What gets in the way of taking action?

[Jason Womack]

I'm researching this topic for a chapter in a book I'm writing, and hoping I can get some "real-life" stories.

What gets in your way of doing what you said you would do, in the time that you promised? Of all the things you capture, decide on and characterize as ACTION REQUIRED, there are always some that wait "until later."

In my experience, too often "until later" becomes, "I-have-to-do-it-now-because-I've-waited-too-long." I'm curious how you decide to do some things, and to put others off until later. Thanks!

[peter_g]

Jason:

This is a good question and hopefully this thread will lead to some interesting discussions...

In my personal experience, there are several factors that prevent taking action on a specific task or next action:

1. Lack of time - particularly because there are too many time-sensitive deliverables (Dave's so-called "hard landscape"), that take precedence over next actions that do not have a specific time frame associated with them.

2. Ill-defined next action - the next action is not in fact a "widgetized" next action, usually because I have not taken the time to process it properly, and so it's not truly a next action, but something more involved, so that when it appears on my next-action list, I am inclined to skip over it and execute another next action that doesn't have this "overhead" associated with it. Particularly true when I'm in a lower-energy state and want to pick off a few simple actions.

3. Obscure or infrequently used context - I use Outlook with the GTD add-in and sync with the Palm, so I have 15 categories that equate to 15 types of contexts, such as @Home, @Waiting For, @Delegated, etc. plus a few work-related sub-contexts to keep my world as a start-up entrepreneur somewhat in balance. I then group several of these categories in combinations that represent specific contexts, such as Work, Home - Weekend, etc. that allow me to focus on specific types of next actions. It works well, but some contexts simply aren't accessed enough, and I sometimes find next actions that have been on the lists for some time. I've added a sort by creation date to my next action lists, and only assign due dates to the actions that have a specific time frame associated with them, and this is proving to be very effective for me - as it results in my next action lists being displayed in - "first-in, highest-on-list" format which provides a psychological impetus to address these actions that have been lingering.

I would be interested in other peoples' perspectives here!

Regards,
Peter

[TesTeq]

When - at some point in your life - you were hurt in some way, your efforts were not recognized, or you were totally overwhelmed by your duties - your energy for the rest of your life is nearly exhausted and stays at this level.
Then - except for the very basic needs forced by the environment (like eating, paying taxes etc.) - you do not want to do anything (why bother, who cares and so on).
TesTeq

[eno]

I've added a sort by creation date to my next action lists, and only assign due dates to the actions that have a specific time frame associated with them, and this is proving to be very effective for me - as it results in my next action lists being displayed in - "first-in, highest-on-list" format which provides a psychological impetus to address these actions that have been lingering.
I add creation dates only for '@waiting for' style tasks. OTOH it would be interesting how you can do this cleverly in Palm OS. While the 'ds' shortcut (date stamp) is one of the most used ones for me, I haven't found a good way of adding these date stamps and at the same time have items sorted in order of creation date. Would be interesting to know how you achieve that (if I read you correctly).

P.S. Jason, sorry to 'abuse' your poll thread for this. ;-)

[eno]

Generally, I think you can also have a certain conditioning against specific categories of tasks that you know have earnt you problems of various kinds before (and thus statistically will do that in the future) - that way you'll refuse to work on them even if they are priority 1.

[bmd]

I checked "Focus" -- the majority vote so far -- but it would more accurate to say "paralysis." GTD, to me, is the best prescription possible, and it helps (as many other posts attest) even when one does not/cannot engage the full GTD approach. I get paralyzed and overwhelmed -- there have been numerous posts on that, too -- and I don't know where to start, so I do nothing. Stupid! Identifying the next action is the only way to chip away at it. The NA's quiet the voice whispering "Why bother?" And the Someday/Maybe list quiets the voice saying "Forget it -- it'll never happen."

[TPorter2]

I agree with bmd, it is focus, but it really is almost fear of getting started. This is when I have to get granular to get going. "I'll do this one little thing", I tell myself.

[Arduinna]

. This is when I have to get granular to get going. "I'll do this one little thing", I tell myself.

