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- [00:00]
A
Foreign.
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B
Hello everyone, my name is John Forrester and I'm here with Ana Maria Gonzalez.
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Okay, well, thank you everyone for joining. We're going to be focusing, or at least I'm going to do my best to focus on, on these two topics, your projects and Someday maybe list. And believe me, there is a lot that can be said and learned about any one of these two. So I've chosen what I think are probably the highlights of what you would want to learn more about or become better at or go deeper into. So that's the intention for today's webinar. And as John said, We have 45 minutes at this point. I think 40 minutes. And the idea is that I'm going to try to break the time in such way where there's not a whole lot of lecturing, let's say, but there's more hands on. So we're going to have, you know, the beginning of this session as we get started. It's going to be looking into some of the concepts and definition and understanding around projects and someday maybe lists. So anywhere between 10 to 15 minutes and then I'm going to have you really work on your system. I'm going to give you time, 15 or 20 minutes or so. We'll see how we go to work on your projects list, to work on your someday maybe list, to work at maybe looking at, customizing your projects list. And of course, because we cannot do anything related to getting things done, you will then have to identify a next action if you need to for any one of your projects. And ideally we would want to leave 10 minutes or so towards the end for Q and A. So my recommendation is that you just allow yourself to be walked through this experience, work on your system and if questions come to mind, unless they're specific to the activity, just make a note, write them down and that way we can answer them at the end. Or if you prefer to type on the chat box, you can do that too because I think folks can see that. And then John can help me with that chat box. So I think that pretty much lays the land. Right, John? Or anything else you want to add that covers it.
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That covers it. Good script.
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A
Great. So the first thing I want to do is I want to ask you a question and I want you to type your answer in the chat box. So I want to know what you understand by what is a project. So in your own words, what's a project? And let's see what you folks come up with. Anything that is not done in a single next action yet like to pretty much a task with multiple steps, a desired outcome which can be completed with a year but requires more than one action step. Wow, Peter, you almost get the prize. There's no price really, but multi step outcome, anything I'm committed to, which I can do, want to complete one sitting. I love the one sitting. That's a great little trick to often, at least for me, help me with thinking about if it's a project or not. A desired outcome with multiple tasks. Yeah. So more or less we are all on the same page. So rightly so. If we look at our definition, right, or the GTD definition of our project, it's pretty much that a multi step outcome achievable within a time frame up to a year. This is arbitrary in a way, if you think about it. And I'll explain to you a little more why such broad definition. But you can also think of it as within a few weeks or months. So it's any multi step outcome you committed to that it's done or achievable within a few weeks or months and maybe even up to a year or a little longer. It really doesn't matter if we're not, we're not looking for an exact time timeframe here. So you may say, well, why so broad? I mean, it really doesn't give you a lot of structure or parameters in that way. It's actually very simple of an answer. Truth is that anything you've committed to, or if you have something that you are committed to that one action will not finish, or one sitting, as I think one of you referenced a moment ago, and if you don't have a placeholder or a bookmark, right, A place where you're actually tracking that outcome, then what's going to happen is that whether you like it or not, you're going to get distracted by it. In other words, it's actually going to take more attention than it needs from your mind. So the idea here is that you want to make sure you always have an external anchor that you trust. A place where you're writing these reminders that you come and review on a regular basis. Because if not, it's definitely, trust me here, it's going to distract you and it's going to most likely redirect you, which is even more dangerous before you finish it. So you may never get to an end. So that's why we have such broad definition. You need that. But in addition to that, it's also because we have found that any one of those, say, reminders or outcomes or that inventory of outcomes of, you know, that are achievable within a time frame of up to a year, you will need to review them at least weekly, you know, as part of your very famous GTD weekly review. Because otherwise it would add ambient stress and it's actually an indication that you're not appropriately engaged with work or life. And interesting enough, the one year time frame plays in because we have also found that anything that we're committed to finishing within a time frame of up to a year, if we're not reviewing on a weekly basis, again, it would start pulling or pushing on your attention, you know, unnecessarily. So that sort of gives you an idea of why such a broad definition because you know, you may be redirected, you're going to be unnecessarily distracted. And the one year time frame is because anything that, if it's done within a year, we've seen, that requires a weekly review. So remember that your projects list is your, is the driver list of your weekly review. So it's very important that you keep this in mind and that you understand. So a good question to ask ourselves when we're kind of debating is it a project or not, is to ask yourself, is this an outcome or is this something that I need to see or want to see or have to see as part of my weekly review? Because things that are self evident, things that are kind of obvious to you, they don't really have to be a project, even though they might be a multi step outcome. What? Yes, for example, pick up that at the airport. You may say, well, but it's a multi step outcome. Yeah, but it's self evident. As long as I have a reminder on my calendar the day that that arrives, that's all I need. You know, it's like it's obvious I don't need to see it as part of my weekly review, but maybe prepare for that visit that I need to see as part of my weekly review. Because there's so many things I need to do around that. So just