What is your process for managing actions? How is your system for productivity helping you achieve your best outcomes?
Getting Things Done: The Art of Stress-free Productivity by David Allen. Developing a consistent system for productivity is an iterative process. I have read this book several times throughout my career. It is one of my go-to books I keep going back to reference. I read it this time through Audible. Note: I read the original edition; there is an updated edition available.
Principles
The book centers on two principles:
First, capture all the things that need to get done and put them into a logical system outside of your head, This is not a to-do list but an inventory of the real work that you need to do. The goal is clarity of outcomes – get clear on what you need to do.
Second, discipline yourself to have a plan of action on all the inputs you documented and prioritized.
Stress Management
According to Allen, most of our stress comes from the inappropriate management of commitments. The goal is to get what is on your mind into outside buckets. Then, clarify what you have to do, set reminders to take action, do the work, and finally, review your system on a regular basis. My takeaway from reading this time is the importance of having a clear definition of outcomes and the requirements needed to achieve those outcomes.
Allen also gave me a different perspective on time management. For Allen, managing your actions is the key to achieving all your stuff. Getting things done is more about action management and less about time management. Action management is also an element of stress management, helping you get clear on what needs to happen and driving towards those results.
To help manage actions, Allen provides five stages in mastering your workload.
1 – Collect
- Collect things that demand your attention
- What are the things that you need to do?
- Document all the thoughts on your mind
- The goal is to get all the thoughts and ideas out of your head
- Need buckets to capture the information (e.g., notepad/pen/paper, a physical in a basket or file folder(s), electronic note-taking, filing, etc.) – Note – I use both electronic and paper
- Minimize the number of collection buckets
- Empty/process your buckets on a regular basis
2 – Process
- Process what each documented item means and what to do about each
- For each piece, ask these questions
- What is it?
- Is it actionable?
- No = incubate, reference, or trash
- Yes = what is the next action? Do it, delegate it, or defer it
3 – Organize
- Organize the results of your actionable items
- Make lists (e.g., next actions, projects, waiting for, reference, etc.)
- Use storage files (electronic and/or paper) and a calendar (again, I use both digital and analog)
4 – Review
- Review your system of productivity
- Regular, consistent, review (recommended weekly) of your workflow – outstanding projects, lists, calendar, open actions, etc.
5 – Choose
- Make choices from your options
- Take action – the next action
- Progress is in the doing
Benefits
- A positive experience of a sense of control
- Prevent broken agreements with self and help re-negotiate agreements with yourself
- Provides a sense of empowerment and accomplishment
- Better clarity and focus
- Improved alignment between outcomes and actions
- Provides more time for deeper thinking
Allen also makes a critical point that you need to personalize the system to make it work for you. I agree with that highlight. Productivity is a constant work in progress. Make the adjustments you need to make it work best for you.
Managing actions helps manage the time we have each day to get things done and focus on our most important work.
How are you achieving your best outcomes? What productivity system works best for you in managing your actions?
I welcome your comments.
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