I was thinking along these lines today. "Getting Things Done," I said to myself, means getting THINGS done. The way to do that is to do one thing. Then do another. Follow that by doing another thing. It is that simple.

I think that inadequately defined N/As and N/As that are really multi-step mini-projects also confound the process. I find unresolved questions are often the chokes on the system. When I make addressing the question the N/A, I get out of the tunnel.

I think that was a metaphor soup, but my N/A is posting this, so here goes...

[peter_g]

I add creation dates only for '@waiting for' style tasks. OTOH it would be interesting how you can do this cleverly in Palm OS. While the 'ds' shortcut (date stamp) is one of the most used ones for me, I haven't found a good way of adding these date stamps and at the same time have items sorted in order of creation date. Would be interesting to know how you achieve that (if I read you correctly).



My Outlook-based system for displaying NAs based on creation date really only works within Outlook - when I sync to the Palm, my NA lists appear in a different order (in order of priority). But the way I use my GTD system, my Palm is very much a secondary "look at when on the run" part of the system as I am on Outlook on my laptop most of the time.

What we all need is a Palm To-Do application with more data fields and views!

Peter

[Jason Womack]

I agree with bmd, it is focus, but it really is almost fear of getting started. This is when I have to get granular to get going. "I'll do this one little thing", I tell myself.

Thanks, I'm going to use this one today... it was a long day; I spoke to a very sophisticated group of clinicians here in Richmond, Virginia. I'm headed off to the Y...my plan is to get a workout in. I'll do this one little thing (in this case, walk across the street and see what I feel like doing there!).

http://www.davidco.com/coaches_corner/Jason_Womack/article53.html

Here's a little piece I wrote recently. Reading through the threads of this post, I thought I'd post it in case anyone is interested.

[Bert]

Too many priorities in sight. Can't find what I need. The anxiety that is inherent in clutter. The fact that working in clutter makes me feel so unprofessional. CLUTTER!

[Robb Zarges]

Hey Jason,

What about the psychological issues that keep us unmotivated to get things done:

Off the top of my head...(1) if I do this I will have 20 new NAs, (2) if this gets done it will end an enjoyable project, (3) I do not have the ______ to successfully accomplish this, (4) I am afraid of the outcome.

Sometimes the conversation in my head is more powerful than any external pressures or opportunities.

[Jason Womack]

Hey Jason,

What about the psychological issues that keep us unmotivated to get things done:

Off the top of my head...(1) if I do this I will have 20 new NAs.

So, I had this crazy thought quite some time ago: Do people actually avoid learning how to use the keyboard, and speedkeys, because they are afraid? Afraid that if they can type more efficiently, they'll have more to type?

For an interesting comment on this, see:
http://www.davidco.com/blogs/david/archives/2005/06/activewords_eli.html#more

[bluerail]

I clicked focus because I look at my desk and feel like getting on a plane to Australia (I'm in California). My husband and I own an on site repair business for RVs and run it ourselves. So every bit of paper, every phone call from a customer needing an appointment, etc, is ALL my responsibility. Having a home office has it's own little quirks, everyone just dumps things onto mom's desk. My husband was long ago aquainted with my inbox but refuses to put his daily paperwork in it for me to process. I am often handed things - literally - while on the phone or during a project that requires my full attention and I toss it to the side in annoyance. Which makes my desk a bigger mess.

I started using GTD about 3 years ago, and was getting great results, but after 3 major surgeries, 2 minor, an injury that left me unable to walk for 4 months, thyroid problems, depression, etc, I somehow got off track.

We are moving (the business and home) in less than a month and I've decided I need to get back in the groove. So I'm going to log off and start gathering all the loose ends on my desk and in my mind. I am hoping that I will feel less overwhelmed once I've captured everything.

Distraction is another factor that definitely gets in the way, as I am the only one in the office. Summer is here and everyone seems to need their RVs fixed.

Jason, I know you probably meant this thread for people that are fine tuning an already fully implemented GTD system, but I thought a fall off due to circumstances beyond control imput might be helpful too.

