Getting Things Done

by David Allen

  Often the only way to make a hard decision is to come back to the purpose.

  It all comes down to purpose. Given what you’re trying to accomplish, are these resource investments required, and if so, which ones? There’s no way to know until the purpose is clarified.

  It Aligns Resources How should we spend our staffing allocation in the corporate budget? How do we best use the cash flow right now to maximize our viability as a retailer over the next year? Should we spend more money on the luncheon or the speakers for the monthly association meeting?

  In each case, the answer depends on what we’re really trying to accomplish—the why.

  It Motivates Let’s face it: if there’s no good reason to be doing something, it’s not worth doing. I’m often stunned by how many people have forgotten why they’re doing what they’re doing—and by how quickly a simple question like “Why are you doing that?” can get them back on track.

  It Clarifies Focus When you land on the real purpose for anything you’re doing, it makes things clearer. Just taking two minutes and writing out your primary reason for doing something invariably creates an increased sharpness of vision, much like bringing a telescope into focus. Frequently, projects and situations that have begun to feel scattered and blurred grow clearer when someone brings it back home by asking, “What are we really trying to accomplish here?”

  It Expands Options Paradoxically, even as purpose brings things into pinpoint focus, it opens up creative thinking about wider possibilities. When you really know the underlying “why”—for the conference, for the staff party, for the elimination of the management position, or for the merger—it expands your thinking about how to make the desired result happen. When people write out their purpose for a project in my seminars, they often claim it’s like a fresh breeze blowing through their mind, clarifying their vision of what they’re doing.

  If you’re not sure why you’re doing something, you can never do enough of it.

  Is your purpose clear and specific enough? If you’re truly experiencing the benefits of a purpose focus—motivation, clarity, decision-making criteria, alignment, and creativity—then your purpose probably is specific enough. But many “purpose statements” are too vague to produce such results. “To have a good department,” for example, might be too broad a goal. After all, what constitutes a “good department”? Is it a group of people who are highly motivated, collaborating in healthy ways, and taking initiative? Or is it a department that comes in under budget? In other words, if you don’t really know when you’ve met your purpose or when you’re off track, you don’t have a viable directive. The question “How will I know when this is off-purpose?” must have a clear answer.

  Principles

  Of equal value as prime criteria for driving and directing a project are the standards and values you hold. Although people seldom think about these consciously, they are always there. And if they are violated, the result will inevitably be unproductive distraction and stress.

  Simple, clear purpose and principles give rise to complex and intelligent behavior. Complex rules and regulations give rise to simple and stupid behavior.

  —Dee Hock

  A great way to think about what your principles are is to complete this sentence: “I would give others totally free rein to do this as long as they ...”—what? What policies, stated or unstated, will apply to your group’s activities? “As long as they stayed within budget”? “satisfied the client”? “ensured a healthy team”? “promoted a positive image”?

  It can be a major source of stress when others engage in or allow behavior that’s outside your standards. If you never have to deal with this issue, you’re truly graced. If you do, some constructive conversation about and clarification of principles could align the energy and prevent unnecessary conflict. You may want to begin by asking yourself, “What behavior might undermine what I’m doing, and how can I prevent it?” That will give you a good starting point for defining your standards.

  Another great reason for focusing on principles is the clarity and reference point they provide for positive conduct. How do you want or need to work with others on this project to ensure its success? You yourself are at your best when you’re acting how?

  Whereas purpose provides the juice and the direction, principles define the parameters of action and the criteria for excellence of behavior.

  Vision/Outcome

  In order most productively to access the conscious and unconscious resources available to you, you must have a clear picture in your mind of what success would look, sound, and feel like. Purpose and principles furnish the impetus and the monitoring, but vision provides the actual blueprint of the final result. This is the “what?” instead of the “why?” What will this project or situation really be like when it successfully appears in the world?

  For example, graduates of your seminar are demonstrating consistently applied knowledge of the subject matter. Market share has increased 2 percent within the northeastern region over the last fiscal year. Your daughter is clear about your guidelines and support for her first semester in college.

  The Power of Focus

  Since the 1960s thousands of books have expounded on the value of appropriate positive imagery and focus. Forward-looking focus has even been a key element in Olympic-level sports training, with athletes imagining the physical effort, the positive energy, and the successful result to ensure the highest level of unconscious support for their performance.

  We know that the focus we hold in our minds affects what we perceive and how we perform. This is as true on the golf course as it is in a staff meeting or during a serious conversation with a spouse. My interest lies in providing a model for focus that is dynamic in a practical way, especially in project thinking.

  Imagination is more important than knowledge.

