Getting Things Done Page 2

  A paradox has emerged in this new millennium: people have enhanced quality of life, but at the same time they are adding to their stress levels by taking on more than they have resources to handle. It’s as though their eyes were bigger than their stomachs. And most people are to some degree frustrated and perplexed about how to improve the situation.

  Work No Longer Has Clear Boundaries

  A major factor in the mounting stress level is that the actual nature of our jobs has changed much more dramatically and rapidly than have our training for and our ability to deal with work. In just the last half of the twentieth century, what constituted “work” in the industrialized world was transformed from assembly-line, make-it and move-it kinds of activity to what Peter Drucker has so aptly termed “knowledge work.”

  In the old days, work was self-evident. Fields were to be plowed, machines tooled, boxes packed, cows milked, widgets cranked. You knew what work had to be done—you could see it. It was clear when the work was finished, or not finished.

  Time is the quality of nature that keeps events from happening all at once. Lately it doesn’t seem to be working.

  —Anonymous

  Now, for many of us, there are no edges to most of our projects. Most people I know have at least half a dozen things they’re trying to achieve right now, and even if they had the rest of their lives to try, they wouldn’t be able to finish these to perfection. You’re probably faced with the same dilemma. How good could that conference potentially be? How effective could the training program be, or the structure of your executives’ compensation package? How inspiring is the essay you’re writing? How motivating the staff meeting? How functional the reorganization? And a last question: How much available data could be relevant to doing those projects “better”? The answer is, an infinite amount, easily accessible, or at least potentially so, through the Web.

  Almost every project could be done better, and an infinite quantity of information is now available that could make that happen.

  On another front, the lack of edges can create more work for everyone. Many of today’s organizational outcomes require cross-divisional communication, cooperation, and engagement. Our individual office silos are crumbling, and with them is going the luxury of not having to read cc’d e-mails from the marketing department, or from human resources, or from some ad hoc, deal-with-a-certain-issue committee.

  Our Jobs Keep Changing

  The disintegrating edges of our projects and our work in general would be challenging enough for anyone. But now we must add to that equation the constantly shifting definition of our jobs. I often ask in my seminars, “Which of you are doing only what you were hired to do?” Seldom do I get a raised hand. As amorphous as edgeless work may be, if you had the chance to stick with some specifically described job long enough, you’d probably figure out what you needed to do—how much, at what level—to stay sane. But few have that luxury anymore, for two reasons:

  We can never really be prepared for that which is wholly new. We have to adjust ourselves, and every radical adjustment is a crisis in self-esteem: we undergo a test, we have to prove ourselves. It needs subordinate self-confidence to face drastic change without inner trembling.

  —Eric Hoffer

  1. | The organizations we’re involved with seem to be in constant morph mode, with ever-changing goals, products, partners, customers, markets, technologies, and owners. These all, by necessity, shake up structures, forms, roles, and responsibilities.

  2. | The average professional is more of a free agent these days than ever before, changing careers as often as his or her parents once changed jobs. Even fortysomethings and fiftysomethings hold to standards of continual growth. Their aims are just more integrated into the mainstream now, covered by the catchall “professional, management, and executive development”—which simply means they won’t keep doing what they’re doing for any extended period of time.

  Little seems clear for very long anymore, as far as what our work is and what or how much input may be relevant to doing it well. We’re allowing in huge amounts of information and communication from the outer world and generating an equally large volume of ideas and agreements with ourselves and others from our inner world. And we haven’t been well equipped to deal with this huge number of internal and external commitments.

  The hurrier I go, the behinder I get.

  —Anonymous

  The Old Models and Habits Are Insufficient

  Neither our standard education, nor traditional time-management models, nor the plethora of organizing tools available, such as personal notebook planners, Microsoft Outlook, or Palm personal digital assistants (PDAs), has given us a viable means of meeting the new demands placed on us. If you’ve tried to use any of these processes or tools, you’ve probably found them unable to accommodate the speed, complexity, and changing priority factors inherent in what you are doing. The ability to be successful, relaxed, and in control during these fertile but turbulent times demands new ways of thinking and working. There is a great need for new methods, technologies, and work habits to help us get on top of our world.

  The winds and waves are always on the side of the ablest navigators.

