{"id":15733,"date":"2017-02-21T10:30:12","date_gmt":"2017-02-21T18:30:12","guid":{"rendered":"https:\/\/gettingthingsdone.com\/?p=15733"},"modified":"2025-05-09T21:04:54","modified_gmt":"2025-05-10T04:04:54","slug":"episode-27-gtd-keys-to-clarifying","status":"publish","type":"post","link":"https:\/\/gettingthingsdone.com\/2017\/02\/episode-27-gtd-keys-to-clarifying\/","title":{"rendered":"Episode #27: GTD Keys to Clarifying"},"content":{"rendered":"<p>In this speech excerpt, David Allen shares the GTD\u00ae keys to clarifying your work.<\/p>\n<h2>Listen Now<\/h2>\n<div id=\"video-container\"><iframe style=\"border: none;\" src=\"\/\/html5-player.libsyn.com\/embed\/episode\/id\/5102087\/height\/360\/width\/640\/theme\/standard\/direction\/no\/autoplay\/no\/autonext\/no\/thumbnail\/yes\/preload\/no\/no_addthis\/no\/\" width=\"640\" height=\"360\" scrolling=\"no\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/div>\n<h2><\/h2>\n<h2><\/h2>\n<h2>Subscribe or Download<\/h2>\n<p><a href=\"https:\/\/itunes.apple.com\/us\/podcast\/getthing-things-done\/id999098861\" target=\"_blank\" rel=\"noopener noreferrer\">iTunes<\/a><br \/>\n<a href=\"http:\/\/www.stitcher.com\/s?fid=66868&amp;refid=stpr\" target=\"_blank\" rel=\"noopener noreferrer\">Stitcher<\/a><br \/>\n<a href=\"https:\/\/gettingthingsdone.libsyn.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">Libsyn<\/a><br \/>\n<a href=\"https:\/\/play.google.com\/music\/m\/If5n66lnvvompn4q7yqu4cqxax4?t=Getting_Things_Done\" target=\"_blank\" rel=\"noopener noreferrer\">Google Play Music<\/a><br \/>\n<a href=\"https:\/\/open.spotify.com\/show\/21mSaFgOhfR7TT8MKxF41n\" target=\"_blank\" rel=\"noopener noreferrer\">Spotify<\/a><br \/>\n<a href=\"https:\/\/soundcloud.com\/user-697578497\/tracks\" target=\"_blank\" rel=\"noopener noreferrer\">SoundCloud<\/a><\/p>\n<h2>Podcast Transcript<\/h2>\n<p>GETTING THINGS DONE Episode #27: GTD Keys to Clarifying<\/p>\n<p>DAVID ALLEN: The late and great Peter Drucker, the great management guru in the U.S., he would caution all of you as knowledge workers that your biggest task is defining what your work is, defining your work, because your work is not self-evident. The e-mail that you\u2019re getting right now while I\u2019m speaking does not tell you what to do about that e-mail; you have to decide that. You have to decide what it means to you. You have to decide, is there something I\u2019m gonna do about that? So you need to clarify the meaning of those things that you wrote down, just like in your kitchen, you clarified: Is this a dirty dish? Is this a clean dish? Is this a spice? Is this good food? You need to decide what these things are that are not where they need to be and on automatic.<\/p>\n<p>So what does <em>what does it mean,<\/em> mean? Well there\u2019s a very simple formula in algorithm about how you determine what these things mean to you, in order to manage them appropriately and to appropriately engaged with them. If I were to sit down with you with your lists, the first thing I\u2019d ask you about the first thing you wrote down, and what exactly is that? That\u2019s kind of a dumb question but sometimes it\u2019s not.<\/p>\n<p>How many of you ever get e-mails from somebody, maybe some department in your company that you\u2019ve been cc\u2019ed on that has six attachments; the blah, blah, the protocol therefore \u2013 the policies and the protocols of therefore and the reds responsiveness and the blah, blah, blah?<\/p>\n<p>Any of you ever add those to the huh pile? You open up and go \u201cHuh!\u201d and close it up. That\u2019s the huh pile. So you need to \u2013 excuse me this is from HR \u2013 what exactly are they asking me to do? What is this? Is it a request, is it information? What is this? I can\u2019t tell you how much stuff I\u2019ve spent thousands of hours, quite literally, not just Malcomb Gladwell\u2019s ten thousand, I have spent 50,000 hours, one on one with the best and brightest on the planet, applying this. You\u2019d be amazed, how much stuff they\u2019ve accumulated that they go, \u201cWhat the hell is this?\u201d It\u2019s theirs! It\u2019s already come through.<\/p>\n<p>Anyway, once you decide what it is, then the next question you need to ask yourself and the question you need to ask yourself about the first thing you wrote down is: Is this something you\u2019re committed to move on? Is it actionable?