Context management

[Anonymous]

The GTD method includes categorising next actions by context. But to what extent does anyone out there actively manage his or her contexts?

For example, if I have next actions for my home computer, I should actively plan a session at my home computer, or they will never get done.

If I have a list of next actions for “on the road”, and I have no road trips planned in the near future, I may have to deliberately make a trip or two to get them done.

I know that a lot of our contexts come by as a matter of course, but I think the above examples address the fear that some people have that GTD is a reactive system, and that unless the contexts actually show up, we will never get around to doing the things on our lists.

(I think this may tie in with Longstreet’s post under “Too many next actions”).

Any thoughts?

[Longstreet]

Hi Busydave,

Well, I will be labeled as a GTD heretic, but I do not use the standard context-based categories for my work. I tried for several months using @computer, @office, @calls, etc. but it just did not work for me. I use my major roles as my context -- @Scientist, @Teacher, @Mentor, etc. This Covey approach works best for me in keeping track of my efforts in all of the hats that I wear. I realize that this is part of the weekly review. However, there was too much of a disconnect for me in my next actions and my roles. It just did not work for me.

Regards,
Longstreet

[Anonymous]

Dave -

After working with the GTD methods for awhile, here is my perspective:

I remember one section of the book where David addresses "collection buckets" and his advice is - Have no more than you need, and as FEW as you can get away with.

I've applied this to the "Context" based lists; and have wound up combining quite a few. Like everyone, when I started, I set everything up exactly in line with their recommended categories. Here is the list that works best for me today:

@ Calls (Phone)
@ Errands
@ Home
@ Office
@ People/Agendas
@ Phone
@ Routing
@ Waiting For...
OUTCOMES: Life
Projects (Work)
Someday/Maybe

I've eliminated the "Computer" categories, and simply list any Next Actions by context of where the computer is (@ Home, @ Work, etc...) and where I am most likely to get a particular piece of computer work done. For example - "Monthly Household Budget" would be @ Home; and Draft Schedule for Project XYZ would be @ Office.

I've eliminated the "@ Anywhere" category for the same reason. Assuming that everything on my "To-Do" list is "processed", if something can be done "anywhere" it goes in "unfiled" - and I wring a 16th Category out of the Palm!

Also - within each of the "Master Contexts" listed above; I will use "sub-contexts in the 1st line description of the Task. For instance - under "@ Errands" I have Next Actions including "@ Staples," "@ Home Depot," and for mailing bills I use "@ Post - Car Payment (set up through Outlook as a repeating task one week prior to the due date).

Also, I found that describing "bigger picture" multi-step things as "Outcomes" got me more emotionally engaged with them than if they were lumped in with "Project XXX-25-XYZ."

Hope this helps!

Rich

[Electronic Perceptions]

Interesting that this came up today. Just as I was falling asleep last night, I realized I needed to go back to having a bills list.

Several weeks ago, based on another thread in this forum, I had decided I was using my context lists wrong. I had a bills to pay list in the todo app of my Palm, and instead figured I needed to put these into the hard landscape because they had actual due dates.

What I found though, was that I didn't trust that part of my system anymore. By not having a list telling me at a glance the bill, the date, and the amount due... I wasn't sure what was or wasn't paid. And going back through the calendar to find them didn't inspire confidence, because I felt like something was missing. The calendar also didn't give me an indication if something was already paid or not.

FWIW, context lists have always been my biggest GTD struggle. I find myself bouncing back and forth between location contexts and importance contexts. I think I've finally decided that importance makes the most sense to me. I don't have location changes. I work and live in the same place and don't travel much.

I also bounce back and forth between having or not having a "Today" category.

In any case, current lists are:
Today
Commitments ("Projects" just didn't do it for me)
Home/Yard
Office/Palm
People/Agendas
Revenue
Store/Errands
Bills to Pay
Opportunities (A new one I'm trying out)
Someday/Maybe
Waiting For

Thanks for starting this discussion
Kathy

[Jason Womack]

Thanks for re-minding me of how different people will implement this workflow management system.

