Next Actions
Next Actions
Next Actions in GTD
Next Actions are a critical component of GTD but many who practice GTD fail to truly identify what a Next Action really means to them and what relationship it has with moving a task to completion or a Project to completion.
Next Actions (Single Task)
The "Next" view in Nirvana is where your single task live. By default they are all Next Actions because they do not require multiple steps. Task with multiple steps are Projects. When adding a new task to your "Next" list, you must really make sure that it's the very Next Action required to complete it.
Many people have single task in their "Next" view that should really become a multiple step process and therefore a project. One example is "Clean Car". Does this truly identify what you need to do next? For some people it does for other it may not. If I usually take my car to a drive up Car Wash, I may be just fine with "Clean Car". If however you are planning to wash the car at your home and don't know if you have all the tools required for the job or the proper products. You are not truly identifying the very Next Action in completing this task.
This in many cases leads into procrastination or an unproductive attempt in completing the task when you do get started. If you look at the task "Clean Car" but in your mind you know you don't have a Sponge, you don't remember if you still have that bucket you let your Parents borrow sometime ago or if you have any Armor All or Rain X left. You will think about these things as you read the task "Clean Car" during your Weekly Review or Daily Review and decide to pass on it. You have not cleared your head on what steps are truly required and you procrastinate.
What do to do?
You need to always make sure that you are properly listing the very Next Action required to complete the job and if you find that you don't have that clarity, you should make it a Project. It may be a small Project, but the Next Actionable task would be clearly identified and move you toward actually doing something.
So the single task called "Clean Car" can become a Project called "Clean Car". Here is what it could look like.
Clean Car
1. Check Garage to see if I have all my tools for the job.
- Sponge
- Bucket
- Detergent
- Water Hose
2. Purchase missing tools if needed
- Go to Target with my list
3. Clean Car in the back of the house
That may be it. You may not need to break down each step of the car cleaning process, but the idea here is that you clearly identified what "Next Action" means to you and the completion of the Task/Project. Now when you go through your Weekly Review or Daily Review, you don't have all these thoughts in your head about the details of Cleaning the Car. You know for a fact that you must first go into the Garage and find all the tools you need first. You may not Clean the Car the same day you accomplish the Next Action, but now you have progress. Now you know the next step is to make a trip to Target and pick up what you are missing. Now you are moving a Project forward which is what David Allen teaches. You can't finish a Project, you can only do the very Next Action that will move it forward. Eventually you would have completed all the Actions required and the Project is done.
So think about you list and ask yourself what "Next Action" means to you and the task/Project at hand. Avoid procrastination and have a mind like water.
- Proximo
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2 Posted by JamesT on 21 Mar, 2010 10:40 PM
Hi Proximo;
Great to see you here. I enjoyed reading your posts on the TD forum.
Since I am still waiting to be "let in" I have a pretty simple question on how Nirvana handles next actions.
In your scenario above, would the first action of your project, "Check Garage..." be automatically added to the next action list in Nirvana? Or do you need to manually move it there?
Or are all 3 of the steps to clean the car automatically listed in the next action view in Nirvana?
Thanks!
James
3 Posted by Proximo on 22 Mar, 2010 02:59 PM
@jamestitus,
First I want to welcome you here at Nirvana. I know I sound like a staff member, but I am not. Just a GTD user that is excited about the direction of this service.
Next Actions:
When looking at your Next list in Nirvana, you have the option to show your Today task and Projects. If you rather see only your single Next Actions, you can do so or if you want to add Projects to the view, you can do that too.
Currently when you show projects in your Next list, you see every action of the Project in the proper order. Projects are clearly separated from the main Next list with a Project Header for each. This makes looking at Projects in this view very easy and super easy to drag Project task to your Today list.
The option we are wanting is to control how many of the Project steps are shown rather than the current default of showing all. Because Projects are clearly separated by a Project Header for each Project, it's very easy to use and work with in it's current state. Adding the option to show how many steps of each project would make it even better. Some people have some massive projects with many steps and the Next list with Projects turned on would be very long without this as an option.
The Nirvana team listens and I am sure this will be implemented.
4 Posted by Glenn on 29 Mar, 2010 01:07 AM
Proximo,
I'm seeing from looking at my Nirvana on my iPhone, it seems like the # of next actions is 2 (not sure if this is a default, or can be set).
Having the ability to define the number of next actions shown for projects would be a great addition in adding flexibility based on each user's preference and needs.
