Projects vs. Next Actions
Photo by Thay Pellerin on Unsplash
Do you ever feel like it’s all too much? Every Thursday, I share one action, habit, or project you may want to undertake in order to improve your health, happiness, and sense of well-being.
PROJECT OF THE WEEK
The Value of Differentiating Projects from Next Actions
David Allen is a productivity expert who created the time management method called "Getting Things Done”.
What I love most about "Getting Things Done" and how David details it out in his books, is that you can gain value from the individual steps, even if you feel like the process, as a whole, is too much.
One step that I would recommend implementing into your day-to-day planning is differentiating between Projects and Next Actions.
What is a Project?
According to David Allen, "Projects are defined as outcomes that will require more than one action step to complete and that you can mark off as finished in the next 12 months."
What is a Next Action?
"A Next Action is the next specific, concrete thing you can do now to move a project forward," writes David Allen.
Getting Started
How do I implement a Project vs. a Next Action?
Start by creating your Project List. This list is a living document, so don't stress about forgetting to include a project.
Set a timer for 15 minutes and write down every outcome you are working to achieve in the next year.
Pro tip: Reference your calendar, to-do list, email inbox, piles of paper on your desk, and/or piles of "to-do" items lying around your office and house.
After you have created your Project List, it's time to create your Next Action List.
For each project on your Project List, list out one next action on your Next Action List. Each action should be a single step task that will move the project forward. There may be multiple single step tasks that you could do next. I recommend just picking one next action and adding it to the list.
Sample Project List
Complete Estate Documents
Plan Birthday Party for Kate
2021 Taxes
Launch Side Hustle
Return Amazon Order
Sample Next Action List
Text Jen, Dan, and Laura for recommendations on an estate lawyer.
Ask Kate what kind of party she wants.
Print out the email from my accountant listing out all the documents that are needed, gather all the documents that I have and check them off the list, and highlight all the documents that I still need to get or am still waiting on.
Schedule time on my calendar to go to the bank and open a business checking and savings account.
Go on Amazon and submit return online. Check my calendar and schedule what day I want to go to the UPS store and drop off the item.
What are the benefits to creating two separate lists, a Project List and a Next Action List?
This exercise breaks tasks down into bite size pieces that can be achieved in smaller time increments.
If you have only 5 minutes, it's easy to find a 5 minute Next Action.
Projects that are boring, but important, are easier to get started on. Just take one small baby step at a time.
You don't have to decide what Next Action to take. You already made that decision. You can save your brain power for the actual work!
Additional Resources
Below are the David Allen books that I recommend:
I listen to these books about once a year. I always find a new idea that adds value to where I am today.
These books include a lot of information. I would recommend reading or listening to the whole book first and then deciding how you want to use the strategies to improve your life.
Happy Spaces’ Tips & Tricks
On a weekly basis, review both your Project List and Next Acton List. There should always be one Next Action for each Project. If you checked off the Next Action you had listed, then add a new Next Action.
While some of your Next Actions may be time sensitive, many won't be. Let your energy level guide you. If you are feeling low energy, you may want to process the Amazon return. However, if you are feeling motivated, it might be the perfect time to schedule opening your business bank accounts and then gather those boring tax documents.
Feeling Overwhelmed?
We understand how challenging and scary it can be to start something new. If you feel excited about implementing this strategy, but worry that it’s just too much to start on your own, the It’s All in the Planning Started Pak was designed for you!
A Note from Happy Spaces
The goal is to add value to your life. If you think this project will add value:
Estimate how long you think it will take. I would recommend doubling the time you estimate.
Look at your calendar over the next week and pick a date and time to get started.
Make an appointment on your calendar for the estimated time.
If you estimate that completing this project will take longer than one hour, I recommend doing it over multiple days. This will support you in getting started!
Prior to starting this project, take a few minutes to make a step-by-step list of EVERY action you need to take to complete this project.
It's not all or nothing. You can choose to implement only the parts of this project that add value to your life.
An Accountability Partner can be a great support in following through on your goals and commitments.
Creating a life you don't need a vacation from! ®
Sincerely,
Sarah Weingarten
Meet Sarah
Growing up as the oldest of nine siblings in Upstate New York, I learned to use organization to create sanity among the chaos. Today, I work together with individuals, families, and small businesses to create habits, systems, and spaces that support their needs, goals, and dreams. Clients often refer to our work together as "life-changing" and "better than decades of therapy". What I love most about my work is the lasting impact it has on real people's lives. Nothing makes me happier than hearing the many success stories of clients I have worked with.