<\/p>\n<p>There are two optional answers to that question. Anybody guess what those two answers are? I know this is technically rusty \u2013 this is technical stuff, this is deep but stick with me. As simple as this is, most of you have a bunch of stuff lying around in your life and work right now that you have not made that determination. But there\u2019s actually something you\u2019re gonna do about that thing you got about the concert series coming up, or that training program coming up. You haven\u2019t decided.<\/p>\n<p>Now we all get a lot of stuff in our life, by the way, and you know, appropriately, we all get a lot of our site that there\u2019s no action on. There\u2019s three subcategories basically. First of all, there\u2019s trash \u2013 you didn\u2019t need it to begin with or now that you\u2019ve seen it you don\u2019t need it.<\/p>\n<p>Then there are some things \u2013 actually a lot of things, especially in the digital world that you get, e-mails that you get, \u201cThere\u2019s no action on this \u2013 I need to store this.\u201d This is cover your ass stuff, keep track of this, make sure I can find it later on in case I need it. Then there\u2019s reference material.<\/p>\n<p>And then there\u2019s some things you get you go, \u201cHmm, I don\u2019t know yet, I can\u2019t decide. I need to put it on hold.\u201d Incubate. For instance you may hear about a training program coming up in the university here but it\u2019s six weeks away, you\u2019ve got some other pending things, so you can\u2019t decide right now, but you might want to do it if things clear up, so you\u2019d want some sort of reminder later on to rethink that. So \u2013 incubate.<\/p>\n<p>So those are three subcategories of non-actionable things that show up in your ecosystem.<\/p>\n<p>Now, I imagine most of what you wrote down a few minutes ago would probably land on the yes side because they were top of mind things, probably the first thing that you probably thought of. Now if you have an actionable thing, the first question I\u2019m gonna ask you about the first thing you wrote down is: okay, if it\u2019s actionable, what\u2019s the next one? What\u2019s the next physical, visible action you would need to take, if you had nothing else to do in your life but finish the first thing you wrote down? I hope you\u2019re looking at the first thing you wrote down.<\/p>\n<p>First of all, is it an actionable item, yes or no? If it\u2019s not, is it just reference or is it a someday\/maybe \u2013 you might want to later. If you say, \u201cNo, there is something I need to do about that\u201d, I go \u201cWhat?\u201d If you had nothing else to do in your life but get closure on the first thing you wrote down and you walked out of this room and I\u2019m gonna pay you a million eros to start \u2013 where would you go? What would you do? Is it a phone call to make, a website to surf, a conversation to have with your life partner, a document you need to draft or edit? What is it? What\u2019s the very next thing you need to do?<\/p>\n<p>Most of you, by the way, have not written down the next thing to do. You wrote down a thing. You haven\u2019t yet determined what doing looks like and where it happens. You haven\u2019t finished your thinking about it. This is such a key question to build into your DNA.<\/p>\n<p>Wait a minute, what\u2019s the very next thing that would need to happen, if I were gonna move the needle on this thing \u2013 about what it is?<\/p>\n<p>How many of you have already decided what the very next action is? How many of you are playing along with me here? Great! Good for you! Now the first, if I were sitting next to you, I\u2019d say, can you do \u2013 can you actually take that action right now in two minutes or less, and if so, we\u2019d do it right then. Great best practice, once you determine a next action, if you\u2019re ever gonna do it at all, and you can do it in less than two minutes, do it right then, \u2018cause it would take you longer to track it and look at it again then it would be to finish it when it\u2019s in your face.<\/p>\n<p>I have tons of executives that will say, just that one behavior was worth paying me all the money they paid in terms of the extra six months to their life that gives them. This is Teflon. Don\u2019t let that stuff stick around. You folks in a high e-mail environment, 30-40% of your actionable e-mails are less than two minute turnaround, as long as you can type.