Comments on: Organizing your projects list

By: Angela

Angela — Fri, 11 Aug 2017 16:38:35 +0000

In reply to GTD Times Staff. That link just goes to the GTD store, it does not go to the GTD & Wunderlist setup guide.

By: GTD Times Staff

GTD Times Staff — Mon, 13 Mar 2017 16:04:45 +0000

In reply to Kelly.

Hi Kelly,

The GTD & Wunderlist Setup Guide gives some great coaching advice on this: https://gtdconnect.com/store/product.php?productid=17051&cat=263&page=

Hope that helps!

By: Kelly

Kelly — Sat, 11 Mar 2017 23:56:00 +0000

Similar to Stephen, I’m struggling the pracical application of the Project List, namely the bi-directionality/orthogonality or traceability of the Project List with the Next Action List. Specifically struggling with how to manage the Project actions list so that they are popping-up on my next actions, but that i’m still keeping them recorded in the Project list.

For example, while keeping the “Project A” comprehensive list of actions do I then duplicate those into the Next Action list? So that when I’m ready to do Action 1,2 and 3 from the Project list, I check them off. But if that’s the case, then I don’t have traceability on my “Project A” comprehensive list. I move them to my Next Action_Project A list in my software (wunderlist), then accomplish those and now they are not filed in the Project A list any longer.

What is the recommended approach for implementation of the Project List? Do you just enter the actions twice, once on the Project List and once on the Next Action list?

By: Tori

Tori — Wed, 10 Jul 2013 13:40:37 +0000

Personally, I’m a fan of pen-and-paper lists as opposed to using an online note-taking system. Over the years I’ve found that the ScanCard Organizer System helps me keep all my projects in check. It fits perfectly into a 3-ring binder and has a slot for each project and any extra notes I add. Here’s the link to the site if you want to check it out: http://www.scancardorganizer.com/

Thanks for your tips and help!

By: Stephen

Stephen — Fri, 01 Oct 2010 11:58:54 +0000

I had a key issue in this area, one that comes from a mindset (like mine) of carefully controlled projects: linking ‘Projects’ and ‘Next Actions’ with bi-directional traceability. Which is linked with which? How do I know I have put all the Next Actions associated with a Project on the list? When I have finished a Next Action, what can I now do on a certain Project?

The solution is relatively simple, although goes against the grain of this mindset: give up clinging to bi-directional traceability! I found it was often just a bit of crutch to help me feel in control. Instead I had to make my system trustworthy and then trust it!

A Project may have an associated plan, which identifies as many tasks as you can think of. It can be a simple list of future ‘Next Actions’, or a GANTT chart or whatever. When reviewing Projects during a Weekly Review, or whenever, ALL those things that can be done next go on the Next Action list, along with sufficient context to do them (like John Forrester said). Don’t restrict yourself to putting just the very next action on the Next Action list, put all that can be done now.

If I have a set of things that MUST be done in sequence, I put the second, third, etc as textual info on the Next Action item, so when I complete the first one, I can just edit it to make the new one (I use Outlook tasks).

You can always add the Project name to the Next Action too.

However, I found that some of my perceived need for bi-directional traceability arose from a lack of trust in my system. As I started trusting my system I found I could start to ‘Let Go and Let GTD’.

[A related hang-up is ‘do I really need to keep a note of completed tasks’? Usually you don’t for yourself, although you may need records to justify something to someone else, like time spent].

By: Margarida Branco

Margarida Branco — Fri, 01 Oct 2010 09:03:48 +0000

Thank you, John, I will implement that.
M

By: John Forrister

John Forrister — Thu, 30 Sep 2010 15:30:49 +0000

Hi Margarida — you could add a few words to the ‘call’ task, such as: call Susan re: 2011 marketing budget. For something more complex, you might need to have access to the project file (digital or paper) when you make the call. The main thing is that you would have the reason for the call off your mind and into your trusted system.
— John

By: Margarida Branco

Margarida Branco — Thu, 30 Sep 2010 15:25:02 +0000

“Why do you need to “find the project”? What are you looking for?”

To remember the task context – eg call Susan, if I know the project I can recall what I need to talk with Susan

Is there any other way of doing this without refering to the Project?

By: John Forrister

John Forrister — Wed, 29 Sep 2010 23:10:37 +0000

Alfred — the combination of a Mind Sweep and a Weekly Review might help. It could help you to know that all the things that are on your mind are externalized into your trusted system. And the review will help you to decide what should have your attention that week. Other commenters on this post have had good ideas as well, about how to name and organize projects. Good luck, and please let us know what works for you.
— John

By: Peter Bulthuis

Peter Bulthuis — Wed, 29 Sep 2010 22:32:04 +0000

To decrease the total of projects in your list, you can put the subprojects of a project in the memo field of that main project.
That way, you don’t need prefixes, because the subprojects are always stick with the main project.
During a weekly review you can check the memo fields of the main projects to review the sub projects.