{"id":9827,"date":"2020-06-22T22:21:00","date_gmt":"2020-06-23T02:21:00","guid":{"rendered":"https:\/\/www.shortform.com\/blog\/?p=9827"},"modified":"2020-07-10T19:25:56","modified_gmt":"2020-07-10T23:25:56","slug":"next-actions-list-template-gtd","status":"publish","type":"post","link":"https:\/\/www.shortform.com\/blog\/next-actions-list-template-gtd\/","title":{"rendered":"Your Next Actions List Template: 2 Simple Rules"},"content":{"rendered":"\n

What is a Next Actions list<\/a> template? Why do you need one to succeed in using the Getting Things Done system?<\/p>\n\n\n\n

A Next Actions list is a part of the GTD system<\/a> that helps you organize your tasks and decide how to complete them. Next Actions lists are an important part of the GTD program<\/a>, and you’ll need to pay close attention to how you creating them. Use this Next Actions list template and examples of lists to help you form your own. <\/p>\n\n\n\n\n\n\n\n

How Do You Use The Next Actions List Template? <\/h2>\n\n\n\n

An effective productivity system<\/a> doesn\u2019t manage your time<\/a>, information, or priorities; it manages your actions. <\/em>The GTD program teaches you how to take this stuff, give it meaning, and turn it into \u201cnext action\u201d steps<\/strong>. <\/p>\n\n\n\n

The Next Actions list template is essentially the catch-all for tasks that are actionable, take longer than two minutes, and can\u2019t be delegated. Reference your Next Actions list whenever you have free time to tackle a task.<\/strong> <\/p>\n\n\n\n

If you have more than a few dozen next actions on this list, it helps to divide them up into categories based on what you need or where you need to be to tackle them. For example, make a list of the calls you need to make, and another list for tasks that require you to use a computer. <\/p>\n\n\n\n

Organizing Tasks and Rules for the Next Actions List Template<\/h2>\n\n\n\n

Now that your mind is empty and your in-tray is probably overflowing, it\u2019s time to work through everything\u2014quickly, decisively, and diligently.<\/strong> But what is Next Actions in GTD, and how do you follow a Next Actions list template?<\/p>\n\n\n\n

It\u2019s easy for this clarifying\/processing stage and the next step, organizing, to get entangled. If you\u2019re implementing the GTD system as you read this, you may want to read this chapter and the next before moving forward on clarifying your \u201cin\u201d items. <\/p>\n\n\n\n

Here\u2019s the big picture of how this works: First, in Step 2, decide what action each item needs\u2014<\/strong>for some items, the action will be the next thing you need to do to accomplish the task (for example, call your mechanic), and for others, it\u2019ll be to delegate the task or file the item for later. If there\u2019s anything you can throw away or complete in less than two minutes, do it now. Otherwise, label each item according to what you decide. Then, in Step 3, you\u2019ll physically sort everything into their appropriate files and lists.<\/strong> <\/p>\n\n\n\n

Back to Step 2: Emptying your in-tray might seem like a daunting task, so follow these guidelines to get through it. <\/p>\n\n\n\n

Rule #1: One at a Time, Starting at the Top <\/strong><\/h3>\n\n\n\n

In order to get through this pile, you need to treat each item equally: Pick one up, decide what to do with it, and mark it accordingly (e.g. calendar, GTD Next Actions list template, Projects list). <\/p>\n\n\n\n

You may be tempted to do an \u201cemergency scan\u201d of your tasks, quickly perusing for the most urgent, enjoyable, easy, or interesting item to tackle first. But that makes it easy to neglect certain items and put off making a decision about them. <\/p>\n\n\n\n

The most effective way to empty your in-tray is to work through each item from the list top-down <\/strong>(or, if you prefer, flip the in-tray upside down and work from the top-down so you start with the first items you put in the tray). <\/p>\n\n\n\n

