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  • Hard landscape

    Hi there,

    what do you do, if a task has to be completet by tomorrow evening. Do you:
    - put it on tomorrows calender to show that its due then? (you would not see it today)
    - put it on the calender for both days (because it probably takes more then one day?)
    -not put it on the calender (and probably miss its urgengy?)

    Thanks
    Zelda

  • #2
    I'd first define how big is the task. If it's small (for me it's under 15-30 min) then I use method 1 below; if it's big then I use method 2 (that's usually applies for reading or translating some documents):

    Method 1. Put the task on the list of Next Action and on the Calendar for tomorrow so you see it today in the NAs list and see tommorow that it's deadline is tomorrow. You can try to do the task today if you have time free of calendared events or find approx 30 minutes through the day tomorrow to compete already calendared task.

    Method 2. Put the task on the Calendar for today and tomorrow at the exact time (i.e from 10:00 to 11:00) thus you guarantee you do that today and tomorrow. You can define how much time you need based on your calculation of the task size.

    Regards,

    E.
    Last edited by Borisoff; 05-09-2006, 12:49 AM.

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    • #3
      Sounds useful

      Thanks for your reply

      I never put Tasks in special time slots so far, because I never do them then anyway. But for this particular problem it sounds good. I'll give it a try.

      Comment


      • #4
        some things that have helped me

        Not to belabor the obvious, of course, you do not want to put things in time slots so often or so arbitrarily or so wishfully that you become immune to these "reminders" or become allergic to looking at your calendar, but you do want to cue yourself as to how much lead time is left and when you think you might want to or might be able to work on the different actions. If you are fearful of not looking seeing the pm appt in the am, then put in a reminder to look at pm appts or if using an electronic calendar, put it in as untimed or all day. When you first enter the deadline or event, you can write in a count down of weeks or days left if you feel it would help you keep it insight. Many people do this for things like driver lic renewal.

        Other considerations: 1. Do any of the actions that will lead up to "delivering" the "product" fall into a category of similar activities that you often have to do (such as writing, researching) and therefore have time designated for them? If, so make sure you include them in whatever list you use to cue yourself on the specifics. 2. Do you need to do these actions in a particular location, with special equipment? Or, perhaps because of your life/work style and personal make-up, at a particular time of day or day of the week? If so, put them in the context lists thatmake sense for your life.

        3. If you are likely to forget to look at your calendar and context lists, you might want to create a routine or reminder that works for you until you make it a habit. Perhaps put a note on the coffee pot or leave your glasses and keys on your datebook or whatever you use. At first this is clumsy and awkward but after a while you won't need to do this anymore.

        4. In your project list, note with the project its deadline, if there is one and even why it has that deadline. If you do the weekly review, you will see this. This is the piece that I am working on this month. That, and deciding if a project is active or not.

        Good luck!

        Comment


        • #5
          Originally posted by Zelda
          Hi there,

          what do you do, if a task has to be completet by tomorrow evening. Do you:
          - put it on tomorrows calender to show that its due then? (you would not see it today)
          - put it on the calender for both days (because it probably takes more then one day?)
          -not put it on the calender (and probably miss its urgengy?)

          Thanks
          Zelda
          If the thing HAD to be done by tomorrow evening then I would consider it high priority and I would just go ahead and do it as soon as humanly possible. The most I might do is right it down on my "inbox" paper pad in case I got distracted. The best thing is to treat it as you would for a two minute job- do it now. Even if it took all today and all tomorrow, well it's got to be done by tomorrow so you have to do it now.

          Of course, the point is to organise things so that they can be done in advance, before they become priorities, but in the real world this isn't always possible.

          Comment


          • #6
            Remember, you should be reviewing your Actions list many times per day. And when you do look at your Actions list, you'll internally prioritize your Actions and figure out which need to be done next. The urgent Actions should leap out.

            So, as I see it, you should be able to toss urgent things on your Actions list, since you'll be reviewing your Actions list multiple times per day anyway.

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            • #7
              I think personally that reviewing the action list many times per day might be overkill, however I can see that this would re-enforce the priority of each item in one's mind. Certainly it should be reviewed at least once a day. Having said that, I don't always even acheive that. I have seen my entire day suddenly and unexpectedly hijacked by other people or events, so that even GTD goes out of the window. Although if this happened then I suppose the thing which has to be done by tomorrow evening would also go out of the window.

              I'll have a go at increasing my action list review and see how that goes. The thing that puts me off is that going through the hundred or so things on that list more than once per day might take excessive time, but I also find that reviews take less time than I think, as long as I stay focussed.

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              • #8
                I had a real problem with properly reviewing my action lists for a long time, but eventually I realized that this was due to me keeping too much on them. In fact, a lot of those items should have been Sometime/Maybes..

                However, what I decided to do was to simply flag my current Projects and Next Actions as "high importance" in Outlook, which then syncs nicely to my PDA. Current, to me, means what I intend to do work on during this week and possibly next. Now I just filter out everything except the "high importance" items during my (several) daily NA reviews.. my lists are down to a total of 20-30 actions generally.

                During the weekly review I'll look at *all* actions, to decide which ones I'll be doing during the next week, then flag those as "high importance".

                So far it's working great, we'll see how it goes in the long run
                Last edited by jwarlander; 05-11-2006, 03:51 AM.

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                • #9
                  Sometimes I'm so busy that I don't have time to look at NAs list.

                  So have all my HAVE TO DO on the calendar.

                  Regards,

                  Eugene.

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