Ep: 368: How Long Should Your Lists Be?

Key takeaways

Separate your lists clearly—distinguish projects, next actions, waiting-for, and someday/maybe to keep your system effective and manageable.
Use context-based lists for next actions to make daily planning more practical and reduce list length.
Treat small projects with the same discipline as larger ones to prevent underestimating effort and to facilitate easier reviews.
Make your weekly review a positive, sustainable habit by reviewing only what is necessary and being kind to yourself.
Leverage 'incubate' and 'someday/maybe' lists for ideas and goals that are not ready for action but need to be kept in view for future decision-making.

Summary

Understanding List Management in GTD

This section discusses the importance of having well-organized and distinct lists in the GTD methodology to reduce overwhelm and improve productivity. The hosts emphasize the need to separate projects from next actions, and to avoid mixing lists such as waiting-for items with active projects or actions. They also highlight that perception of list length can influence how long it feels, so effective organization can make lists feel more manageable.

Best Practices for Organizing Lists

The discussion covers best practices for maintaining productive lists, including creating separate lists for projects, single-step next actions, waiting-for items, and someday/maybe. The hosts stress the importance of clarity about what constitutes a project, especially differentiating between large and small projects, and whether outcomes need to be reviewed regularly. They advise on categorizing next actions by context (location or situation) to prevent long, unwieldy lists and make daily planning easier.

Handling Small Projects and Quick Wins

Small projects, those that can be completed within a month with minimal steps, should still be treated as full projects in the GTD system. Keeping a clear distinction avoids underestimating the complexity or necessary steps, thereby reducing stress. The hosts recommend adhering to this discipline consistently, as it helps in better tracking and reviewing progress during weekly reviews.

Weekly Review and Self-Compassion in GTD Practice

The importance of the weekly review as a cornerstone of GTD implementation is highlighted. The hosts suggest making this review a pleasant habit by including only the necessary lists and outcomes that contribute to a feeling of achievement and clarity. They also emphasize being gentle with oneself during reviews, recognizing that organizers might need adjustments over time based on individual workflow and capacity.

Understanding 'Incubate' and 'Someday/Maybe' Lists

The episode explains the concept of 'incubate' as a semi-actionable status, where items are kept in a holding pattern without immediate commitment, yet are revisited periodically. Similarly, 'someday/maybe' lists are used for potential future actions, which may or may not move into active projects later. Both serve as means to keep ideas and goals in view without cluttering primary action lists, allowing for reassessment and future planning.

Show notes

In this recording of our Long Lists webinar, we had a lively discussion about how lists get to be long, how long they "should" be, what lists to review when, and how to narrow your focus on any given day.

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