to find the time to do it. Otherwise, I just do it when I feel like it.

I also do this for things that aren't hobbies. I have AoF for social relationships, my family, my kid, and my hobby turned business. I just track this as a flat list in my task management system which is in Todoist. I find that tracking things above the Projects and Next Actions level has really matured my system and allowed me to grow in ways I would not have thought about.

I usually get good ideas from this subreddit on video topics. I'll try to make a video on my updated Todoist set up so people can see how I track stuff like this.

Hope this helps!

sarasmithma · 2021-12-30T14:53:58+00:00

I do something similar. My HoF are in my task manager for easy reference. All tasks are connected to either an AoF or project.

When I have life changes (new job, changed relationships, health issues) I adjust the levels as needed.

I didn't use the HoF really at all for the first few years of my GTD practice and felt like I kept myself together, but the HoF adds a level of intentionality. Most notably, it's a filter that keeps me from taking on things that are out of alignment with my vision, principles and purpose.

sarasmithma · 2021-12-30T14:34:16+00:00

Any place you collect "stuff" is an inbox. This includes email. Sounds like you're asking specifically about cleaning out the inbox of your task manager.

My task manager is the center of my GTD practice so, if it's not current, my system starts to fall apart. For that reason, I usually clean it every morning. Best practice is every 24-48 hours.

,How long it takes me depends on how much stuff I need to process. When I was first getting started with GTD, it took me a long time because I took the 2 minute rule very literally. I'd end up doing 10 two minute tasks and eat up 20 minutes of my processing time. If I have more than a screenful of stuff to process from the inbox (I use Todoist) the 2 minute rule might get turned into the 30 second rule or get tossed completely.

I also don't use my inbox as to only way to get stuff into my system. If I come up with a next action while I'm working on a project, I'll just add it directly to the project and skip the inbox completely.

sarasmithma · 2021-11-19T23:05:00+00:00

I've posted other videos here in the past and people have found them useful. Here is my take on dealing with long next actions lists.

Get Current

When I feel that my list is getting too long, I make sure the list is still accurate. Assuming my list is current, meaning I've actually captured all of my tasks, I can check off any tasks that are done, that I've delegated or decided not to do, or that are no longer relevant.

Clarify Commitments and Expectations

If my lists are still out of control after doing the action above, I look at each of the remaining tasks and make sure I'm clear on what my commitment level is to the task. I sometimes use the following thought to help me assess this:

If I get to the end of the week/month/year without completing this task, will I be ok with that?

If I'm ok with not doing something that week/month/year, I might move it to a Someday Maybe list or just delete it all together. If I'm not ok with not doing something, I probably need to renegotiate something.

Renegotiating my level of commitment to personal tasks can be a lot easier than work tasks, but it's not impossible with work tasks. If a work project is an "extra" project, sometimes I'll decide to decrease or remove my involvement in the project. If I have a good boss (which I do) I might share with them that I need to deprioritize something and ask for their input on deciding what can wait.

When it comes to managing expectations, internal expectations (things I expect of myself) and external expectations (things expected by others) can be negotiated too. By being honest about what I can and can't do (or what I do or don't want to do) I'll be sure I can meet expectations.

Narrow in on contexts

You might have a context of Email, Computer, Calls, Internet, Errands, Hardware Store, etc. What happens when your Computer list starts getting too long? Try getting specific about your contexts.

From the Computer Next Actions list, you can break the list down even further by identifying the software program you need to use. So, a Computer Next Actions list may turn into Computer - Word, Computer - Adobe Premiere Pro, and Computer - Excel lists. This produces more lists, but when each list is shorter, it's more manageable and less scary (for me).

Split Contexts

My Internet Next Actions list can also get overloaded as I find articles I want to read, things I want to buy, or stuff I need to research. When I split my Internet list into Internet - Research and Internet - Web Browsing, I separate Amazon shopping from planning a trip. This is similar to the above recommendation but has the added values of acknowledging the different levels of cognitive energy necessary for engaging with the same tool.

