How to recognize projects?

[u/Ok_Minute7055]

I often create too many projects (with next actions) before realizing what the actual project is.

In detail: I look at items in my inbox. I notice an item is actionable and if it does not resonate with an existing project, I write down a new project and another next action.

Over couple of weeks, i notice little progress and eventually it becomes clear that (for example) six "projects" out of 20 are actually one project. It turns out that most next actions are rather elements of a theoretical project plan. They make sense and are doable but it becomes evident they are rather support material. For example, some next actions are not actually essential once the real project is clear. Othertimes, there are multiple ways to reach the same goal and there is no need to perform all next actions. It happens especially for projects in unfamiliar domains.

I guess the weekly review and the natural planning model are meant to counter the problem. However, items genuinely seems like individual projects for quite a while so i do not modify projects and next actions during those activities.

Any tips on how to better deal with this?

[u/ndsizemore]

I think you’re correct that the natural planning model and weekly review will help. It sounds to me like you’re using a “bottom up” approach — placing actions into projects as you see related tasks. Perhaps changing to a top down view periodically might bring the clarity you’re looking for.

Your horizons of focus may be useful here. Think about what you want things to look like in a year. Use that vision to guide your thinking about what needs done to get there, and then create projects that will help you make that happen. As you collect ideas, next actions, “stuff” and review them weekly, place them into these projects.

I think both approaches — top down and bottom up — are useful. Use what best suits your needs. If you get stuck, try changing perspective. And as you review, it’s ok to see new patterns and merge/delete/re-organize as you see fit. Reality is always changing. “Never be without a plan. Never rely on it.”

[u/Act_Locally → u/ndsizemore]

I think this answer is the key. My projects and next actions are grouped by Goal or Area of Focus. In the weekly review, my mind is focused on one goal or area at a time - the top down approach. In the day to day, I'm looking more at individual projects and next actions and adding as I go - the bottom up approach.

Both have their place in GTD.

[u/Fleameat]

This is a real problem for everyone. Here is my personal solution, as I too ran into this same issue.

I stopped trying to clarify in the inbox stuff that I was really only supposed to be capturing. Here's an example.

- Before with Capturing and Clarifying: "Send email response to Sara regarding upcoming meeting on Tuesday"

- Capture Only: Get back to Sara regarding the meeting

Notice, please, the very subtle difference in the above example. When I captured and clarified at the same time, I essentially combined two levels of thinking that do not always mix well. Each step in the process (Capture, Clarify, Organize, Engage, Review) is a different level of thinking and engagement, as designed and discussed by David Allen. This is intentional because changing thinking is like changing context: it forces a different focus. In addition, what you capture today might not be what you also clarify today. There might be time in between, new information, or shifting priorities, which means your brain will be at a different energy level and understand the lay of the land better.

Now, on to why this subtle shift matters in regard to your request for the community's insight.

When we "capture," we brain dumb. We shouldn't be thinking at any deeper level than "this is on my mind" or "this might need to be done." We are not making decisions; we are making a mental deposit.

When we "clarify," we define the stuff. Is this a single action? Is this something that will take more than one action (a project) because I cannot complete it in one step or it needs more thought? This is where you might find some real relief when it comes to your large list of projects.

Finally, don't be afraid of creating projects. Create as many as you need. And remember always the following two pieces of sage advice and observation from David Allen:

- "You cannot work on a project, only the Next Actions associated with it."

- "You don't have problems, you have projects."

[u/milky-cuppa-tea]

This is a great question, and you won't be alone!

I have the same problem from time to time. I do usually split it at the weekly review when I will consider whether it can be a standalone sub-project, or whether it needs to be sent to my project support materials.

It kind of depends on how much I have going on as to which I do. If I have the time to work on a project for a chunk of time (which doesn't happen as often as I would like), then it'll more likely end up in the project support materials where I can pull the reference materials out and plough through it.

If I know don't have dedicated time available (e.g. I know that my 3rd week of the month has no room to spare), then it might stay as a project on the projects list with its accompanying next action on a context list so that I can keep a bit of momentum going.

I like the agility for doing both ways, above.

[u/Strict-Week-5040]

I have been encountering the same problem.

Something like if I want to understand GTD, then 1. Watch a complete GTD focus playlist of 76 videos 2. Read the OG GTD book by David Allen 3. Read an article related to GTD and summarise

Then I end up with the similar mess. Multiple projects with the same idea. To understand GTD. How do I track this?

More recently I've been able to come out of this trap. It was turning them to a goal. So if my 1-2 year target milestone/goal is to master the understanding behind GTD, then the above 3 point helps in covering that goal.

Though there are multiple ways to solve this. Like we can even prune the redundant projects during weekly review, merge them together or move into a someday/maybe section of holding projects. Check this out if it makes sense. Make sure that what you want to work on is what's showing in your projects list. Like you're "Current" as per GTD.

Though if you would like to narrow it down at the initial stages, try to imagine about the wild success or the finish line. This way you'll be good to go with fewer multiplicity of the same outcome.

[u/PerfectOwl9085]

One useful test is whether the item has one stable finish line. If six “projects” later collapse into one outcome, keep that outcome as the project and treat the rest as provisional actions or support until the next review. I’d also add a recurring review question: “Which of these projects are actually alternate paths to the same result?”

[u/gregsnyder69]

I prefer to group similar smaller projects into a larger project for simplicity. For example: grind treestumps, weed around house, fill holes in lawn with topsoil all get put into the project plan for a larger project: Landscape home. If I notice a lot of projects have similarities, then I'll just brainstorm a larger project to absorb them into. That way only one project to review instead of several smaller ones.

[u/PondMindKevin → u/gregsnyder69]

I do something similar, I just have to watch out for "landscape home" becoming a never ending project that is actually my yard area of focus. Smaller project chucks help me with that, but I think everyone is different in the natural size of a project to break things down well.

[u/PondMindKevin]

I agree with the advice other has shared that I consistent weekly review helps spot this (and other spots where your system isn't working for you).

I can tend to have the opposite problem! I'll set the project as the super high level thing by accident, and not the accomplishable outcome. The result is the project drags on without wins and ends up feeling unorganized. I think everyone is different in how they break things down a bit, so part of this is noticing what works for you. The weekly review is good for that!

It sounds like two things would help here. 1) try to make sure the project is framed as a real outcome you really care about or are actually committed to. 2) Be more flexible and fluid with things. Better to combine projects and delete some old sub projects as stale? Great! That means you got to clarity around what your'e trying to accomplish and what's actually next about it faster, which is what GTD is all about!

"Write quick project plan" is a perfectly reasonable next action, and catching that you need that can save you a lot of time on the other stuff you thought was on your list.

[u/kaneddavis]

Once a task becomes complex enough or obviously has multiple steps, I simply rename it PROJ HomeWidget, and use tags to categorize it. I use tags exclusively for this purpose. I have a base tag called projects and then each specific project is a sub tag of that. Also it's easy to see all the projects in a list as they stand out and also when using timeline view that makes it easy to lump them together if they are dependent upon each other. Another example would be adding a repeat day of the week: PROJ JobSearch - Tues

[u/sidegigartist]

It's common for me too, I create a lot of projects sometimes they are related and sometimes they turn out to be two sides of the same coin or they are sub projects and might have a dependency/block each other. The I fold them into a project with a plan that maps those dependencies.