  —Edward Gibbon

  The traditional approaches to time management and personal organization were useful in their time. They provided helpful reference points for a workforce that was just emerging from an industrial assembly-line modality into a new kind of work that included choices about what to do and discretion about when to do it. When “time” itself turned into a work factor, personal calendars became a key work tool. (Even as late as the 1980s many professionals considered having a pocket Day-Timer the essence of being organized, and many people today think of their calendar as the central tool for being in control.) Along with discretionary time also came the need to make good choices about what to do. “ABC” priority codes and daily “to-do” lists were key techniques that people developed to help them sort through their choices in some meaningful way. If you had the freedom to decide what to do, you also had the responsibility to make good choices, given your “priorities.”

  What you’ve probably discovered, at least at some level, is that a calendar, though important, can really effectively manage only a small portion of what you need to organize. And daily to-do lists and simplified priority coding have proven inadequate to deal with the volume and variable nature of the average professional’s workload. More and more people’s jobs are made up of dozens or even hundreds of e-mails a day, with no latitude left to ignore a single request, complaint, or order. There are few people who can (or even should) expect to code everything an “A,” a “B,” or a “C” priority, or who can maintain some predetermined list of to-dos that the first telephone call or interruption from their boss won’t totally undo.

  The “Big Picture” vs. the Nitty-Gritty

  At the other end of the spectrum, a huge number of business books, models, seminars, and gurus have championed the “bigger view” as the solution to dealing with our complex world. Clarifying major goals and values, so the thinking goes, gives order, meaning, and direction to our work. In practice, however, the well-intentioned exercise of values thinking too often does not achieve its desired results. I have seen too many of these efforts fail, for one or more of the following three reasons:

  1. | There is too much distraction at the day-to-day, hour-to-hour level of commitments to allow for appropriate focus on the higher levels.

  2. | Ineffective personal organizational systems create huge subconscious resistance to undertaking even bigger projects and goals that will likely not be managed well, and that will in turn cause even more distraction and stress.

  3. | When loftier levels and values actually are clarified, it raises the bar of our standards, making us notice that much more that needs changing. We are already having a serious negative reaction to the overwhelming number of things we have to do. And what created much of the work that’s on those lists in the first plac
e? Our values!

  Focusing on values does not simplify your life. It gives meaning and direction—and a lot more complexity.

  Focusing on primary outcomes and values is a critical exercise, certainly. But it does not mean there is less to do, or fewer challenges in getting the work done. Quite the contrary: it just ups the ante in the game, which still must be played day to day. For a human-resources executive, for example, deciding to deal with quality-of-work-life issues in order to attract and keep key talent does not make things simpler.

  There has been a missing piece in our new culture of knowledge work: a system with a coherent set of behaviors and tools that functions effectively at the level at which work really happens. It must incorporate the results of big-picture thinking as well as the smallest of open details. It must manage multiple tiers of priorities. It must maintain control over hundreds of new inputs daily. It must save a lot more time and effort than are needed to maintain it. It must make it easier to get things done.

  The Promise: The “Ready State” of the Martial Artist

  Reflect for a moment on what it actually might be like if your personal management situation were totally under control, at all levels and at all times. What if you could dedicate fully 100 percent of your attention to whatever was at hand, at your own choosing, with no distraction?

  It is possible. There is a way to get a grip on it all, stay relaxed, and get meaningful things done with minimal effort, across the whole spectrum of your life and work. You can experience what the martial artists call a “mind like water” and top athletes refer to as the “zone,” within the complex world in which you’re engaged. In fact, you have probably already been in this state from time to time.

  Life is denied by lack of attention, whether it be to cleaning windows or trying to write a masterpiece.

  —Nadia Boulanger

  It’s a condition of working, doing, and being in which the mind is clear and constructive things are happening. It’s a state that is accessible by everyone, and one that is increasingly needed to deal effectively with the complexity of life in the twenty-first century. More and more it will be a required condition for high-performance professionals who wish to maintain balance and a consistent positive output in their work. World-class rower Craig Lambert has described how it feels in Mind Over Water (Houghton Mifflin, 1998):

  Your ability to generate power is directly proportional to your ability to relax.

  Rowers have a word for this frictionless state: swing. . . . Recall the pure joy of riding on a backyard swing: an easy cycle of motion, the momentum coming from the swing itself. The swing carries us; we do not force it. We pump our legs to drive our arc higher, but gravity does most of the work. We are not so much swinging as being swung. The boat swings you. The shell wants to move fast: Speed sings in its lines and nature. Our job is simply to work with the shell, to stop holding it back with our thrashing struggles to go faster. Trying too hard sabotages boat speed. Trying becomes striving and striving undoes itself. Social climbers strive to be aristocrats but their efforts prove them no such thing. Aristocrats do not strive; they have already arrived. Swing is a state of arrival.

