Podcast Summary: Getting Things Done – Ep. 295: Fundamentals of Projects and Next Actions

Date: January 29, 2025
Host: GTD® Team (Anna Maria & John)
Theme: Deep Dive Into the Core GTD Concepts of Projects and Next Actions

Overview of the Episode

This episode serves as a practical “Skills Lab” focused on clarifying and reinforcing the core GTD (Getting Things Done) concepts of Projects and Next Actions. Geared for all levels—from newcomers to seasoned practitioners—Anna Maria and John guide listeners through key definitions, address common pitfalls, and lead interactive self-assessments and exercises. Designed to deliver practical insights, it also highlights the vital importance of personalizing GTD principles to fit individual working styles, fostering actionable understanding for stress-free productivity.

Key Discussion Points & Insights

1. Personalization of the GTD Methodology (01:12)

• GTD as Customizable Framework: Anna Maria stresses that while the foundational principles of GTD are universal, there is ample room for personalization and tailoring.
  • “There are some basic principles that we don’t violate, but then it becomes very personalized. Maybe the way I say it doesn’t ring a bell for you and then the way John says that, it’s like, ‘Oh, that’s so clear.’” —Anna Maria (01:12)

2. Definition of “Project” in GTD (03:44)

• Project Defined: Any multi-step outcome to be completed within about one year (or timeframe requiring weekly review).
  • “The definition of a project in getting things done is any multi step outcome that can be completed within one year... The greatest way for me to decide whether it goes on my projects list or not is do I need to look at it weekly?” —Anna Maria (04:33)
• Project List as a Weekly Review Driver: The project list should capture outcomes requiring consistent monitoring.

3. Self-Assessment: Managing Projects

• Participants rate their project management on a scale of 1–10. Most respondents report 5–7 (05:46).

4. Definition of “Next Action” in GTD (06:55)

• Next Action Defined: The next physical, visible activity that moves a project toward completion.

  • “Physical, visible are key... you always have to be able to see yourself doing it.” —Anna Maria (07:01)

• Clarity & Precision: Avoid mixing future or sequential actions that aren’t yet actionable.

  • “They’ll have a mixture of next actions with sequential dependent actions, things they can’t really do yet…” —John (08:16)

• Where to Park “Not-Yet-Next” Actions:

  • Avoid listing them as Next Actions; consider holding lists (e.g., Someday/Maybe or a “Not Committed Yet” list).

5. Self-Assessment: Managing Next Actions

• Attendees reflect on and discuss their next action management gaps.
  • Common issues include: letting actions go stale, including actions they’re not committed to, or struggling to define the next action.

6. Common Pitfalls and Coaching Advice

a. Rushing Next Action Capture (10:32)

• “Moving on with the next thing too quickly and not putting the next action in my system.”
  • Anna Maria notes the context matters—sometimes OK if doing work as it appears, but if in processing mode (Clarify), it could be an issue.

b. Next Actions Feeling Like a Planning Burden (12:22)

• “Feels like I need to spend lots of time defining what my next action is…”
  • Practice and experience help. As David Allen says, become like “Teflon” for next actions—decide quickly, move on (12:22).

c. Next Actions Growing Stale (14:19)

• Weekly review is key to renegotiating or clearing stagnant actions.
  • “If you’re doing your weekly review and you’re renegotiating with yourself week after week, that’s fine.” —Anna Maria (15:12)

d. Commitment and List Integrity (16:09)

• Don't list actions you're not truly committed to; consider using a holding list.
  • “If you go well, look, it’s not a someday/maybe—why not create a list titled ‘things I’m not committed to yet’? … Because then that’s how you corrupt your next actions list.” —Anna Maria (16:57)

e. Delegation and “Waiting For” List (17:43)

• Your next action should always be under your control; items requiring others’ action go on a “Waiting For” list.
  • “I would never have a next action ever that says get John to [do something]. No.” —Anna Maria (17:58)
• John reinforces using explicit “waiting for” tracking:
  • “You can put it on your waiting for list and check in with them regularly.” —John (18:46)

