Kelly just gave an interesting illustration of thinking about projects from a...z.
20080502GTDMasteringWorkflowAZActions.jpg
Here's how this works:
Z
represents the successful outcome - what your project will look like when done.

A
represents the next single physical action to take to move forward.

b...y
represents any additional action steps (but not the next action) along the way.

Now, here's the secret: Z (the project) goes on your project list. A (the next action) goes on the appropriate action list.  Everything else (b...y) needs to be parked somewhere, but if they are not next actions they do not belong on your current working list.

Perhaps this is support information, it may even be a list of next next actions. A great place to park this is information is with the project. If you use Outlook, park it in the Notes field. If you use Lotus Notes, the comments field. The key is to keep it accessible in the proper context -  when you are looking at the project - but not on your current list.

Got it? If you do, then your action lists will only have "A" items on them and your project lists will only have "Z" items on them.

Take a look at your lists....

How are you doing?  Any opportunities for improvement?

What I like about this approach is that it keeps my lists clean and simple. As a result, they are less full, less intimidating, and less repelling.

So, if your lists seem too full, ask yourself: "Is that an A or a b...-y action?"

I've been aware of this concept for many years, but I think this is a great illustration. The day has been full of these kinds of illustrations and practical examples. I'm glad I attended.

(Slide used with permission)

Discussion/Comments (3):

Kelly Forrister (http://www.davidco.com/blogs/kelly): 5/3/2008 11:22:13 AM
Are there any b...y actions on your current lists?

The B...Y steps can be stored nearly anywhere--electronic or hard copy--as long as you can easily retrieve them. They don't even need to be in the same system where you are tracking your actions.

For example, here are some typical places to store B...Y:

Email folders

Hard copy folders

Microsoft Project

SharePoint

OneNote

Word doc

Spreadsheets

Lotus Notes databases

Wikis

Mindmaps

Scratch paper

The "note" field attached to the project name (RTM does this)

A whiteboard in your office

etc..

The B...Y steps move forward onto your Action lists in your weekly review, if not sooner.

Hope this helps,

Kelly


Aaron (): 5/7/2008 7:10:19 AM
Are there any b...y actions on your current lists?

There absolutely are b...y action in my next actions lists but I have been working diligently to get them out of there as they really clutter things up.

Recently, I have started using the Remember The Milk interface within Gmail at home to speed things up and utilizing the "note" area as described by Kelly above. Since Gmail access is not allowed at work, I have been using the official RTM iGoogle gadget to keep things moving there.

It's been very helpful in uncluttering my Next Actions and an easy cut-n-paste to get the next, next action onto the list.


Eric Mack (www.ica.com): 5/10/2008 12:51:14 AM
Kelly offered these locations for storing b...y steps

From GTDTimes:

The B...Y steps can be stored nearly anywhere--electronic or hard copy--as long as you can easily retrieve them. They don't even need to be in the same system where you are tracking your actions.

For example, here are some typical places to store B...Y:

Email folders

Hard copy folders

Microsoft Project

SharePoint

OneNote

Word doc

Spreadsheets

Lotus Notes databases

Wikis

Mindmaps

Scratch paper

The "note" field attached to the project name (RTM does this)

A whiteboard in your office

etc..

The B...Y steps move forward onto your Action lists in your weekly review, if not sooner.

Kelly



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