How to get back to black-belt productivity in less than one hour
The best way to defeat
overwhelm is to do a Weekly Review. But what happens when you are over committed and don't have time for a review? What do you do then? Here is a process for getting back into relaxed control in less than one hour.
Step 1: Dump
Take a deep breath. If you don't have very much time to gather information and you feel overwhelmed, chances are you have been keeping vital information in your head (not your system.) That's okay, we all fall off the wagon from time to time. The key now is to get all those reminders out of your head. Do a mindsweep into a text document on your computer. A mindsweep means list every idea on a separate line without editing, processing, or organizing. There doesn't need to be a hierarchy, that step comes later. Spend about 10-15 minutes on this step, or do it until you feel a sense of relief.
Step 2: Discern
Take another deep breath. Using the
GTD model, you would process these items into a trusted system that includes a calendar, tasks and project lists, and various reference systems. For now you are going to create a temporary system to ensure that all of your agreements are visible to you when you need them: right now. Take the list you just made and divide it into two sections:
Actionable
Anything you need to take action on in the next 24 hours goes on your "today" list, or your calendar as a day-specific action. These are the things that truly have your attention and are pulling on your psychic ram. Organize them on a single list, and do not worry about prioritizing. The absolute key you must use to make this work: be realistic with yourself. There are only 24 hours in a day. If you over commit once more, then you have defeated the purpose of this exercise. This is about being kind to yourself. Schedule in the most important items, and let anything else fall by the wayside for now.
Non-Actionable
These things are on your mind, but you don't need to handle them urgently. Some of them are "Someday / Maybe" items, such as creative projects or adventures you would like to have when you get more time, money or resources. To get instant relief, look at all of these items and consciously tell yourself, "I am choosing not to do this right now." Be realistic with yourself so you can keep your word. Now take this non-actionable list and print it out. Toss it into your inbox and schedule a time within the next 48 hours that you will be able to process that list into your trusted GTD system. It is important that you pay attention to these items, but it is also important that you get them out of the way for now. This is called deferring the action until a more appropriate time.
Step 3: Do
Take another deep breath. Now review your daily to-do list and/or calendar. Choose to start an action that will have the biggest payoff for you in this moment. Which item on your list will leave you feeling more energized? Which item on your list creates the biggest relief? Which item are you avoiding or resisting? Only you can know where the greatest value is for you. Trust your instincts.
Step 4: Acknowledge
Appreciate yourself for taking this time to gain perspective. You are doing the best you can with what you've got. Being willing to acknowledge when you are out of control is the key to being able to get back in control more quickly and gracefully each time it happens.
Getting edges around all your stuff is the critical factor for getting into control, and the Weekly Review, done consistently, provides that kind of needed fence. We have to be able to let things get out of control, in the short term. But that’s only possible with a broader parameter that we can trust. - David Allen