Ep. 369: How Do You Choose What to Do?

Key takeaways

Effective decision-making in GTD involves understanding the engaged step as both action and deliberate choice, including the option to pause or do nothing.
Choosing what to do depends on multiple practical factors, primarily context, available time, and resources, rather than fixed priorities.
Regular reviews—weekly, monthly, and quarterly—are essential to keep your system current and trustworthy, which supports better daily decisions.
Using clear, action-oriented list entries (with verbs) and managing contexts help simplify choosing tasks from anywhere.
Trust your system and experience—over time, decision-making becomes instinctive as your system’s reliability improves.

Summary

Introduction and Purpose of the Webinar

The webinar is hosted by John and Ana Maria Gonzales and centers on helping participants understand how to choose what to do amidst the numerous options in their GTD systems. Ana Maria, a 'super master trainer' at GTD, discusses the importance of understanding the 'engaged' step in GTD — the decision-making process of what actions to take. The session emphasizes collaboration, reflection, and deepening understanding of GTD practices.

Understanding 'Engage' in GTD

The core theme involves redefining 'engage' beyond just doing, to include choosing not to do anything and recognizing the importance of reflection and quiet time. Ana Maria highlights that engaging with work is not only about immediate action but also about mindful decision-making—selecting predefined work from lists or calendar, or choosing to pause, reflect, or do unplanned work. The discussion underscores that this step involves both action and deliberate inaction, which are crucial for effective productivity.

The Complexity of Choosing What to Do

Ana Maria discusses the complexity involved in deciding what task to work on at any given moment. She explains that choosing depends on various factors, including the nature of work, interruptions, unplanned tasks, and the context (location, resources, energy). She emphasizes the importance of understanding constraints, such as time, resources, and current mental state, and how they influence the decision-making process. The discussion also covers how priorities are inherently present rather than set explicitly, guiding natural decision-making.

Practical Criteria for Decision-Making in GTD

The talk offers practical criteria for choosing actions: context (where you are), time available, and resources (your energy and focus). Ana Maria advocates for considering these limiting factors rather than rigid priorities, emphasizing that you work on what is feasible at each moment. She also discusses the importance of weekly, monthly, and quarterly reviews to keep the system current and reliable, enabling better decision-making.

Tools and Techniques for Effective Engagement & Prioritization

Strategies for managing lists and contexts are explained, including the use of one comprehensive next actions list with verbs to distinguish tasks by context or tool. Ana Maria highlights that effective prioritization stems from practical constraints and understanding, rather than assigning fixed priorities—trust in your system and your judgment is vital.

Closing Thoughts and System Trust

Ana Maria concludes by reinforcing that people don't need to constantly reevaluate their priorities; instead, trust in the system and regular reviews support effective decision-making. She emphasizes that experienced practitioners instinctively know what to do, guided by their established systems and awareness of their current state. The importance of consistent review and maintaining a complete system is reiterated to ensure ongoing productivity.

Show notes

This webinar will help you decide what to do from all the choices on your lists. Learn about the 3 criteria for choosing, and how your priorities come into play. If you're ever overwhelmed looking at your lists, you'll come away with ways to make the best choice at any time.

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