Thanks,


Deb

[Gameboy70]

I clicked focus, since my biggest Achilles' Heel in implementing GTD is not looking at my lists when I enter a new context. Not reviewing the lists regularly is another way of leaving things in psychic RAM that's almost as bad as not writing them down in the first place. When I remember to look at the lists, I usually find something that I can do that I wouldn't have done if I hadn't looked at the lists. An action list is a great focus tool, but only if you use it.

[Robb Zarges]

So, I had this crazy thought quite some time ago: Do people actually avoid learning how to use the keyboard, and speedkeys, because they are afraid? Afraid that if they can type more efficiently, they'll have more to type?

For an interesting comment on this, see:
http://www.davidco.com/blogs/david/archives/2005/06/activewords_eli.html#more

Maybe...but typing efficiently seems to be value added, actually getting things done is a two edged sword. Let me explain.

The main reason I implemented GTD in my life is becasue I was running ragged. I was forgetting appointments, double booking, missing deadlines and missing my kids grow up. I had a desire to be able to have it all: a successful career and a fulfilling home life. I wanted to be "home" when I was home...fully there and present. GTD has truly allowed me to realize this as I can integrate my work/life into a systematic process of getting everything out of my head and into a trusted system.

The problem arises at times when I can see/forcast beyond the completed NA or project and what that will add to my already crowded schedule. The demotivation comes for me when I know that completing a task (which I am commtted to for career or personal reasons) will necessitate a new time consuming project or NA that can infringe on the life that GTD afford me.

Does this make sense? Anyway, that is the conversation I have in my head at times...

[Jason Womack]

Hi there,

I'd love some feedback on this:

I assumed when I put the poll together that more people would choose "influence" as a reason not to do things now.

I based it on what I hear over and over again in seminars, "But, Jason, how do you prioritize when people are always giving you something else to do?"

But, looking over the poll responses, it seems to be - in fact - more important to manage ourselves on a much more personal/interactive level; clean up the space (physical AND mental) and then get going.

Does this ring true?

[Brenda]

I checked Energy on the survey, but Focus is a close second.

I agree that managing ourselves is the most important thing. If we use GTD to keep ourselves under control, then managing and prioritising what other people throw at us becomes easy.

Personally, I find that the amount of stuff given to me by other people is far less than the stuff I generate internally.

Every so often I lose my grip on GTD. This happens when:
(1) I let my stuff (most of which is self-generated - i.e. my own notes, thoughts and ideas) sit unprocessed,
and/or
(2) I fail to do proper weekly reviews.

[Robb Zarges]

Hi there,

I'd love some feedback on this:

Jason...of course influence can make a huge difference in what gets done (i.e. your son breaks his arm and need to drop everything and go to the hospital, boss comes in and asks for a financial report or project update). It is just a change of context for that action.

For me, influence does not get in the way of taking action it justs suspends it. It is the essence of "mind like water"...to be able to respond appropriately to wahtever drops on my desk or lap. Sure boss I am glad you asked me to do this and I have the time, resources, energy and motivation to do it now (not a bad way to further a career too).

The other projects and tasks are safely tucked away in my system so I need not fret over what is "not getting done" but truly be present with the tasks in front of me. That project or NA is still in the system and it would be no different than being in the car when I want to email something...wrong context for email so I can make some calls. When the boss walks in and asks for something done his or her influence immediately changes the context (what was possible a minute ago is no longer possible contextually)...changes the time factor (I may need to renegotiate my scheduled meetings for the next few hours), it may even invigorate my energy (or sap it depending on the nature of the task), but definitely brings high priority.

[Jamie Elis]

This is a complex area that has to do with motivation and perception of consequences and awareness of the self, and well as organizing the work. I also think that the reasons a person does one action over another are as or even more interesting as the reasons for neglecting or avoiding the tasks that are not done. It might shed some light on the topic if there was a simple method for people to contemporaneously track the "apparent" reasons for not following through as well as the "apparent" reasons for following through, and then to look at these again in retropsect, such as at the end of the day or when the project is finally completed or when some constructive thinking on it is triggered, such as during a weekly review or consulting with someone. The reasons I may have at the moment I choose one action over another are not always the same as the ones I have in retrospect. At times the reasons are almost lies to one self and sometimes they are responses to a valid intuitive sense of some kind of danger lurking in taking action.

