Archives for December 2008

I’m going through my physical inbox right now. There aren’t too many things in it today, so this might serve as a quick example of some principles and approaches I recommend using.

This post will be a somewhat less structured. I’m just going to write down what I actually do in real-time. (Looking back now, this post feels a bit too first-person; but I hope that this inside-look might prove helpful in illustrating the principles and practices for processing an inbox.)

As is GTD standard practice, I go through the items one by one. But first I take them all out of the actual inbox and set them right next to me, just to my left. My inbox, by the way, is just a bit further back on my left side (I’ll touch on this when I blog on how to organize your desk: the left side of your desk is “in,” the middle and immediate right is “working,” and the far right is “out”).

First, there is an external hard drive. I brought this from home. So actually, let me back up. A lot of times in the evening, I have stuff I need to bring to work the next day (no news there). When I get to work, that stuff goes right in my inbox to get processed.

The external hard drive was one such example. Every three months, I do an off-site backup of my computer. I keep an ongoing backup (using Mac’s Time Machine program) on an external drive right next to my computer at home, and then every three months back up to a different hard drive that I take away from my house, just to be ultra-prepared not to lose any data in the event of a fire, etc.

So I have this external hard drive before me now. I have a spot for it here at work, and put it away right there.

Second, I have three new books. Two were Christmas gifts and one I ordered. I need to add those to my “To Read” list. This is a less-than-two-minute action, but I don’t want to literally do it right away. I find it most efficient to actually group my small actions into piles that I then execute right after processing my inbox. This saves time — there is less gear shifting. All three of these books can be entered at once, all filing can be done at once, and so forth. So I set them in a pile on my right side that I mentally designate as “to enter.”

Third, I have an ergonomics article to read. I’m going to read this right away, so I put it in a second pile right next to the books to enter, on my right side. This is my “to read” pile for right after I’m done with my inbox.

Fourth, I have a financial report. No action needed, just needs to be filed. I create a third pile for “to file” stuff, which will get added to if needed so I can do all my filing together.

Fifth, I have a newsletter. I review it to gather any relevant information, and then throw it away.

Sixth, I have what looks like a Christmas card. I open it. I’m getting into ultra-detail here, but to open it I open up my pen/pencil drawer to get out my letter opener. The card is from a friend, so I put it in my briefcase to take home and put with our other Christmas cards. (Just as stuff I bring to work goes into my inbox when I get here, throughout the day there is also some stuff that goes into my briefcase to take home, which I then put in my inbox at home, or else deal with right away.)

Seventh, I have some extra ink for my printer here that I brought from home. I have a drawer for extra supplies like this, and it goes in there.

Eighth, I have the manual for my printer. Actually, there are about 5 documents here. One is in another language, so I throw it away. Two more are ads, so I throw them away. I put the remaining two relevant parts of the manual into my “to file” pile.

Ninth, there are a few other books I brought today to refer to as I do one of my projects. I put those on my right side, in the back, so they are easy to access when I get to that project. Note: I would not keep those books there long-term, as this is how desks end up getting messy. They are there for today. If I have to put the project on hold for a week for some reason, those books will go back on the shelf or up in a bin that I have here for “project support material” that is too big to fit in a file.

Last, I have an adapter for my laptop that lets me plug into a projector with an older type of port. Need to think about this a bit. I already have one of these in my briefcase so that I’m always ready for this (learned the hard way). So I don’t think I need this. I think I’ll give it to our IT department, so I’ll put that in the last pile on my right side, “out.”

Now I have my inbox processed. There remain four piles of less-than-two-minute actions to my right now, and I don’t consider myself technically done until I handle those actions. The piles are: to enter, to read, to file, and out. I’m glad to have those small actions grouped. Now I’ll take care of those and move on to the next thing.

Total time? This level of items would probably have normally been about 5 minutes or less. Maybe a bit more. Took a little longer this time because of writing this post at the same time.

I am always tweaking and updating the approach I take to planning and GTD. It is of utmost importance to me that my system be easy to use. If it’s not easy to use, it’s going to take away time that should be going to execution. And, it creates drag.

Here’s my criteria for determining if my approach to managing projects and actions and so forth is simple enough: When my son is 10 years old (right now he’s 6), will he be able to use a reduced form of my system to get things done (homework, etc.)? If not, it’s not simple enough.

That’s one of my guiding principles as I continually seek to refine and improve upon my methods for getting things done most effectively.

Right now, I’m thinking through ways to make the GTD contexts more effective. For example, “@errands” and “@agendas” work like a charm.

But I typically find “@phone” to simply be an excuse to put off making phone calls that are going to take up more than a small amount of time. Further, I always have my phone with me, and segmenting actions into a context doesn’t seem as valuable when you are always in that context. Likewise, “@computer” isn’t super helpful to me, because so many things fall under that context, and I almost always have my computer with me as well.

So that’s a key issue I’m thinking through again right now. I hope to come up with something that will be powerful enough for adults in high-stress, demanding situations and yet simple enough for my son when he is ten.

If you have some innovations here that you’ve found promising, please send them my way. I’ve been trying out various ideas for a while, and hearing what some of you have done would be really helpful to add to the mix.

In general, I highly discourage putting information or things you need to act on into piles. Filing is more organized and easier, if done right. But there are some exceptions. Here is a breakdown on when to file and when to pile.