Just my 2 cents worth.
5 Posted by Proximo on 29 Mar, 2010 03:44 AM
Glenn,
Not sure if I understand your question. From what I can see the web app does not allow you to choose how many task within a Project are Next Actions.
Could you explain in more detail. Thanks
6 Posted by Glenn on 29 Mar, 2010 03:58 AM
Proximo,
Not sure if I understand my own question. : -)
When I go on my iPhone to Nirvana, and click on the "Next" tab, each project of mine shows only the first 2 tasks.
If I go on my computer, go to "Next," "Include Projects," ALL of the tasks associated with each project are shown.
So, I guess my question is really 2 questions:
1) Can the number of "Next Actions" shown for each Project on the mobile app or iPhone app be changed?
2) On the "computer" / full version, is there a plan to allow setting the number of shown "Next Actions" for each Project? Right now, "Hide Project" shows none, while "Include Project" shows ALL.
Is that clearer?
7 Posted by Proximo on 29 Mar, 2010 04:20 AM
Glenn,
Sorry about that. Cristal clear now.
No, there is no way to change or set how many task show for each Project at this time but it's temporary.
There is a good discusion on this very subject. On the website there is no option at this time and by default all Project task show up. There will be an update to how this works and you will have the ability to choose how many Project task show in the Next list. This is beign done to give us the flexibility of having sequential or parallel Projects.
8 Posted by Glenn on 29 Mar, 2010 11:54 PM
Proximo,
By the way, I just read your original post in this thread. A good reminder, at least for me, in making sure that next actions, are in fact, next actions, and not part of a project. Thanks!
9 Posted by Proximo on 30 Mar, 2010 02:59 AM
This is something I was doing incorrectly for a while. Looking at a task that appears to be a single action but not clearly defining what doing would look like. This is when I realized that some of these single task where not moving forward because I would scan them in my weekly review but would not have all the steps laid out.
It's much nicer to have a small project with clearly defined actions than to have a broad single action that does not motivate you to do anything.
I still have plenty of single actions, but I am make sure they are truly defined and lack confusion.
Glad it helped.
10 Posted by Pancho on 07 Apr, 2010 11:17 PM
I agree with proximos post. If I can see the project header and just the actions that are actire list woulde be a great implementation. I just got my invite and am currently test running the app. One thing I dont get is context. This is basically the best GTD part for me. I want to know what i can do when I only have a phone. Right now im tagging all the stuff, but there doesnt seem to be a way I can see all the tasks that are labeled @phone, that are next task, that are part of all my proyects. If i search @phone it does bring me all the @phone tags, but not the ones that i can do right now.
Another thing I dont like is the fact that archived tasks dont belong to a project, so i wont be able to know how many tasks I completed from my current proyects.
11 Posted by Proximo on 08 Apr, 2010 02:06 AM
@Pancho,
If you choose the option in the Next list "Show Projects" at the top. The next list will show all your single actions and projects. If you then click on the tag called @Phone, it should filter the single task as well as any Project task that use that tag.
Not sure if this is what you are wanting to do.
12 Posted by Pancho on 08 Apr, 2010 04:46 AM
Thanks proximo, this worked great (now im getting the hang of it). I then noticed that to be able to get just the next actions of the proejects in this view all we need is to tag all the next actions with na. So now the project list wont contain my next 10 tasks in this project, rather than only the "na" actions and if i hold the ctrl key i can choose na @phone. VERY COOL! now the question is... when can i do this with my iphone?
13 Posted by Proximo on 08 Apr, 2010 02:23 PM
@Pancho,
We are currently discussing some improvements to how Next Actions are used within Projects. What you describe won't be needed when the new feature is implemented and you will be able to assign which task in a Project is a Next Action and have only those task show up in the Next List.
Remember that we are in Beta and Nirvana is constantly adding features and improving. Anytime you have suggestions, please share them with everyone and start a new discussion when needed.
Take care.
14 Posted by Pancho Rodriguez on 08 Apr, 2010 02:32 PM
Proximo
Can we setup a phone or chat conversation, I wish to be an active support for this development, and would also like your feedback on how to implement this as my full time GTD app. Right now the inability to filter context on my phone is the only thing keeping me from jumping, I know this will be a GREAT app and cant wait to have it fully loaded.
15 Posted by Glenn on 08 Apr, 2010 02:38 PM
What the heck?
