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14.10.2014

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Explaining the idea of Next Actions to my girlfriend, I thought of something that could help make Next Actions even more helpful. Next Actions are a concept from Getting Things Done, which is perhaps the finest book on personal productivity ever written. Basically, the Next Actions concept says that if you have an abstract item on your to-do list (replace tires on car), you'll never do it because every time you look at it, you'll glaze the in-between steps.
With a to-do list you have to make a decision on the next action for each item each time you look at it. But by focusing on only the next action rather than all the actions, it's not nearly as intimidating. Maybe it's my girlfriend's unfamiliarity with GTD, but she's afraid that if she doesn't write down why she's doing something, once she finishes the Next Action she'll lose track of what's supposed to happen next. Even David Allen doesn't handle this well because he has a separate category for Projects, which serve as stakeholders for a series of Next Actions. By writing down why you're doing something, you're sure that when you're checking it off, you're re-reviewing the end-goal and thinking about the next Next Action. GTD veterans may think this is a bit of fluff, but for others just getting started it resembles a traditional task list (even if it is backwards) so you can make the transition easier.


By doing this, when I complete one item, I'm much more likely to write down (or do) the next connected item in the sequence. With a Next Actions list, you have that decision made and you just have to choose which Next Action to do now. You need to review two lists (Next Actions and Projects) in order to make sure everything that needs to be done is getting done. You just add a "To" or "For" to your next actions and write down the reason that step is important - what the ultimate goal is. I much prefer having one list to two, and I don't mind mixing in projects and next actions on the same list. By thinking about it now and writing it down as a Next Action (the Next Action I can take to bring this project to completion), I can do that Next Action automatically the next time I see it instead of glazing over some nebulous far-in-the-future to-do.
Anything that needs to be kept track of, even if there's nothing I can do about it now can go on this list. In contrast, writing down all tasks as soon as you think of them allows you to freely brainstorm and keep track of all the tasks for a particular project on one list.
Tagging the Next Action tasks on the list allows you to identify the next thing(s) you need to do to move each project forward.Next you will use RTM Tags and Locations to label your tasks with their appropriate GTD Contexts.


So this list only displays errands that are Next Actions.My Work Smart List is a more complicated example.
For example, you may be waiting on a co-worker to finish the new logo design for the website project you are working on. All of these tasks are Waiting-For tasks, and should be tracked separately from your Next Actions. I move any project-related email messages to a separate email folder with the same name as my RTM list.
When the project is completed, I just delete or archive the RTM project List and the corresponding email folder. You should also review your Wait-Personal and Wait-Work Smart Lists to see if you need to follow up with anyone.Once you have written down your tasks and identified your Next Actions, you are ready to start working from your Smart Lists.




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