7. Dual Perspectives: Capturing Short Projects (22:24)

• John: Advocates always listing any multi-step outcome as a project—even if very short-term—for mental relief.
  • “If you treat every multi-step outcome as a project… even if you’ll be finished with it by lunchtime, put it on the list…” —John (22:24)
• Anna Maria: Only lists projects if they’ll span more than the current working session (e.g., if they’ll last beyond the day).
  • “If it’s self-evident, and… will be done within today’s time or a couple hours, I don’t need to put it on a project list…” —Anna Maria (23:17)
• Takeaway: Personalize—“When in doubt, put it on your project list.” (25:17)

8. Interactive Exercise: Project or Next Action? (27:41)

• Scenarios discussed:

  • Rebuild the website: Project.
  • Email Jake regarding web developers: Next Action.
  • Take a trip to Amalfi Coast: Usually a project, depends on circumstances.
  • Renew passport: Typically a project; could be a next action in specific (rare) contexts.
  • Get clarity on buying a new laptop: Often a project if it requires research and decision-making.
  • Book meeting with web team: Usually a next action, but could be a project if complex.
  • Buy new car: Nearly always a project unless all resources and decisions are already in place.

• Nuance: The distinction often depends on context and resources; no rigid rules.

9. Appropriate Project Naming and Verbs (36:45)

• Verbs should express the desired outcome: E.g., “Research,” “Buy,” “Publish,” “Look into,” etc.

  • “Whatever that is… the verb is looking at describing the outcome. It should encompass all steps involved.” —Anna Maria (36:45)

• On Subprojects:

  • If it’s useful to you, create subprojects. At minimum, ensure clear outcome on your project list and one next action.

10. Mastery & Cycles of GTD Practice (39:14)

• Practice Runs in Cycles: A reminder from the team (voice C) that learning and applying GTD isn’t linear—you’ll go through phases of discovery, plateau, and revisiting the fundamentals.

  • “All of us with this GTD methodology…go through cycles…Many people have read Getting Things Done more than three or four times and every time they read it, they get something new.” —C (39:14)

• Continual Learning:

  • Return to the foundational concepts when you build new aspirations or encounter challenges.

Notable Quotes & Memorable Moments

• “Physical, visible are key... you always have to be able to see yourself doing it.” —Anna Maria (07:01)
• “When in doubt, put it on your project list.” —Anna Maria (25:17)
• “If you treat every multi-step outcome as a project… even if you’ll be finished with it by lunchtime, put it on the list… you won’t believe me until you experience it… how much mental relief that gives me.” —John (22:24)
• “Don’t set up feeling guilty about something just because it’s on your list and you’re not doing it.” —John (16:49)
• “I would never have a next action ever that says get John to [do something]. No.” —Anna Maria (17:58)
• “You want to make sure that [the project verb] describes the outcome you intend to achieve.” —Anna Maria (36:45)
• “All of us with this GTD methodology…go through cycles…You may find yourself going back to the manual… and realizing ‘oh my god, I didn’t realize I could do that.’” —C (39:14)

Timestamps for Key Segments

• [01:12] Personalization of GTD explained
• [03:44] Defining a project in GTD
• [06:55] Defining a next action in GTD
• [08:16] Avoiding vague or sequential actions on Next Actions lists
• [12:22] Next actions as a planning bottleneck, advice for quick decision-making
• [14:19] Handling stale next actions; importance of weekly review
• [16:09] Only listing actions you’re truly committed to
• [17:43] Delegation: “Waiting For” vs. Next Actions
• [22:24] To list or not to list all multi-step outcomes as projects
• [27:41] Interactive exercise: Is it a project or a next action?
• [36:45] Choosing appropriate project verbs
• [39:14] Encouragement: GTD as a cycle of learning and mastery

Final Thoughts

The episode delivers a comprehensive, interactive exploration of projects and next actions in GTD. Anna Maria and John’s complementary perspectives highlight the importance of context, clarity, and regular reviews. Their candid exchanges model how GTD can—and should—be adapted for personal relief and effectiveness. Whether new to GTD or a veteran fine-tuning your system, the session encourages you to revisit basics, question your practices, and trust continual learning cycles.