GettingThings Done. The Art of Stress-Free Productivity

What many people want to do, however, based on old habits of writing daily to-do lists, is put actions on the calendar that they think they'd really like to get done next Monday, say, but that then actually might not, and that might then have to be taken over to following days. Resist this impulse. You need to trust your calendar as sacred territory, reflecting the exact hard edges of your day's commitments, which should be noticeable at a glance while you're on the run. That'll be much easier if the only things in there are those that you absolutely have to get done on that day. When the calendar is relegated to its proper role in organizing, the majority of the actions that you need to do are left in the category of "as soon as possible, against all the other things I have to do."

Organizing As-Soon-As-Possible Actions by Context

Over many years I have discovered that the best way to be reminded of an "as soon as I can" action is by the particular context required for that action—that is, either the tool or the location or the person needed to complete it. For instance, if the action requires a computer, it should go on an "At Computer" list. If your action demands that you be out in your car driving around (such as stop-ping by the bank or going to the hardware store), the "Errands" list would be the appropriate place to track it. If the next step is to talk about something face-to-face with your partner Emily, putting it into an "Emily" folder or list makes the most sense.

How discrete these categories will need to be will depend on (1) how many actions you actually have to track; and (2) how often you change the contexts within which to do them.

If you are that rare person who has only twenty-five next actions, a single "Next Actions" list might suffice. It could include items as diverse as "Buy nails" and "Talk to boss about staff changes" and "Draft ideas about off-site meeting." If, however, you have fifty or a hundred next actions pending, keeping all of those on one big list would make it too difficult to see what you needed to see; each time you got any window of time to do some-thing, you'd have to do unproductive resorting. If you happened to be on a short break at a conference, during which you might be able to make some calls, you'd have to identify the items that were calls among a big batch of unrelated items. When you went out to do odds and ends, you'd probably want to pick out your errands and make another list.

Another productivity factor that this kind of organization supports is leveraging your energy when you're in a certain mode. When you're in "phone mode," it helps to make a lot of phone calls—just crank down your "Calls" list. When your computer is up and running and you're cruising along digitally, it's useful to get as much done on-line as you can without having to shift into another kind of activity. It takes more energy than most people realize to unhook out of one set of behaviors and get into another kind of rhythm and tool set. And obviously, when a key person is sitting in front of you in your office, you'd be wise to have all the things you need to talk about with him or her immediately at hand.

The Most Common Categories of Action Reminders

You'll probably find that at least a few of the following common list headings for next actions will make sense for you:

• "Calls"

• "At Computer"

• "Errand's"

• "Office Actions" or "At Office" (miscellaneous)

• "At Home"

• "Agendas" (for people and meetings)

• "Read/Review"

"Calls" This is the list of all the phone calls you need to make;you can work off it as long as you have a phone available. The more mobile you are (especially if you have a cell phone), the more useful you'll find it to have one single list of all your calls:those strange little windows of time that you wind up with when you're off-site or traveling—on a break or waiting for a plane,maybe—offer a perfect opportunity to work down your list. Having a discrete "Calls" list makes it much easier to focus and intuitively pick the best call to make in the moment.

I suggest that you take the time to write the phone number itself alongside each item. There are many situations in which you would probably make the call if the number was already there in front of you but not if you had to look it up.

"At Computer" If you work with a computer—particularly if you move around with a laptop or have a PC at work and another one at home—it can be helpful to group all those actions that you need to do when it's on and running. This will allow you to see all your options for computer work to do, reminding you of all the e-mails you need to send, the documents you need to draft or edit, and so on.