  —Albert Einstein

  When you focus on something—the vacation you’re going to take, the meeting you’re about to go into, the product you want to launch—that focus instantly creates ideas and thought patterns you wouldn’t have had otherwise. Even your physiology will respond to an image in your head as if it were reality.

  The Reticular Activating System The May 1957 issue of Scientific American contained an article describing the discovery of the reticular formation at the base of the brain. The reticular formation is basically the gateway to your conscious awareness; it’s the switch that turns on your perception of ideas and data, the thing that keeps you asleep even when music’s playing but wakes you if a special little baby cries in another room.

  Your automatic creative mechanism is teleological. That is, it operates in terms of goals and end results. Once you give it a definite goal to achieve, you can depend upon its automatic guidance system to take you to that goal much better than “you” ever could by conscious thought. “You” supply the goal by thinking in terms of end results. Your automatic mechanism then supplies the means whereby.

  —Maxwell Maltz

  Just like a computer, your brain has a search function—but it’s even more phenomenal than a computer’s. It seems to be programmed by what we focus on and, more primarily, what we identify with. It’s the seat of what many people have referred to as the paradigms we maintain. We notice only what matches our internal belief systems and identified contexts. If you’re an optometrist, for example, you’ll tend to notice people wearing eyeglasses across a crowded room; if you’re a building contractor, you may notice the room’s physical details. If you focus on the color red right now and then just glance around your environment, if there is any red at all, you’ll see even the tiniest bits of it.

  The implications of how this filtering works—how we are unconsciously made conscious of information—could fill a weeklong seminar. Suffice it to say that something automatic and extraordinary happens in your mind when you create and focus on a clear picture of what you want.

  Clarifying Outcomes

  There is a simple but profound principle that emerges
from understanding the way your perceptive filters work: you won’t see how to do it until you see yourself doing it.

  It’s easy to envision something happening if it has happened before or you have had experience with similar successes. It can be quite a challenge, however, to identify with images of success if they represent new and foreign territory—that is, if you have few reference points about what an event might actually look like and little experience of your own ability to make it happen.

  Many of us hold ourselves back from imaging a desired outcome unless someone can show us how to get there. Unfortunately, that’s backward in terms of how our minds work to generate and recognize solutions and methods.

  You often need to make it up in your mind before you can make it happen in your life.

  One of the most powerful skills in the world of knowledge work, and one of the most important to hone and develop, is creating clear outcomes. This is not as self-evident as it may sound. We need to constantly define (and redefine) what we’re trying to accomplish on many different levels, and consistently reallocate resources toward getting these tasks completed as effectively and efficiently as possible.

  What will this project look like when it’s done? How do you want the client to feel, and what do you want him to know and do, after the presentation? Where will you be in your career three years from now? How would the ideal V.P. of finance do his job? What would your Web site really look like and have as capabilities if it could be the way you wanted it?

  I always wanted to be somebody. I should have been more specific.

  —Lily Tomlin

  Outcome/vision can range from a simple statement of the project, such as “Finalize computer-system implementation,” to a completely scripted movie depicting the future scene in all its glorious detail. Here are three basic steps for developing a vision:

  1. | View the project from beyond the completion date.

  2. | Envision “WILD SUCCESS”! (Suspend “Yeah, but . . .”)

  3. | Capture features, aspects, qualities you imagine in place.

  When I get people to focus on a successful scenario of their project, they usually experience heightened enthusiasm and think of something unique and positive about it that hadn’t occurred to them before. “Wouldn’t it be great if . . .” is not a bad way to start thinking about a situation, at least for long enough to have the option of getting an answer.

  The best way to get a good idea is to get lots of ideas.

  —Linus Pauling

  Your mind wants to fill in the blanks between here and there, but in somewhat random order.

  Brainstorming

  Once you know what you want to have happen, and why, the “how” mechanism is brought into play. When you identify with some picture in your mind that is different from your current reality, you automatically start filling in the gaps, or brainstorming. Ideas begin to pop into your head in somewhat random order—little ones, big ones, not-so-good ones, good ones. This process usually goes on internally for most people about most things, and that’s often sufficient. For example, you think about what you want to say to your boss as you’re walking down the hall to speak to her. But there are many other instances when writing things down, or capturing them in some external way, can give a tremendous boost to productive output and thinking.

  Capturing Your Ideas

  Over the last few decades, a number of graphics-oriented brainstorming techniques have been introduced to help develop creative thinking about projects and topics. They’ve been called things like mind-mapping, clustering, patterning, webbing, and fish-boning. Although the authors of these various processes may portray them as being different from one another, for most of us end-users the basic premise remains the same: give yourself permission to capture and express any idea, and then later on figure out how it fits in and what to do with it. If nothing else (and there is plenty of “else”), this practice adds to your efficiency—when you have the idea, you grab it, which means you won’t have to go “have the idea” again.

