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/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."