I have been working with GTD for about a year now and one of the challenges I have is keeping track of all the discrete next actions associated with projects as well as determining when a project needs to be broken down to "sub projects" with their own sets of next actions.
For example, one of the projects I am leading is the development of a new training program for employees. There are many "fronts" that require attention such as deciding on the vendor who will help us develop the training, estimating the budget, assembling the project team, managing scope with stakeholders, developing a communication plan, etc.
I believe these "fronts" can be seen as sub-projects that have their own set of next actions. I guess it is a matter of experience and personal judgment how broad the fronts should get to avoid getting carried away and have too many or not having enough.
QUESTION: Any useful guidelines on this?
Also, I track most of my projects, sub-projects and next actions in Lotus Notes (on the To Do application). But sometimes find myself capturing next actions in physical project support folders (e.g., work plans, meeting notes, etc). Therefore, I often find myself having to double entry those next actions from physical objects into my Lotus Notes digital tracking system.
Sometimes I find that the "overhead" of logging, ticking and tying all next actions with all the sub project fronts and keeping track of all of them is a bit overwhelming...especially on some days when things are very dynamic and change rapidly (e.g., next actions get completed in rapid succession or change into waiting for's). During these times, it becomes very hard to keep things synchronized and I find my next action list quickly becomes obsolete.
I suppose the risk of not managing all these fronts and associated next actions is that something falls through the crack or "blows up." I know that the Weekly Review is the key activity that helps you manage all of this (or at least keep you aware of the things you need to be aware of). But it does feel like during those really hectic days, "falling off the wagon" is quite easy.
QUESTION: Does anyone have recommendations on what you have done to manage this effectively or have some "leading practice" tips?