In over 6 years of using, talking about and teaching this material, I have NEVER seen two people ultimately set up the same organization/action management system. In fact, during a seminar I attended with David some time ago, a participant asked, "David, does everyone on your staff do this?" [Meaning, do they organize his way?]

I'll always remember his response…

"I don't know... I surround myself with people who keep their agreements. They can decide for themselves how to do that."

The answer blew me away. I realized that teaching and sharing this material means thinking, creating, developing...constantly fine tuning an answer to this question:

"What do you need to see...when do you need to see that...so you can be present right now?"

Thanks for reminding me about the subtlety of this work.

[Busydave]

I had an educational moment myself this morning. It only had to do with a small matter, but it generated a very useful light-bulb moment.

Part 1 of a two-part murder mystery was screened on Monday last. (It starred Felicity Kendall, which will ring bells for guys over 40 on this side of the pond). Part 2 is to be show tonight. During breakfast this morning, I remembered that I need to find where I taped part 1, and set the video when I get home, (did not have enough time right then).

The task itself will not take long, but how can I be sure that I will remember it after a day in the office, especially in light of the fact that we will have visitors this evening, which will be sure to distract me?

How could I use my paper based GTD system to achieve this aim, or more precisely, how could I be sure that I will remember to consult the organiser when I get home tired, and distracted by the visitors who will already be there when I arrive? (I will shamefully confess that this morning my organiser was in my car – visitors last night also).

I presume the answer is to evolve the habit of opening the organiser at my @home list and also consult my diaried tasks AS SOON AS I stop the car outside the house every evening. (But maybe I would have had it open at @ “on the road” already?). I can see from your posts that it’s a case of identifying the fewest number of key contexts that will ensure maximum coverage, but do you ever worry about gaps – i.e. that in the transition between contexts a task may be missed?

How do you get your organiser to be a trusted part of your life?

Dave

[Frank Buck]

Busydave,
Yours is a question which comes up from time to time. You have next actions set up in contexts, but you feel you need some type og driving force to send you to a particular context list.

You might want to pick a time of day to make phone calls, and write "Calls" on your calendar each day (or make it a repeating appointment if you are digital). Pick a day of the week to run errands after work and enter "Errands" on the calendar. That would send you to the list. You are then free to tackle the ones you want to and leave the others for the next session.

I make it a habit to at least LOOK at each context list daily to see if there is anything that has become critical. If so, I take off the category name. That makes it show up in the "Unfiled" category in my Palm and in a "None" category in Outlook. The "none" category automatically appears at the top of the list in Outlook. Those are the thigns I must do today. So, while I am running the errand which MUST be done that day, I will also go to the errands list and knock off as many of the others as is practical at the same time.

Frank

[Frank Buck]

Dave,
It sounds like taping that show (and first finding the tape where you taped Part 1) is something that has to be done today, otherwise the show airs and you have missed taping it. Put it on the calendar. If you are using a paper planner, keep it open and visible. You could also use some type of alarm system. When the alarm goes off, it means you need to look at the planner to see what it's reminding you to do.

Frank

[Busydave]

Thanks Frank.

If I can evolve the habit of reviewing my lists and appointments over my early morning pre-office coffee, (which I never miss), then I should be able minimise the possibility of missing Next Actions. For example, I will be able to predict when I am likely to be in particular contexts during that day, and freshen the idea of turning to the relevant list when I am there.

I like the idea of making a diary appointment to visit, say, the @phone list. This will give an extra, gentle push towards that context at a suitable time of the day.

Dave

[Anonymous]

Frank -

Re: Using "Unfiled"

What an EXCELLENT idea!

You and I seem to frequent many of the same "boards" on the web, and I thank you for posting this powerful concept.

I don't believe that I've ever seen anyone else suggest it, but its grace comes from the fact that it is SO "subtly obvious," while being a natural part of both software packages (Outlook & Palm). As a result, it resonates VERY well, with the Eastern Philosophy that David himself seems to resonate with.

I almost feel as if I should be listening for a grasshopper at my feet...(lol)

Rich