next-actions-list vs projectactionlist/projectlist vs projectportfo/review after task
I've recently read the book about GTD (in dutch).
I've implemented the method and I've got 3 questions about it:
Organize: put actions/tasks on next-actions-list or a projectactionslist.
Sometimes when I process an item from my inbox, I think about serveral actions that have to be done.
If I have understood correctly, I only need to write down the action that has to be done first on my next-actions-list. This avoids that the next-actions-list becomes too long.
Where do you register the other actions?
I think it's a good idea to create a seperate actionslist for each project that is mentioned on the projectlist. This is what I call a projectactionslist.
When you do this for instance in Outlook, you can easily drag a task from that seperate actionslist and drop it in the next-actions-list during the weekly review.
Is this a good way of working?
Organize: projectlist vs projectportfolio
Before I've started to use GTD, I've already had a projectlist which I call my projectportfolio.
The problem is that my original definition of a project is not the same as the one that David Allan uses. I would call his project a multi-action.
(Project: new website for the organisation I work for <=> multi-action: restructure a specific page of the existing website)
When I'm putting all those multi-actions and projects on one list, I get a really long list.
That's why I still want to make a difference between a project/multi-actionlist and a projectportfolio.
Any advice? Is this a good idea?
Do: when I've finished a task from my next-actions-list, I start to review the list
I've got 10, 20, 30 or even more tasks on my next-actions-list.
These are tasks that have to be done preferably within the week.
I can order the tasks on priority (exclamation mark) and creation date.
When I've finished a task from my next-actions-list, I'm confronted with all the other next-actions. I start to review the list. This takes time and is not efficient.
I feel the need to make another shortlist with next-actions.
Do you have the same problem?
Thx for helping me out.
Think of your next actions as bookmarks
Looking at a next action as a project bookmark radically changed the way I view my lists. As long as you have on your action lists at one action per project that you can do whenever context, time and energy are available then your projects won't languish for lack of a definable action.
If other action items for a project keep slamming around in your head the best thing to do is draft a loose list of them and store that list with your project support materials. When you feel that one of those actions is the best thing to be doing on that project then move it to an active action list.
Sometimes I have 10+ actions that I could take now on a programming project (i.e. there are 10 parts of a system where I might have to make coding changes) but putting all of those on my action lists create a mess; I can't think about all of those moving parts at one time. I have to divide and conquer so I put them on a project backlog list in my project support materials. During weekly reviews (or other regular reviews) I bring at least one action to my active action list.