When to Pile

Create piles for things that you are working on at the moment or will be working through in the next few hours. Used in this sense, piling becomes a fairly simple and effective a way of organizing your workflow.

Here is an example. I was just going through my inbox at home yesterday. It included some ideas I had written down on paper (normally I try to put ideas I want to do something about directly into OmniFocus as inbox items electronically, but sometimes it works best to jot them down on paper), receipts that needed to be entered into Quicken, some bank statements to reconcile, various small 4-minute-or-so actions, and various things to file.

I could have deferred most of these actions and put them into the set of pending files that I have for my routine actions. But there was quite a bit of stuff, and I wanted to do all these actions right away to get them over with. So I created a pile for each type of action and sorted the items into those piles as I processed my inbox.

Here are the piles I created: Receipts to enter, notes to process, bank statements to reconcile, bills to pay, things to file, and “other small actions” to take. Then I went through the piles one by one and took care of everything in them (entered all the receipts into Quicken, paid any bills and set up auto payment for the ones I could [we just moved], processed the ideas into projects and actions, and so forth).

Piles are effective in situations like these because they are temporary. It is helpful to have your work laid out and visible before you. Then you go from one pile to the next until you are done.

But piles are ineffective if you keep them longer than a few hours. The key is to get through them right away, not let them sit for days. If you do that, the actions get stale — unless you turn to filing.

When to File

If you are going to defer working on a group of items, then they should go into a file, and the action to complete those items should go on your next action list. I’ve noticed some routine types of actions that recur every time I go through my inbox: receipts to enter, ideas to process, and so forth — basically the piles I listed above. So I have created a set of files that correspond to these types of actions.

I call these “pending files.” They are holding tanks for work I am going to be attending to shortly. In the example above, I wanted to deal with all the actions coming from the processing of my inbox right away. So I created piles and worked through them immediately. But if I had wanted to defer those actions, I would have just put them into the appropriate pending files. To make sure I wouldn’t forget to actually deal with the items in those files, I have a weekly task to empty each of them completely (every Saturday morning).

For stuff that doesn’t fall into a routine pending file, I have a “catch-all” pending file called (creatively), “general.” Whenever there is support material I need for any action not covered by one of my routine pending files, I put the support material into the “general pending” file and then put the action on my next action list (and make note that the support material is in pending).

For example, if I get a long contract I need to review at work before signing, and I don’t have the time to review it right away, I’ll put the contract in my “general pending” file and then create a next action to review the contract. I would not, on the other hand, just leave the contract on my desk as a “reminder.”

It is an important principle that you should manage your actions from a list (with any needed support material in a file), not from piles — with the one exception being when you are going to work through the piles right away.

This discussion has focused on filing vs. piling when it comes to actionable documents. When it comes to storing reference material and project documents, filing without question is the way to go. There is a whole system that can be applied to filing in this sense which I’ll be talking about soon.

A few years ago I was waiting in line for my order at Taco Bell, and I thought to myself “these guys have a better productivity system than I do.”

I had been doing GTD for a while, but things still weren’t clicking. What stood out to me was how simple of a system they had at Taco Bell for processing orders: it just listed the items they had to make for each order.

Very simple. Very, very simple. Here’s what’s intriguing: In the GTD methodology, each of those items in an order is technically a “project” because it involves more than one step. But obviously if the order system had broken those items down into their actual “next actions” (“now grab a handful of cheese, then a cup of chicken and put it in the tortilla”), you would have chaos and confusion.

The problem is that that is exactly the way I had been handling my next actions list. I was dividing tasks up into pieces that were way too granular. Since in GTD your “next actions” are on a different list from your “projects,” this was really confusing — I couldn’t keep track of which actions pertained to which projects. Further, after completing an action, the natural thing would be to do the next “action” on the project — but my system didn’t facilitate this, because each project only had one action on my next action list. So instead of moving ahead on the same project after completing an action, I’d move on to a different project — highly inefficient and scattering to your efforts.

This was a mess. I don’t blame GTD for this — nothing in it says that you need to get this granular. But it sure sounds that way at first. It is easy to implement GTD wrongly by making your actions too granular.

There are a lot of solutions here that make GTD much more effective, even if you haven’t been taking things to the granularity that I was. Sometime soon I plan on writing something fairly comprehensive on this.

But in the meantime, the most significant solution is what I took away from the cooks at Taco Bell: I started defining my next actions not according to real specific steps (highly literal “next actions”), but according to what I can accomplish in one sitting.

In other words, I don’t always ask literally “what’s the next physical action I can take here,” because that can really make things overly-specific. Rather, I ask “what is the outcome I can accomplish here in one sitting.” The result is that many things that would have otherwise been projects actually become straight next actions, thus de-cluttering my projects list. Projects become more the multi-step things that need to be done over the course of several days.

So there has been a shift in my thinking, in part, from defining projects as “multi-step outcomes” to “multi-step outcomes that I won’t do in one sitting.” And when defining a next action for a project, I try to actually create an action that will trigger a series of steps, not just one, by asking “what can I do in one sitting,” rather than “what’s the next specific, literal thing this project requires.”

This is like Taco Bell: You see “make steak taco” and you make the taco. Very simple. But if your next action list is at the level of “put in the cheese, add the meat, etc.,” that’s just tough.

(BTW: The folks at Taco Bell on Franklin Ave in Minneapolis are some of the fastest I’ve ever seen. Way to go!)