Hey, is there's going to be a phone call of any sort, I'd love to be part of that too. I also want to make Nirvana my full GTD app and am still on my own GTD learning curve and journey.
I'd love to learn from other what they're doing and maybe this is an opportunity to create a GTD/Nirvana Mastermind group or something along that line. I'm IN for something like that.
16 Posted by Proximo on 08 Apr, 2010 04:12 PM
Pancho, anyone using Nirvana at this moment and giving their feedback is actively supporting the development. The users input and ideas is what the developers use to improve Nirvana.
I love sharing with others and learning from them as well. Not sure how much input I can give, but I think it would be neat to have a Nirvana/GTD Mastermind Group of some kind. Need to chew on this one.
I want to remind everyone that the Nirvana Forums purpose is to share and learn, which makes it the best place to do this. This benefits the entire community of users while giving the staff valuable information on how Nirvana is being used.
I am not a Guru of any kind and I constantly learn just as much from everyone here.
The Phone call / conference call would be something I could not handle at this time in my life, but I will chew on the Mastermind idea. :-)
Let's keep the forums alive with great discussions, feedback and ideas.
17 Posted by Glenn on 09 Apr, 2010 07:43 PM
Proximo, sorry to disagree with you, but you're sadly mistaken.
You ARE a Guru, to me for sure, and I'm sure for others too. To see a picture of your desk, and an empty IN, that's all the evidence needed that your mind's like water, while mine is more like mud, or maybe the inside of a septic tank.
While you've embraced GTD and it's become an integral part of your life, I'm still struggling to get there and have yet to have my IN at empty. Although you may still look at yourself as still learning, where I want to be right now is the point at which you already are.
We're all at different parts of our life and GTD journey, but as I know I'm not going to get to my Weekly Review today & there's still a pile of stuff in my IN, I'm frustrated and I still have a long way to go. The first time I get my IN to empty will be an important milestone in my life, and therefore, have much I can learn from you.
Humbly yours,
Grasshopper
18 Posted by Proximo on 09 Apr, 2010 09:23 PM
Glenn,
Thanks for the kind words.
19 Posted by c.barber80 on 16 Apr, 2010 06:59 AM
Great post! I have come over from toodledo and now received my invite so will be able to have a play around! I looked a while back and it looked fantastic however I was put off only by the proposed $60 a year (I am a student) and lack of an iPhone app. I think I will take another good look though, it is great to see a task manager that is based around the GTD principal so that it doesn't need to be customised to suit (a weakness of Toodledo I remember you describing in your leaving TD post).
I was wondering, do you record actions for projects that are waiting on the completion of other actions?
Thanks
20 Posted by Proximo on 19 Apr, 2010 07:37 PM
@c.barber80
Welcome to Nirvana
Look forward to your feedback in helping us make Nirvana better. I know the Toodledo forums had a great community of people that also shared and helped each other out. I have not been there in a while because my focus is now with the Nirvana community, but it's always great to see Toodledo'ers here.
To answer your question. I do not record actions for projects that are waiting on the completion of other actions?
This is like reminding myself that I am waiting for something. What I do is simply mark the task as Waiting for and assign the person to it. This can be seen from the Waiting for list and also in the Project view. I have found this to be a simple way to stay on top of task like this and Nirvana makes it easy.
Hope that helps.
21 Posted by c.barber80 on 20 Apr, 2010 10:11 PM
Thanks for that :) What if the task is not hinging on another person, but on an action that you must complete yourself? Would you put it as waiting for (me)?
22 Posted by gary.morin on 23 Jul, 2010 08:04 AM
I'm working on a lot of concurrent projects, many with a lot of tasks.
Some of the tasks in a project can be done concurrently (i.e. they are not relying on another task to be done) others have to wait until a task is completed or informtion is sent to me etc.
So being able to set and see next actions on a number of specific tasks in a project is essential for me.
I guess I could use Focus instead of projects and have an area of focus for the particular “project” and not use projects, but that defeats the purpose of the tool.
So next actions in projects in essential for me.
Regards
Gary
23 Posted by Proximo on 23 Jul, 2010 03:20 PM
@c.barber
If the task is waiting for "me" it's an Actionable task because I need to do it. So it's not a "Waiting for" task, it's a Next Action.
Waiting for is when a task requires someone else other than you to do it. This means it's not Actionable by you and therefore you have to Wait for someone to do something.
Hope that makes sense.