  The “Mind Like Water” Simile

  In karate there is an image that’s used to define the position of perfect readiness: “mind like water.” Imagine throwing a pebble into a still pond. How does the water respond? The answer is, totally appropriately to the force and mass of the input; then it returns to calm. It doesn’t overreact or underreact.

  The power in a karate punch comes from speed, not muscle; it comes from a focused “pop” at the end of the whip. That’s why petite people can learn to break boards and bricks with their hands: it doesn’t take calluses or brute strength, just the ability to gen erate a focused thrust with speed. But a tense muscle is a slow one. So the high levels of training in the martial arts teach and demand balance and relaxation as much as anything else. Clearing the mind and being flexible are key.

  If your mind is empty, it is always ready for anything; it is open to everything.

  —Shunryu Suzuki

  Anything that causes you to overreact or underreact can control you, and often does. Responding inappropriately to your e-mail, your staff, your projects, your unread magazines, your thoughts about what you need to do, your children, or your boss will lead to less effective results than you’d like. Most people give either more or less attention to things than they deserve, simply because they don’t operate with a “mind like water.”

  Anything that causes you to overreact or underreact can control you, and often does.

  Can You Get into Your “Productive State” When Required?

  Think about the last time you felt highly productive. You probably had a sense of being in control; you were not stressed out; you were highly focused on what you were doing; time tended to disappear (lunchtime already?); and you felt you were making noticeable progress toward a meaningful outcome. Would you like to have more such experiences?

  There is one thing we can do, and the happiest people are those who can do it to the limit of their ability. We can be completely present. We can be all here. We can . . . give all our attention to the opportunity before us.

  —Mark Van Doren

  And if you get seriously far out of that state—and start to feel out of control, stressed out, unfocused, bored, and stuck—do you have the ability to get yourself back into it? That’s where the methodology of Getting Things Done will have the greatest impact on your life, by showing you how to get back to “mind like water,” with all your resources and faculties functioning at a maximum level.

  The Principle: Dealing Effectively with Internal Commitments

  A basic truism I have discovered over twenty years of coaching and training is that most of the stress people experience comes from inappropriately managed commitments they make or accept. Even those who are not consciously “stressed out” will invariably experience greater relaxation, better focus, and increased productive energy when they learn more effectively to control the “open loops” of their lives.

  You’ve probably made many more agreements with yourself than you realize, and every single one of them—big or little—is being tracked by a less-than-conscious part of you. These are the “incompletes,” or “open loops,” which I define as anything pulling at your attention that doesn’t belong where it is, the way it is. Open loops can include everything from really big to-do items like “End world hunger” to the more modest “Hire new assistant” to the tiniest task such as “Replace electric pencil sharpener.”

  It’s likely that you also have more internal commitments currently in play than you’re aware of. Consider how many things you feel even the smallest amount of responsibility to change, finish, handle, or do something about. You have a commitment, for instance, to deal in some way with every new communication landing in your e-mail, on your voice-mail, and in your in-basket. And surely there are numerous projects that you sense need to be defined in your areas of responsibility, as well as goals and directions to be clarified, a career to be managed, and life in general to be kept in balance. You have accepted some level of internal responsibility for everything in your life and work that represents an open loop of any sort.

  Anything that does not belong where it is, the way it is, is an “open loop” pulling on your attention.

  In order to deal effectively with all of that, you must first identify and collect all those things that are “ringing your bell” in some way, and then plan how to handle them. That may seem like a simple thing to do, but in practice most people don’t know how to do it in a consistent way.

  The Basic Requirements for Managing Commitments

  Managing commitments well requires the implementation of some basic activities and behaviors:

  • First of all, if it’s on your mind, your mind isn’t clear. Anything you consider unfinished in any way must be captured in a trusted system outside your mind, or what I call a collection bucket, that y
ou know you’ll come back to regularly and sort through.

  • Second, you must clarify exactly what your commitment is and decide what you have to do, if anything, to make progress toward fulfilling it.

  • Third, once you’ve decided on all the actions you need to take, you must keep reminders of them organized in a system you review regularly.

  An Important Exercise to Test This Model

  I suggest that you write down the project or situation that is most on your mind at this moment. What most “bugs” you, distracts you, or interests you, or in some other way consumes a large part of your conscious attention? It may be a project or problem that is really “in your face,” something you are being pressed to handle, or a situation you feel you must deal with sooner rather than later.

  Maybe you have a vacation trip coming up that you need to make some major last-minute decisions about. Or perhaps you just inherited six million dollars and you don’t know what to do with the cash. Whatever.