Rule #2: Never Put Anything Back Into the In-Tray<\/strong><\/h3>\n\n\n\n

Another key to getting through your in-tray is to force yourself to process each item when you pull it out. Don\u2019t put anything back in the in-tray or to the side undecided, or else you\u2019ll finish emptying your in-tray and still have another pile to go through.<\/strong> Next Actions in GTD require that you prioritize. <\/p>\n\n\n\n

Research proves that \u201cdecision fatigue\u201d is real\u2014people lose a little bit of their limited brain power and energy with every decision they make. Paradoxically, making the decision to leave an item undecided wears away at your mental energy<\/a> without achieving anything productive. <\/p>\n\n\n\n

Non-Actionable Items<\/strong><\/h3>\n\n\n\n

Items that don\u2019t require any immediate action can go into the:<\/p>\n\n\n\n

  1. Trash<\/li>
  2. Reference pile <\/li>
  3. Pending pile <\/li><\/ol>\n\n\n\n

    Trash: <\/strong>You probably threw away a lot of stuff while capturing, but you\u2019re bound to come across more trash as you process your in-tray. In fact, as you clarify everything you\u2019ll probably create stricter boundaries to what kinds of tasks you take on in the future. <\/strong><\/p>\n\n\n\n

    Overall, whether you err on the side of throwing things out or keeping them depends on what will put your mind more at ease\u2014and how much space you have to store things. Digital storage offers the freedom to keep as much as you want and navigate it with the search function, but don\u2019t take this as permission to keep things indiscriminately. <\/p>\n\n\n\n

    Reference pile: <\/strong>Label items that are purely informational (like a note from HR outlining a new company policy) as \u201creference\u201d and set them aside in their own pile. You\u2019ll put them into reference files in the next step. <\/p>\n\n\n\n

    Pending Pile:<\/strong> Label items that you don\u2019t need to act on now but might want to follow-up on later with \u201cincubation.\u201d Put these in a Pending pile; in the next step, you\u2019ll sort these into a Someday\/Maybe list or create reminders in a tickler file<\/a> or on your calendar. <\/p>\n\n\n\n

    Determining Next Actions<\/strong><\/h3>\n\n\n\n

    A key piece of Getting Things Done is to figure out what the next action for every actionable item is<\/strong>. This has a psychological benefit\u2014it reduces a daunting task into a smaller action that seems much easier to do.<\/p>\n\n\n\n

    It may sound fairly simple to decide on next actions for most items, but it can be deceptively challenging to boil it down to the immediate next specific action. <\/p>\n\n\n\n

    For example, if an item says \u201cclean the garage,\u201d at first it seems that cleaning the garage is<\/em> the next action. But then you remember the old refrigerator in the garage that you want to offer to a friend. So your next action is actually \u201ccall John to ask if he wants the refrigerator.\u201d <\/p>\n\n\n\n

    Similarly, an item as simple as \u201cschedule meeting\u201d doesn\u2019t actually specify whom you\u2019re inviting to the meeting, whether you\u2019re inviting them via phone or email, and if you need to book a conference room for the meeting. Clarifying the next physical action for each item gets all the thinking out of the way <\/strong>so that when you have time to pick up your GTD Next Actions list template and do a task, all you have to do is sit down and do it. <\/p>\n\n\n\n

    Keep in mind that merely making a decision can\u2019t be a next action\u2014there\u2019s typically a physical activity that will assist your decision-making<\/a>, such as consulting someone else or brainstorming<\/a> ideas. That activity would be your next action. <\/p>\n\n\n\n

    Once you have the next action figured out, in the GTD system you can: <\/p>\n\n\n\n

    1. Put in on your Projects list<\/li>
    2. Do it <\/li>
    3. Delegate it<\/li>
    4. Defer it <\/li><\/ol>\n\n\n\n

      Option 1: Put It on Your Projects List<\/strong><\/h4>\n\n\n\n

      As we talked about, the GTD program defines projects as anything that takes more than one action to complete and that can be finished within a year. Since your next actions need to be specific steps, this broad definition creates a place\u2014your Project list\u2014to track all ongoing tasks. Next action GTD project tracking helps. <\/p>\n\n\n\n