  The most popular of these techniques is called mindmapping, a name coined by Tony Buzan, a British researcher in brain functioning, to label this process of brainstorming ideas onto a graphic format. In mind-mapping, the core idea is presented in the center, with associated ideas growing out in a somewhat free-form fashion around it. For instance, if I found out that I had to move my office, I might think about computers, changing my business cards, all the connections I’d have to change, new furniture, moving the phones, purging and packing, and so on. If I captured these thoughts graphically it might start to look something like this:

  You could do this kind of mind-mapping on Post-its that could be stuck on a whiteboard, or you could input ideas into a word processor or outlining program on the computer.

  Distributed Cognition

  The great thing about external brainstorming is that in addition to capturing your original ideas, it can help generate many new ones that might not have occurred to you if you didn’t have a mechanism to hold your thoughts and continually reflect them back to you. It’s as if your mind were to say, “Look, I’m only going to give you as many ideas as you feel you can effectively use. If you’re not collecting them in some trusted way, I won’t give you that many. But if you’re actually doing something with the ideas—even if it’s just recording them for later evaluation—then here, have a bunch! And, oh wow! That reminds me of another one, and another,” etc.

  Nothing is more dangerous than an idea when it is the only one you have.

  —Emile Chartier

  Psychologists are beginning to label this and similar processes “distributed cognition.” It’s getting things out of your head and into objective, reviewable formats. But my English teacher in high school didn’t have to know about the theory to give me the key: “David,” he said, “you’re going to college, and you’re going to be writing papers. Write all your notes and quotes on separate three-by-five cards. Then, when you get ready to organize your thinking, just spread them all out on the floor, see the structure, and figure out what you’re missing.” Mr. Edmund son was teaching me a major piece of the natural planning model!

  Only he who handles his ideas lightly is master of his ideas, and only he who is master of his ideas is not enslaved by them.

  —Lin Yutang

  Few people can hold their focus on a topic for more than a couple of minutes, without some objective structure and tool or trigger to help them. Pick a big project you have going right now and just try to think of nothing else for more than sixty seconds. This is pretty hard to do unless you have a pen and paper in hand and use those “cognitive artifacts” as the anchor for your ideas. Then you can stay with it for hours. That’s why good thinking can happen while you’re working on a computer document about a project, mind-mapping it on a legal pad or on a paper tablecloth in a hip restaurant, or just having a meeting about it with other people in a room that allows you to hold the context (a whiteboard with nice wet markers really helps there, too).

  Brainstorming Keys

  Many techniques can be used to facilitate brainstorming and out-of-the-box thinking. The basics principles, however, can be summed up as follows:

  • Don’t judge, challenge, evaluate, or criticize.

  • Go for quantity, not quality.

  • Put analysis and organization in the background.

  Don’t Judge, Challenge, Evaluate, or Criticize It’s easy for the unnatural planning model to rear its ugly head in brainstorming, making people jump to premature evaluations and critiques of ideas. If you care even slightly about what a critic thinks, you’ll censure your expressive process as you look for the “right” thing to say. There’s a very subtle distinction between keeping brainstorming on target with the topic and stifling the creative process. It’s also important that brainstorming be put into the overall context of the planning process, because if you think you’re doing it just for its own sake, it can seem trite and inappropriately off course. If
you can understand it instead as something you’re doing right now, for a certain period, before you move toward a resolution at the end, you’ll feel more comfortable giving this part of the process its due.

  A good way to find out what something might be is to uncover all the things it’s probably not.

  This is not to suggest that you should shut off critical thinking, though—everything ought to be fair game at this stage. It’s just wise to understand what kinds of thoughts you’re having and to park them for use in the most appropriate way. The primary criterion must be expansion, not contraction.

  Go for Quantity, Not Quality Going for quantity keeps your thinking expansive. Often you won’t know what’s a good idea until you have it. And sometimes you’ll realize it’s a good idea, or the germ of one, only later on. You know how shopping at a big store with lots of options lets you feel comfortable about your choice? The same holds true for project thinking. The greater the volume of thoughts you have to work with, the better the context you can create for developing options and trusting your choices.

  Put Analysis and Organization in the Background Analysis and evaluation and organization of your thoughts should be given as free a rein as creative out-of-the-box thinking. But in the brainstorming phase, this critical activity should not be the driver.