Here are just a sample of "reasons" for avoidance that I experienced today.

Thinking something will take longer or be harder than I can stand at the time.
I have a bad outcome on a similar task, or think that my outcome will disapoint me or someone else.
Not having the equipment at hand and locating it will be an ordeal.
Not knowing that I really do know how to do the task or can figure it out as I go along.
Thinking there is some value in waiting, such as gathering more information. or collecting like actions to "save time".
The task stimulates negative thoughts about oneself or situation.
Being annoyed at having to do the task.
Feeling alone with a task that it would be a lot nicer to share.

Loss of physical or mental energy either for anything or for just that action.

Feeling that is too complex and has not been broken down enough to get started. Can't keep all the parts of the project in mind and doing one part seems copunter-productive.

Some questions about the goal or outcome-lack of clarity.

Time distortion.


Here is a sample of reasons for inititiation just from today.

Fear that if it is not done today, big trouble and now, this very moment, is the time to do it today (some combination of timing, internal energy and sense of external consequence).x4 today.
Desire/hope for maintainng or developing a positive relationship with another person.x3
A real interest in the topic and some optimism about the outcome.x2
A minor compulsion.
"Intersection" of a time opportunity and location opportunity and visual reminder.
Doing the task brings back some good memory such as a sense of victory or honoring an important person x2.

I wonder of it might be a useful exercise to go through a list of N/As and write out the apparent reasons each has not been done?

[dal1mdm]

I find that GTD is a methodology for HOW? The real thing that gets in the way is WHY?

The answer to "HOW?" is yes (see Peter Blocks book).

If you have the desire you will figure out a way. It may be GTD or it may be another method, but you will figure it out.

[MikeC]

Intuition by definition means going with the gut feelings. Since I chose Focus as my problem for waiting to the last minute on NAs, I believe I spend to much time on trying to prioritize (by importance or by urgency) schedules, considering due dates and other methods of "reasoning and logic."

My most Dreaded Question:
"When will you have this back to me?"

When a task becomes so urgent that IT MUST BE DONE NOW---it just makes the whole decision process easier. Not good business, however.

Bottom line: Not sure how to apply Intuition. Would like to know more about it. Currently reading: "Practical Intuition" by Laura Day. Jury is: out.

[Jason Womack]

Hello everybody,

I read recently that a poll is "valid" when just under 400 people take it. By valid they researchers meant that it really was indicative of the general population. We're at about 70 votes, anybody who hasn't voted yet, please share your own viewpoint!

Thanks...

[TC1965]

The lack of focus is probably down to not having a fully trusted system. I speak from the point of view of having just started GTD and not being fully implemented just yet.

I hear what you say about the influence but in reality it is the excuse that people use because they can't pass from one NA to a new one easily. They are also probably not putting the project or task into their system. Otherwise they would probably realise that they have been given something that is poorly defined. They treat the piece of work as the next action without determining if it is a project that needs a bit more thought. ( Guilty as charged by the way)

[Brent]

TC1965, could you please define "fully implemented?"

[eno]

I read recently that a poll is "valid" when just under 400 people take it. By valid they researchers meant that it really was indicative of the general population.
Could you please share the source of that?

[Robb Zarges]

Jason...this poll will have both sample validity problems (proving that the respondants are representative of the general population) and questionnaire validity problems (proving that the questions do not bias the responses). Sampling is a difficult issue on a website devoted to a certain type system/belief/methodology. It would be like asking people about their views of God on a conservative Christian website and then trying to generalize the results to the entire population.

I think the poll is interesting and has some face validity but you will not be able to generalize the results without some internal validity and reliability questions.

[Bob Burtt]

You should have a "All of the above" button...heehee :razz:

Bob

[Jamie Elis]

a person needs to review the n/a lists and write down the reason certain things were not done. This is assuming the propject has been defined.

I am a low-level GTDer and today certain n/as did not get done because:

"Failure to file a traveling item" (something you get one place and act on in another)-I did not have a critical piece of paper with me at the time I could most readily do the n/a. I called someone for the infomration and she was not available.