      Tracking your projects helps you:<\/p>\n\n\n\n

      1. Keep progress moving forward <\/li>
      2. Keep the projects off your mind <\/li><\/ol>\n\n\n\n

        Make a note on each item that belongs on your Projects list, and put them in a Pending pile. You\u2019ll sort this pile into the appropriate lists and folders in the next step. <\/p>\n\n\n\n

        Option 2: Do It <\/strong><\/h4>\n\n\n\n

        If the next action takes less than two minutes, do it now. Even if it\u2019s not a high priority, two minutes is roughly the efficiency cutoff: It\u2019s more efficient to get a two-minute task out of the way now than to spend the time storing and tracking the item to do later. <\/strong><\/p>\n\n\n\n

        This rule is especially effective for getting through a backlog of emails, most of which typically take fewer than two minutes to read and fire back a quick response. <\/p>\n\n\n\n

        If you have a little more time, make the cutoff five or 10 minutes instead of two. Conversely, if you\u2019re tight on time, restrict the two-minute rule<\/a> to just one-minute or thirty-second tasks. <\/p>\n\n\n\n

        If the two-minute action doesn\u2019t complete the project\u2014just one step of it\u2014then be sure to clarify the next action and (in the next step) organize that appropriately. <\/p>\n\n\n\n

        Don\u2019t use your whole day completing two-minute tasks, whether they\u2019re tasks that show up unexpectedly (for example, a coworker comes by your desk and asks you to do something) or you\u2019re emptying your in-tray. (Shortform note: The book doesn\u2019t say how to prevent this from happening, only that you must capture, process, and organize anything you don\u2019t do on the spot.)<\/p>\n\n\n\n

        Option 3: Delegate It<\/strong><\/h4>\n\n\n\n

        When you decide to delegate something, it\u2019s not off your plate entirely. <\/p>\n\n\n\n

        Your next action to delegate is most likely to reach out to the person you\u2019re delegating it to. You can do this in several ways\u2014some may be more appropriate depending on the context (for example, a sensitive subject may require a face-to-face conversation), but generally, you can use effective approaches like email. <\/p>\n\n\n\n

        Make a note of your next action (who you\u2019ll contact and how) on each item you\u2019re delegating and put it in the Pending pile. This action will be added to your Next Actions list template in the next step. If you have a stake in the task you\u2019ve delegated, also label it \u201cWaiting For\u201d\u2014you\u2019ll add it to your Waiting For list in the next step.<\/p>\n\n\n\n

        Option 4: Defer It<\/strong><\/h4>\n\n\n\n

        Any other actions that you have to do but can\u2019t complete in less than two minutes will go in the Pending pile. Each item in this pile should have a Post-it note with the next action written on it.<\/p>\n\n\n\n

        In order to use the Next Actions GTD system, you’ll have to get acquainted with GTD Next Actions list template. Since it guids you on what to do next, your Next Actions list template is an important organizational tool. <\/p>\n","protected":false},"excerpt":{"rendered":"

        What is a Next Actions list template? Why do you need one to succeed in using the Getting Things Done system? A Next Actions list is a part of the GTD system that helps you organize your tasks and decide how to complete them. Next Actions lists are an important part of the GTD program, and you’ll need to pay close attention to how you creating them. Use this Next Actions list template and examples of lists to help you form your own.<\/p>\n","protected":false},"author":5,"featured_media":9834,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[14,30],"tags":[90],"class_list":["post-9827","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-management","category-work","tag-getting-things-done","","tg-column-two"],"yoast_head":"\nYour Next Actions List Template: 2 Simple Rules - Shortform Books<\/title>\n<meta name=\"description\" content=\"So, you're working on getting organized\u2014then what? It's time for your Next Actions list. 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