Ep. 353: GTD Implementation and Integration

John Forester introduces the GTD Connect Office Hour session, emphasizing its informal and open format. Participants from diverse locations join to discuss various GTD topics without a structured presentation, focusing instead on sharing questions, answers, and experiences.

The discussion centers on how to handle recurring projects, especially those involving frequent events such as weekly or monthly meetings. A key question is whether to create separate projects for each occurrence or to treat them as a single area of focus supported by checklists. Tips shared include developing checklists for repeatable tasks and using 'projects on hold' lists to manage longer-term planning. The conversation explores how dependencies, scheduling, and the strategic view influence project tracking within GTD.

Participants discuss the application of the natural planning model (NPM) for large or complex projects, with some endorsing doing NPM at the project's start, during execution, or as a post-mortem. The size and scope of the project determine the timing and necessity of NPM, highlighting its flexibility. Examples include planning large infrastructure versus smaller tasks, and the importance of revisiting and updating plans. Multiple insights emphasize that NPM is a valuable tool throughout a project's lifecycle.

The episode addresses strategies for tracking due dates, using calendars and support systems like project plans and supportive software. Techniques such as booking calendar time, flagging, and breaking down tasks into specific next actions are debated. The importance of granularity in next actions is stressed, with advice that actions should be sufficiently detailed so they can be confidently executed without unexpected obstacles, such as access issues.

A recurring theme emphasizes the significance of consistent review—daily, weekly, or bi-weekly—to keep GTD systems reliable and up to date. Review frequency should align with workload, and adjustments are necessary when overwhelmed. The value of reviews for tracking progress and re-aligning priorities is highlighted, along with suggestions to avoid overloading lists with projects or next actions.

The discussion includes perspectives on how to select tasks, including trusting instincts and feelings over rigid criteria. A notable insight from David Allen is to do what you feel like doing, trusting that eventually desire aligns with what’s right. The importance of making next actions very specific and actionable is underscored, along with the challenge of managing multiple projects and tasks with deadlines.

Participants share experiences on running group sessions using the natural planning model and the benefits of collaborative planning. Tips include real-time editing and consensus, whether in person or via virtual tools, to facilitate group projects. The value of group engagement in clarifying goals and responsibilities is recognized as a way to enhance project success.