keep that in mind. So with this broad definition then really we're not concerned with size, we're not concerned with importance, we're not concerned how strategic they are or not. What matters is if it's a multi step outcome achievable within a timeframe of up to a year. So anything as small as repair my watch all the way to buy a company, if it meets this definition, then he goes on your projects list. Speaking of what is a projects list? So in your Own words and understanding. What's a projects list? A list of all active projects. Yes. Okay. What else? What? When you think of your projects list, what is that for you? Thank you, Peter. Yes, with a verb to ensure. Actually with a descriptive verb. Right. That would tell you once you're done, reminder of incomplete outcomes that I'm going to finish. Yes. Very good. Projects I'm focusing on at the moment shows me what I'm currently committed to taking action on. Okay, great. Thank you, Lisa. So. Yes. More words or less words? A projects list. All it is, it's an inventory of all your currently active projects. It's very important to keep in mind that they need to be currently active. And these are not obviously the steps to complete the projects. These are not the details about the projects. These are just an inventory of my titles of all my currently active projects. What's the number, more or less, that we see people have on any given project list? Anywhere from 30 to 100. I'm only giving this to you as reference. It really. It's not that dramatic if you have that number or not, but just keep that in mind. Okay, so now let's move on to what's next? And I'm going to ask you, since the topic today is projects and someday maybe is what is a someday maybe? In your own words, what's a someday maybe for you? How is it different to a project? Is it different to a project or to an action? And let's see what you come up with. Something I'm not committed to yet. Yes. Very good. What else? What else? It's a Sunday maybe. In your own words, a graveyard.
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Right, There you go. There are some more coming in.
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These are an outcome that I've not committed to yet, but I want to regularly assess whether I would want to activate them or not. Yes. Ideas. Project tasks that we like to action in the future. And we can always define future. Yes. Very good. My not right now list. You can even call it my not right now list if you like that better. Good. Something that does not require attention. Now or action. Yeah. And do you have a someday maybe list? And you can just quickly type yes or no stuff I'm interested in, but I'm not moving on. No. Yes, yes, yes. Cool. Yay. I'm glad you guys have a someday maybe list. Excellent. Truth is that the someday maybe category, honestly is one of the best categories to relieve unneeded pressure. So. So keep that in mind. It's an excellent category to relieve unneeded pressure. And in our definition here again, a Someday maybe or Someday maybe category or Someday maybe list. Right. Are all potential projects or actions you're not yet committed to move on. And you get to define what is the not yet committed to move on. For some people, they really kind of use it on a week to week basis or quarter to quarter basis by yearly, yearly dreams for the long term future or even if I don't, if I ever get to win the lottery. These are my Sunday maybes. I mean there are all kinds of ways to even organize this Someday maybe category. That's why I was saying it's challenging to pick what to talk about or not talking about in a short webinar like this. But there's something maybe it's a great category to maintain to, to allow your creative thinking lots of room to explore possibilities and options. So I'm glad to see that. I think the majority of you have a Someday maybe category. It's one of those that I don't think we actually use as much as we can because this is really the place to have those inventories of reminders without feeling like you have to commit to moving to moving them right now. So in a way kind of release us from any guilt if there's any out there. So it's a guilt free list kind of thing. Right. And I was telling John, I mean to me it's one of those lists that it's great list to lower the weight off your projects list because I'm going to start now moving into understanding where more can we mine for projects or where can we potentially have projects that we have not identified yet. But there are already projects either inerrant or it's something that as I think about it, makes me think of something new and I don't have it in my projects list. And what that can result often is it's then my projects list is so long and truth is it might not be as long because some items are those that you're not going to be moving on them right now and can be moved to your someday maybe. So let's look at where can you be mining for more projects? There are several places. There are actually three main categories we've identified in terms of where to mine for projects that are real but have not been captured yet. And these are current activities, Higher Horizons and the others. I'm going to start with current activities because these are pretty much the ones that are going to be easier probably for you to notice and identify because they're closer to the surface. So these are the kinds of things that are Going to be connected to your current reality, right? So if any recent mind sweep you've done that, you know, there's probably something there that when you clarify may turn into a project. As you look into your calendar, when you're doing your weekly review, or at any time that may pop a project that's missing from your list. As you look into your next actions list, you may have added a call reminder and forgot to that it's part of a multi step outcome now that helps you identify that project, etc. You know, your agendas list, your briefcase or your bag, if you look into that, there's maybe a paper, some kind of document that it's tied to a project or even if you, in your mind, you know, in your mind's eye scan, your home office, your, your, your work office or just home, that might reveal a project that it's there yet it hasn't been captured. So believe me, as you start noticing and paying more attention to these three main areas, your projects may start to increase or change. We don't know that yet. The other area where you may also have projects again that are real but haven't been captured is your higher horizons. As you focus on the higher horizons, you know, there might be things in there that have your attention. There may be things in there where there are projects that are hiding or there might be, you know, look into or explore or research perhaps about a future goal or perhaps about your vision or even more so for