The projects, ideas and thoughts are still there dragging you down. It's rough but you have to try to capture everything. When I get totally overwhelmed with too many thoughts coming at me at once I do a full mind dump onto paper. It can take an hour or 2 to dump and another hour to do minimal processing. Here's what I do:
Originally Posted by Suelin23
Grab a bunch of scrap paper roughly 4x5 inches in size. I use the backs of the tear off desk calendars we have. You can also use letter paper cut into quarters or even 3 x 5 cards. The idea is make it cheap, disposable and not too big. If you're like me you won't write half baked thoughts on good paper so it's important for it to be scrap.
Keep a stack along with a pen or pencil or 2 everywhere. And I do mean everywhere. I have a stack in the bathroom, one on my bed stand, one by my desk, one over by my loom and I carry around a notebook too.
When faced with that sort of overwhelming run thoughts put each single one on a separate piece of paper. So in your example I'd put the following items each on a separate piece of paper.
- Send Richard the stakeholder engagement plan.
- Where is the stakeholder engagement plan?
- Look in email for the stakeholder engagement plan.
- Look on my H drive for the stakeholder engagement plan.
- Look in the document management system for the stakeholder engagement plan.
- Put the stakeholder engagement plan into the document management system.
- Decide whether the stakeholder engagement plan needs to go into the hardcopy filing system.
- Decide whether the stakeholder engagement plan needs to go on P drive.
- Make a list of the supporting documents for the stakeholder engagement plan.
- Decide storage location for supporting documents for the stakeholder engagement plan.
I might also add additional items based on those things like:
- Define rules for filing documents based on access needs (hard drive H, hard drive P, document management system, e-mail reference folder, hard copy filing)
- Create standard list of supporting documents needed for a stakeholder engagement plan. (This presumes that these plans are a recurring item for you with similar support document needs.)
Then for organize it's clear that from the top list, that number 2 is the project. Or at least for me I'd separate out Find stakeholder management plan from who it goes to as 2 separate projects.
So 2 is the top project, 1 is the project currently on hold because you can't do it until you finish project 2 and the next items are 3-5. Then items 6-8 are actually separate but they really belong as actions after you've finished the define rules for filing project because if you don't know how you are going to look for it you won't know the best place to file it. So I'd put all those as on-hold and instead make the define rules an active project. In my system I'd put items 6-8 as support material under the define filing rules project. Dealing with the support materials is also a whole separate project. Item 9 is the real project and also action. Deciding the storage location is a separate project and so is creating a standard list. They are probably both on hold for now if you've got too many projects to work on.
But by defining them you maybe able to delegate one or more of those projects to someone else to reduce your load.
Does that help?
Last edited by Oogiem; 09-05-2012 at 06:38 AM.
Reason: remove most typos :-)
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