The best place to succeed is where yon are with what yon have.
— Charles
Getting things done, and feeling good about it, means being willing to recognize, acknowledge, and appropriately manage all the things that have your consciousness engaged. Mastering the art of stress-free productivity requires it.
Working from the Bottom Up
In order to create productive alignment in your life, you could quite reasonably start with a clarification from the top down. Decide why you're on the planet. Figure out what kind of life and work and life-style would best allow you to fulfill that contract. What kind of job and personal relationships would support that direction? What key things would you need to put in place and make happen right now, and what could you do physically as soon as possible, to kick-start each of those?
You're never lacking in opportunities to clarify your priorities at any level. Pay attention to which horizon is calling you.
In truth, you can approach your priorities from
any level, at any time. I always have something that could do constructively to enhance my awareness and focus on each level. I'm never lacking in more visions to elaborate, goals to reassess, projects to identify or create, or actions to decide on. The trick is to learn to pay attention to the ones you need to at the appropriate time, to keep you and your systems in balance.
Because everything will ultimately be driven by the priorities of the level above it, any formulation of your priorities would obviously most efficiently begin at the top. For example, if you spend time prioritizing your work and then later discover that it's not the work you think you ought to be doing, you may have "wasted" time and energy that could have been better spent defining the next job you really want. The problem is that without a sense of control at the implementation levels (current projects and actions), and without inner trust in your own ability to manage those levels appropriately, trying to manage yourself from the top down often creates frustration.
From a practical perspective, I suggest going from the bottom up instead. I've coached people from both directions, and in terms of lasting value, I can honestly say that getting someone in control of the details of his or her current physical world, and then elevating the focus from there, has never missed.
Trying to manage from the top down, when the bottom is out of control, may be the least effective approach.
The primary reason to work from this bottom-up direction is that it clears the psychic decks to begin with, allowing your creative attention to focus on the more meaningful and elusive visions that you may need to challenge yourself to identify. Also, this particular method has a high degree of flexibility and freedom, and it includes a thinking and organizing practice that is universal and effective no matter what it's focused on. That makes it worth learning, no matter what the actual content you're dealing with at the moment may be. Change your mind, and this process will help you adjust with maximum speed. And knowing that you have that ability will give you permission to play a bigger game. It's truly empowering.
While the "50,000-foot level" is obviously the most important context within which to set priorities, experience has shown me that when we understand and implement all the levels of work in which we are engaged, especially the runway and 10,000-foot levels, we gain greater freedom and resources to do the bigger work that we're all about. Although a bottom-up approach is not a key conceptual priority, from a practical perspective it's a critical factor in achieving a balanced, productive, and comfortable life.
Runway The first thing to do is make sure your action lists are complete, which in itself can be quite a task. Those who focus on gathering and objectifying all of those items discover that there are many they've forgotten, misplaced, or just not recognized.
Aside from your calendar, if you don't have at least fifty next actions and waiting-fors, including all the agendas for people and meetings, I would be skeptical about whether you really had all of them. If you've followed through rigorously with the steps and suggestions in part 2, though, you may have them already. If not, and you do want to get this level up-to-date, set aside some time to work through chapters 4 through 6 in real implementation mode.
When you've finished getting this level of control current, you'll automatically have a more grounded sense of immediate priorities, which is almost impossible to achieve otherwise.
10,000 Feet Finalize your "Projects" list. Does it truly capture all the commitments you have that will require more than one action to get done? That will define the boundaries of the kind of week-to-week operational world you're in and allow you to relax your thinking for longer intervals.
Taking the inventory of your current work at all levels will automatically produce greater focus, alignment, and sense of priorities.
If you make a complete list of all of the things you want to have happen in your life and work at this level, you'll discover that there are actions you need to do that you hadn't realized. Just creating this objective inventory will give you a firmer basis on which to make decisions about what to do when you have discretionary time. Invariably when people get their "Projects" list up-to-date, they discover there are several things that could be done readily to move things they care about forward.
Very few people have this clear data defined and available to themselves in some objective form. Before any discussion about what should be done this afternoon can take place, this information must be at hand.
Again, if you've been putting into practice the methodology of Getting Things Done, your "Projects" list will be where it needs to be. For most of our coaching clients, it takes ten to fifteen hours of collecting, processing, and organizing to get to the point of trusting the thoroughness of their inventory.
20,000 Feet This is the level of "current job responsibilities." What are the "hats" you wear? Professionally, this would relate to your current position and work. Personally, it would include the roles you've taken on in your family, in your community, and of course with yourself as a functioning person.
You may have some of these roles already defined and written out. If you've recently taken a new position and there's an agreement or contract about your areas of responsibility, that would certainly be a good start. If you've done any kind of personal goal-setting and values-clarifying exercises in the past and still have any materials you created then, add those to the mix.
Next I recommend that you make and keep a list called "Areas of Focus." You might like to separate this into "Professional" and "Personal" sublists, in which case you'll want to use them both equally for a consistent review This is one of the most useful checklists you can create for your own self-management. It won't require the kind of once-a-week recalibration that the "Projects" list will; more likely it will have meaning on a longer recursion cycle. Depending on the speed of change in some of the more important areas of your life and work, this should be used as a trigger for potential new projects every one to three months.
If you're not totally sure what your job is, it will always feel overwhelming.
You probably have somewhere between four and seven key areas of responsibility in your work, and a similar number person-ally. Your job may include things like staff development, systems design, long-range planning, administrative support, marketing, and scheduling, or responsibility for facilities, fulfillment, quality control, asset management, and so on. If you're your own business, your attention will be on many more areas than if you have a very specialized function in a large organization. The rest of your life might entail areas of focus such as parenting, partnering, church, health, community service, home management, financial management, self-development, creative expression, and so forth.