today we're going to be actually focusing on areas of focus because many times your areas of focus and accountability, I think dawn, you asked them to, you know, kind of be prepared to have that list available if they have it because your areas of focus and accountability, you know, many times as part of your review and looking at them, you may actually spot something or spot a project that it's there yet you had forgotten to put on your list, right? And it could be about some area that it's already in play. So like an inherent project or it could just be something that as you're looking at your areas of focus, you recognize that you have attention on it and that you need to be doing something about it. And it's a multi step outcome and then it generates a new project on your list. And having said that, it can also well be that you look at your areas of focus and you're cool, right? They're on cruise control. Everything it's at standard you're comfortable with. So it doesn't have to generate a project, it doesn't even have to generate an action. But it's just a reminder that as you look at the higher horizons, and particularly for today, into your areas of focus and accountability, there may be a project that you need to add onto your list or you may decide someday, maybe we don't know yet. And then the last place that I find fascinating still to this date, where we can have yet uncaptured projects, and it's often where they most easily hide or camouflage is in this and what we refer to as the Others. We didn't have a better title. So the Others is pretty much a place where you will get to identify some of the more subtle areas that actually have your attention or are pulling on your mind. And again, these guys easily hide, trust me. And you know, things like, for example, problems or issues. So any problems or issues out there that you currently have that you would like to resolve, that's one area. Creative opportunities. Any creative opportunities that you want to look into or explore, you know, maybe, I don't know, take a dressage classes. That's me. That's something that I may want to explore. Or sign up for some dance classes, you know, or sign up for some painting classes. Don't know. Or how about what processes or procedures would you like to have improved or installed to make life and work run smoother? You know, there may be many things out there that are clunky and each time they happen, you know, it's exasperating or they get on the way. Well, is there any process or procedure that you can actually come up with or improve that would make things easier for you? Or do you have any confidence, build these ideas to look into, you know, anything you've been telling yourself you should or might look into to increase your own capacities. Maybe it's learning another language. Maybe it's becoming better at Excel. Maybe there's something out there. Again, these are very subtle, but if there's somewhere in your psyche, again, they're probably creating unnecessary tension for you. So the idea here is that in a moment I'm just going to have you explore again. This is not meant to be a black or white or already know the answer to this. None of the above. But my hope is to help you start seeing where these projects or even someday maybes may be hiding. You know, maybe you have a problem with a co worker and I don't have an answer to how to solve it yet, but nonetheless, it's a problem that it's wearing on me, right? So maybe it can be something as simple as look into how to resolve my differences with John. And you may say, well that's still not the problem is not so understood. But just the exercise of clarifying in my mind what could put me in forward motion, what can put me at the driver's seat towards that outcome, releases the pressure in my mind. So it's very important that we start to become much more agile around turning things around into projects and for that again, look into, explore, research are great little verbs that can help us in that way to start to turn things around and identify them and then we can focus on them, right. As part of our weekly review and keep on moving towards completion, towards resolution. So again, if you have a problem or issue that is pulling or pushing on you once identified. So first you have to identify I have a problem with John, right. So once it's identified, you can more clearly ask yourself, is there anything I want to do about any of that now? And the answer may be no. I don't even want to look into how to resolve my differences with John, right. So I may just put it on my Sunday maybe, you know, someday, maybe get along with John again. You may say, well this sounds like la la land. This doesn't sound very scientifically proven, trust me. What's important is that you clarify it in your mind and what's important is that you clarify the commitment with yourself because you're going to have another weekly review and every weekly review you'll get to reassess and reevaluate and you can always change things around. So anything you might want to get off your mind with some action can turn potentially into a research or even look into project. Why I repeat this is because I don't want you to feel like now I have to have the answer. These are great opportunities to start using more these ideas of research or look into. Okay, so I think that now I can continue to talk until you more so as a reminder, there are four key aspects to the to having a projects list or the value of having a complete projects list, control and focus, perspective, relationship management and it's the core map of the week review. So when you ask yourself why do I need a projects list for any one of those four, it's going to help you with any one of those, if not with all four. And I really like Laria's question there, John. You may want to put it as a follow up in the in the connect forums, you know, for people to share Larrea what other someday, maybe subcategories they have and use because that that can help you, you know, come up with ideas for yourself as well.
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Great idea. Well, thank you, everybody. I hope this has been useful and that you get very comfortable with using both the projects and the someday maybe list and moving things back and forth, having them be more fluid.
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You can move anything around. It's completely fine. And the person that you're today, you may not be the same in five minutes or let aside in a week. So moving things around, it's very appropriate. Well, thank you. Thank you for attending and participating.
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B
Thanks to all of you. Thanks to Ana Maria, and we hope to see you again on our next webinar.
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A
Okay. Ciao. Bye. Bye. Thanks.