<\/p>\n<p>Now, if you can\u2019t finish the action in two minutes or you can\u2019t do it here because you need a phone and you don\u2019t want to do that while you\u2019re here, then you need to ask yourself, are you the right person to do this action? And if not, hand it off to whomever is the right person to do this action. Delegate; give it to whoever is a better person to do this.<\/p>\n<p>When we coach senior executives, we have to go warn all of their direct reports that laxative is about to hit their boss\u2019s brain and when I work with them all day, and they generate 62 tasking e-mails that go to their staff, it\u2019s not because they just made those up, it\u2019s because they\u2019re the bottleneck.<\/p>\n<p>Trust me folks, the more senior people are the more constipated. Trust me. \u2018Cause if all you\u2019re doing is cranking widgets, you\u2019re not avoiding stuff, but if you have to implement diversity for 5,000 widget crankers \u2013 later, \u2018cause you haven\u2019t determined the next action on what to do about that big ambiguous thing, and understandably so. Anyway \u2013 delegate, if you can. And that may be I need to hand this to my wife or my husband or my life partner, or I need to hand this to my boss. They need to see this next, or I need to go \u2013 this needs to go over to this department next. Whatever \u2013 so common sense, if the next step is not yours, then move it over.<\/p>\n<p>And then if it\u2019s none of those, meaning it\u2019s an action you need to take, gonna take longer than two minutes, you can\u2019t delegate it to somebody, that\u2019s then what you need to add to your inventory of all the next actions you need to do, as soon as you can do them; calls you need to make, e-mails you need to send, documents you need to draft or edit, website you need to surf, things you need to buy at the hardware store, things you need to talk to your life partner about. That\u2019s then what goes in that inventory. Most of you have about 150 to 220 of those. Actually, as students, I\u2019m not sure. I haven\u2019t worked one on one with that many students; several, but mostly mid to senior level professionals, that\u2019s the amount of volume of current outstanding things that would move the needle or move things forward that they\u2019re committed to finish.<\/p>\n<p>Speaking of which, the other question you needed to ask and answer about the first thing you wrote down is: once you decided the next action, if you take that action will that finish this? Will one action finish this commitment? And if you say, \u201cNo\u201d, then you have a project you need to capture.<\/p>\n<p>What\u2019s the outcome? Hire the assistant, get tires on your car, manage the next vacation or holiday you\u2019re going on. And so we have a very broad definition of project called anything you can\u2019t finish with one action step and that needs to be captured because that\u2019s a critical inventory to stay afloat in your world. What are the things I\u2019m committed to complete out there that one action won\u2019t finish them?<\/p>\n<p>Well most mid to senior level professionals anyway have between 30 and 100 of those projects; get tires on my car, hire the assistant, launch the ad campaign, research a new expansion of my credit line, look into a new mobile phone service \u2013 all that stuff.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>In this speech excerpt, David Allen shares the GTD\u00ae keys to clarifying your work. Listen Now Subscribe or Download iTunes Stitcher Libsyn Google Play Music Spotify SoundCloud Podcast Transcript GETTING THINGS DONE Episode #27: GTD Keys to Clarifying DAVID ALLEN: The late and great Peter Drucker, the great management guru in the U.S., he would &hellip; <\/p>\n<p class=\"link-more\"><a href=\"https:\/\/gettingthingsdone.com\/2017\/02\/episode-27-gtd-keys-to-clarifying\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Episode #27: GTD Keys to Clarifying&#8221;<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":17903,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[27,716,715,32],"tags":[],"class_list":["post-15733","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-david-allen","category-free-resources","category-podcast-2","category-productivity-tips","entry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Episode #27: GTD Keys to Clarifying<\/title>\n<meta name=\"description\" content=\"In this speech excerpt, David Allen shares the GTD\u00ae keys to clarifying your work.\" 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