So I have tried it all… Getting things Done and all the other organizational strategies, but my mind is way to fluid and I can never seem to stick to any of the plans.   I recently discovered the Action Method, which makes a lot of sense to me and I recommend everyone try it.   I look at these processes as tools; arrows in my quiver if you will.  

I recently began planning my projects by setting goals, plans and communications (I will discuss more on a later post).  Each day I review these and look to move the bar as far forward as I can by focusing on actions I can take today given my priorities and meeting schedule.  

The best 30 mins of my day.

Before you get started each morning I recommend reviewing your schedule at a very high level, as busy as I am this activity takes only 30 minutes.  I use the Emergent Task Planner created by David Seah.   This tool allows me to block out time on the right for when I know I have to be in a meeting or other location than at my desk.   

I can then identify were I will be able to work on my actions and how much time I will have for each action. I also fill in the form with priority so that if I need to change up my schedule I can do so by changing the time dedicated to lower priority events.

Now I know how much time I will have to work on the actions that need to be accomplished. 

Think ahead to the consequences of your actions

Before I write down my actions, I take a moment ad review the actions of the day before and consider the cost of these actions.  Will they move the bar? Not everything you have to do is work doing and being busy is not why you were hired.  I like to say that "if it is inevitable that my projects would be complete, my job is unnecessary."  

Select things that will make the most impact for your business and against the projects that you are focused on.

What is an action?

According to the Action method site an action will:

point to tasks to be completed. Each action step should start with a verb (ie.: follow up with x, review y, meet with z).

This definition is great, because it helps me to break my work down into what actually needs to be done.  On the downside a person needs to be able to elevate themselves out of the tactical so that they can ensure they are doing work that best meets your strategy.  

All actions should point to one or more of the goals you set during the goal setting of a project phase.

Time tracker

I work better when I am just a bit under the gun.   So I set a timer for 30 minutes on my desk and I try to complete tasks in 30 minute intervals.   So when you write the actions on the left side of the time tracker I assign a estimate of how long it will take me to complete the action.    When I have completed the task I put the actual completion time on the form so that I can review and make better estimates in the future.   I guess this is a skill I learned from PSP or CMMi or somewhere else, but I find I am getting more accurate all the time.  

Dealing with Chaos

There has never been a day where it went exactly as I wrote it down.  There are always interruptions, schedule changes or emergencies.  So I write in the note section any thing that comes up during the day. and I use little stickies for when a hi-pri action happens.   I don’t beat up on myself if things don’t happen as I planned.   This happens.   The goal of this or any GTD program is to ensure that nothing gets lost in the daily shuffle.