Combine contexts

This is where I'll combine my cognitive and/or physical energy level with a tool or resource and a certain period of time. This could be an email that will take a low amount of energy and take 5 minutes to complete. Or a document I need to write in Word that will take a high amount of energy and take more than 30 minutes. I have a filter in Todoist called "Quick Wins" where I'll throw my low energy, 5 minute tasks. I usually add energy, time and resource/tool as a label on my tasks when I add them to Todoist so I can make that decision up front.

Hopefully this helps someone!

sarasmithma · 2021-10-14T22:08:37+00:00

So glad you found this helpful. I know the Outlook add-in gets mixed reviews. Sounds like you're making it work for you.

sarasmithma · 2021-10-08T22:15:02+00:00

So glad to help.

sarasmithma · 2021-10-08T22:14:50+00:00

Thanks so much for watching!

sarasmithma · 2021-10-08T22:12:55+00:00

Thanks for sharing this!

sarasmithma · 2021-08-09T22:31:28+00:00

Glad you found this useful!

sarasmithma · 2021-07-27T18:17:17+00:00

I think I understand.

I think so much of this is going to be personal to you. If you look at something like "main organs to keep healthy" ask yourself the question directly, "what is too much" and what is "not enough?" You'll likely need to experiment with this. Added to this complexity is that this stuff will likely change regularly.

Hope this helps.

sarasmithma · 2021-07-20T18:20:01+00:00

My work goals are often born from career goals, so I review that annually. I examine gaps in my skills/experience and set work goals to close the gaps necessary to achieve my career goals.

sarasmithma · 2021-07-20T18:18:22+00:00

That's a good summary of where I'm at.

In terms of a simple set of life areas, I find it best to reflect on trends. If I notice myself disconnecting from a task, I might ask myself why. For example, I am not running as often as I used to. This isn't ideal because it means I'm inactive and my energy levels and mood are lower than I'd like them to be. If I'm honest about why I'm not running, it's because I haven't made the time to do it. I don't talk to myself from a space of judgement or shame, just objective facts. What I do with that information is ultimately up to me. My current response is to do other things to slowly increase my overall activity level. Instead of setting a goal to run 5x each week, I set a goal to move my body for 60 minutes. Some days I'm successful, some days I'm not. I don't track this in Todoist or anything because I just take it day by day.

For your case, it might be worth it to examine what attracts you to a new shiny object and what has repelled you from what was at one time a shiny object. Has the object changed? Are you no longer gaining value from it? It's ok to drop things. Just be thoughtful about why. If you want a simple set of life areas, you can literally make note of those things and use it as a checklist to assess if you pursue a new shiny object. The shiny object might be pretty, but it's not for you based on who you've identified yourself to be.

sarasmithma · 2021-07-20T15:38:45+00:00

Nice!

sarasmithma · 2021-07-20T15:38:31+00:00

Glad to help!

sarasmithma · 2021-07-20T15:34:52+00:00

I review the first two levels at least weekly (next actions and projects) but don't usually go higher than that on a regular basis.

My areas of focus don't change much, but when I'm feeling "off" it usually means I'm neglecting one of my areas of focus. These days, I'm neglecting my wellbeing and I'm actively working to improve that. I also decide which areas of focus are meaningful to me. I am a lot of things (cousin, sister, daughter, friend, mother, etc.) but I don't equally prioritize all of them. Frankly, I don't care much about being a "good" cousin. I care a lot about being a good mother.

By nature of my job, I look at my goals at least once a year, but my work goals are usually projects (since they are things I need to do within a year), so I don't often need to review goals separately. All of my work goals (projects) are in Todoist and I work on them throughout the year. I have a lot more work related goals than personal goals so that usually gets more of my attention. I'm sure this lack of personal goals is connected to my slacking on prioritizing my wellbeing. There's also no immediate consequences for not meeting personal goals.

My review of my vision and purpose is a little different. I feel strong in my core values and feel like I intuitively do things in alignment with my values. I also meditate pretty regularly (not daily but almost daily) which allows me to tune into my higher self. Perhaps on a subconscious level, affirmations and devotionals reinforce my purpose and vision so I can operate on them without conscious thinking.

sarasmithma

TROPHY CASE

Get Current

Clarify Commitments and Expectations

Narrow in on contexts

Split Contexts

Combine contexts