24 Posted by Proximo on 23 Jul, 2010 03:24 PM
@Gary,
What you are describing is "Sequential Task" vs. "Parallel Task"
A Project can be made up of either or both. I think in many cases, you will have a combination of the two in a large project.
We are discussing this with the Nirvana team at the moment and the solution is quiet simple. Give us the ability to mark which task in a Project are the NA's. This will allow for both Sequential Task and Parallel Task.
Once the NA's are selected in a given Project, only those NA's show in the Next list. The Next List is only supposed to show NA's, regardless if they are single task or project task.
I think this change is coming.
25 Posted by gary.morin on 23 Jul, 2010 03:40 PM
@Proximo
Yes thats the way I currently do it in another app, (one which you used to use)
The main reason for looking to move is something with a better tickler system
26 Posted by Proximo on 23 Jul, 2010 04:04 PM
@Gary,
It's OK to mention Toodledo here. I think many people know that I came from there and I know many Nirvana users came from there too.
Toodledo is a great service in it's own right. I just needed a GTD Specific service which is why I switched to Nirvana.
The Toodledo community is a bunch of great people that also help each other out and not every tool is good for everyone.
Ideas from other services are welcomed here as well.
27 Posted by gary.morin on 23 Jul, 2010 04:50 PM
@ Proximo
I'm slowly getting to grips with GTD. I guess like a lot of people I have to manage a lot tasks in lots of projects all happening concurrently.
I like Toodledo, it has helped me lots, but I'm finding as I add more and more task, I’m finding harder and harder keep on top of all task and focus on what needs to be done next. I probably have 100+ next actions in 50+ projects. I’m finding the task of reviewing becoming more and more daunting and hence I’m not doing it often enough.
So even though the task may be true next actions (there is nothing stopping me from doing them, other than time and will power) I want to put out of mind, hence the Tickler.
But I don’t want to fight the software, i don’t want 100 ways to do it, I just want an intuitive system to use, without having to think about it, because all my thoughts should be on the tasks and not fighting the software.
Here speaks a software developer
28 Posted by Proximo on 23 Jul, 2010 10:02 PM
@Gary
What's great about Nirvana is the simple and straight forward approach to GTD.
One suggestion I have is to utilize your Context, Time and Energy to filter your task based on the current situation. Once you filtered things realistically, you should have a smaller list of items that are the best candidates for you to tackle at that very moment.
You can then figure out which ones to do by determining their Priority.
This is how GTD is meant to take long list and make it easier for you to make good choices on what to do at that very moment.
Don't try to manage the future too much.
29 Posted by c.barber80 on 24 Jul, 2010 01:34 AM
Thanks @proximo :)
Is this still the case though when the task is sequential, as you described earlier? That is what I was trying to ask, but I didn't convey that very well. For example, if you need to set up a new computer system but first you need to buy the motherboard - something like that. What would you do with the 'set up a new computer system' task.
30 Posted by roddyt on 24 Jul, 2010 07:44 PM
@c.barber80,
Presently, Nirvana doesn't handle sequential tasks the way a lot of us would like. If you've been reading around, you might have seen the discussions. Ideally, it would be nice to be able to identify which of a project's tasks are Next Actions. Then, in the Next list, only those identified as NAs would be listed.
In the Project list where all tasks are listed, you could still assign Context, Time, and Energy to each. But when it's time for you to look for a task to work on, you'll be in the Next list, where only NAs are listed. If you complete a sequential task, you can go back to the project list and mark the next sequential task as a NA so it will appear in the Next list.
So, in your example (using T1 and T2 as shortcuts), you can assign Context, Time, and Energy to "buy motherboard" (T1) and also to "set up a new computer system" (T2). But only identify T1 as a NA. Then when you scan the Next list for a task to do, T2 won't be listed, as it is not actionable.
When the time comes that you do T1 and complete it, you can then go back to the project and set T2 to be a NA, and then it will appear in the Next list.
As I said, this is the way I would like it to be. Personally, I just wing it now and keep track of whether a project task is actionable or not in my head. I think I read that some people use tags to identify NAs. I decided not to do that because I have high hopes that something in the line of what I described will be implemented. It costs me a bit more time when I'm scanning, but I don't want to get into a workaround situation that I would subsequently have to undo.
31 Posted by gary.morin on 26 Jul, 2010 12:57 PM
Can you give me some time estimate on when Projects Next actions will be available?
Because, although I like the look of Nirvana, without this functionality it will not be usable for me.
Thanks