"Time under-estimate"-It took me much longer (over an hour) to get the exact title of a book I needed.

"Influence"-Due to above action taking longer I did not get to an important phone call before the contact's office closes.

"Dependancy need"-I want help with the n/a and no one is available.

"Resentment"-I resent the n/a as I get no recognition for it, so I postpone doing it.

"Poor planning"?-I failed to get up at dawn because I thoughtlessly ate something last night that disturbed my sleep. It was too hot to work outside when I was able to do it and

Interuptions x 4.

"Collection deficit": Ideas on certain matter not tracked so not available when needed.

"Interpersonal skills deficit". Lack of cooperation by underling..., partial cooperation at best.


"Lack of n/a on project". Did not specify actions to take before the long weekend for how a certain problem would be prevented today,

"Failure to preview schedule"- not in the necessary place long enough to initiate a certain cycle of activity-the n/a takes 45 minutes.

"Dread": I must search for some notes I made-I can't remember the heading I put them under.

"Failure to preview schedule": For this n/a I need to spread a lot of items out physically and look for patterns and make some measurements. I need about two hours without interuption and a good head of steam.

"Leadership failure"? Two events ran over-time, in part because I did not keep clarifying the purpose and time frame. I did not know if the other individuals were at a stage that where this would help the work get done or alienate them.

"Efficiency Fallacy"- I post-poned trip to post-office (half-hour) so that I could mail several items at once but did not get to the additional item ready to go due 1)to lack of energy and 2)lack of being able to retrieve my notes on what I needed on one of them.

[Jason Womack]

Could you please share the source of that?


Ha, wouldn't ya know someone would ask! Who knows where I saw that "bit o' info?" I'm sure there's a rabbit hole of research someone here as fallen into...I for one was fishing for some - ableit extremely subjective - feedback from this interested AND interesting pool of GTDers. I know the questions AND responses would have a tough time making it into a university-published paper; however, I think the inferences made from the actual comments are fascinating.

Thanks to all who shared...

[pageta]

I voted Focus. But here's the twist - I'm a WAHM with a toddler. My attention span is very often limited to that of my toddler's. I try to tell myself it's okay to allow twice as much time to vacuum as it would take me if I didn't have "help," but sometimes I get so frazzled I think I'm going to lose my mind! Going to Starbucks for an hour by myself has become a necessity, not just a luxury.

[pageta]

I should add that my other problem would be deciding on how I want to do something. I'll know that I need/want to do X but I haven't decided specifically how yet so it hangs over my head.

For example, I have a drawer in my desk that is not working as far as the contents go - what's in it and how they're organized. It bugs me every time I sit at my desk, but I have yet to come up with a solution I like well enough to implement.

So when not distracted by my toddler, that would be my biggest problem.

[Skiptomylue11]

Tell yourself that this has wasted probably a lot of time when your brain reminds your randomly to organize your drawer. Make it granular and spend 5 minutes and just brainstorm about how to organize it. As soon as you know what the next actions are, like purchase drawer tray, etc... then it will be much easier for you to follow through.

Whenever you know you should be doing this something, tell yourself you could spend the mere 5 minutes to get it moving and the solution well within grasp or you could ignore it and have you mentally distracted for a much more considerable amount of time.

[pageta]

Tell yourself that this has wasted probably a lot of time when your brain reminds your randomly to organize your drawer. Make it granular and spend 5 minutes and just brainstorm about how to organize it. As soon as you know what the next actions are, like purchase drawer tray, etc... then it will be much easier for you to follow through.

Whenever you know you should be doing this something, tell yourself you could spend the mere 5 minutes to get it moving and the solution well within grasp or you could ignore it and have you mentally distracted for a much more considerable amount of time.

It's not quite that simple. I am not sure that I want to use a tray. I'm not even sure that I want the items that are in there now to be in there. I'm paying attention to what I use and what I don't use (so maybe that is my "next action" to be repeated over and over again), but perhaps I'm still in the brainstorming stage of the project. If I knew how I wanted to do it, then I would know the next action step. The problem is that I haven't yet figured out how.