OmniFocus is a GTD inspired productivity application for Mac. When I visit the OmniFocus discussion boards, at fairly regular intervals someone will ask, “But why can’t you Omni guys incorporate a way to assign priority to action items?” and an argument promptly ensues. GTD folks try to explain why that just doesn’t make sense. Others work to advance the idea that rating the priority of action items is essential.

From the Getting Things Done perspective you don’t want to assign “priority” to action items on the front end for a couple of reasons. The first is that priority always depends on the constellation of situations at hand. From a GTD view you just can’t decide priority in a vacuum. To the question, “What is the priority?” the question that needs to be asked to answer it is “…the  priority in what context?” When you know more about the the given situation in the moment, the priority becomes clear.

When you do try to assign priority to action items on the front end, you’re apt to run into the following problem. As soon as a couple of variables shift, as they are guaranteed to do, it will alter the array of possibilities. So lots of the action items you have rated at given priority levels are going to change. And when they do, then you’re busy re-prioritizing all those items. You finish and brush the dust off your hands, breathing a sigh of relief. Then another change pops up and your priority labels are inaccurate all over again. I lived through doing this re-prioritizing hamster wheel in the early 90’s and ended up dropping the practice. Looking at the on the ground practice, GTD suggests that priority makes a lot more sense to assess when you know the complete context of the given moment.

What You Need to Know

So what details do you need to know? First, what is the context? Where are you, and what tools you have at your disposal? Examples are at the computer, @computer; at the computer and hooked up to internet service, @computer: online; talking with my spouse, @Erin in my case; at the hardware store, @cavernous box store, etc. Unlike priority, context is something that makes sense to decide on the front end. If you know you want an avocado, you likely know where you’re going to want to buy it. If you have an email to send, you know where you’re likely to send it from. So deciding the context of each item on the front end and writing them down makes sense. Here’s another reason.

As I’ll discuss further in an upcoming post, our brains just aren’t good at carrying around that kind information, or more accurately, they aren’t good at retrieving it when we want it. It either will clog up our psychic RAM and take up valuable processing space, or it will be relegated to long term memory. Unfortunately the way our cranial long term storage works depends on cues that may or may not come to mind at the moment we need them. So writing down next actions and the contexts we know we’ll do them in, or digitally recording them, will make the best use of how our brains work. This in turn will ensure that when we leave the grocery store, for instance, we’ll have all the things we need, not just the ones that happened to be triggered by internal and external (grocery store visual input) cues that happen onto our mental scene.

The other two variables you’ll want to take into account before deciding on priority are the time available, and energy available. One of the strengths of Getting Things Done is the way that it seizes all sorts of strange little windows of time, and distills those into moments of productivity. They’re usually moments that we wouldn’t get much out of in any case. Sitting waiting for Super Lube to finish up their signature service on my wagon doesn’t usually leave me with any rewarding sense of satisfaction. On the other hand if I have the gut sense that just sitting and being present in the moment as I wait for them to pronounce me ready for checkout is a priority, then I could go for that option. If I do go with getting something done, that is work that won’t need to be done later, leaving you that much closer to the GTD goal of “having nothing on your mind”.

Sift Out Context

So let’s put it all together. Rather than making our decisions about what to do based on predetermined priorities that are likely to change like specks in a kaleidoscope anyway, GTD suggests that we use four criteria to decide:

1. Context
2. Time available
3. Energy Available
4. Priority
Using all four requires looking at context in the moment—where we are and what tools we have—and assessing time and energy available on the fly. Only then are we able to use our brain’s strength, intuition, or gut if you prefer, to assess what the priority might be given the circumstances consisting of the prior three criteria in our list. I use context, time available, and energy available as a sieve to sift out what can be done in this weird little window of a few minutes. Only after I’ve looked at these three can I determine what is the priority for right now, the present moment.

Say I’m sitting in the shoe store waiting for the shoe salesman at 6:17. I’ve got my phone and my notepad with me with some notes from this afternoon’s meeting. I’m not going to listen voicemails because the salesman might come striding up and interrupt me in the middle of a message, and I’d just have to listen to it again later—time wasted. I open my email program on my phone and take a gander, and there’s that email I still need to respond to. I’m too fried to think about the details clearly now. The meeting this afternoon didn’t have anything urgent in it. Plus it will be more efficient to pull next actions out of my notes when I have a legal pad in front of me. Not very convenient to do here. I also could look over my calendar to review upcoming meetings and deadlines. I could do some minor deck clearing by deleting any emails that don’t contain any info I need to access or file. Based on intuition and the relatively similar priority. I decide to go with reviewing my calendar.

Going with Your Gut

Now these little windows are often easier to decide what to do with than larger swaths of time. But the small window of time serves as a nice example, keeping the process front and center. For some this post was review, which is often good in any case. For others this will clarify the nature of how GTD triangulates priority by using your brain’s crowning skill, on the ground intuition. So letting your gut lead you doesn’t have to mean that it’s been too long since you’ve been to the gym. Instead it can mean using your brain in a manner that enhances its strengths and shores up those areas it just does better with support, keeping you moving on the path toward effortless productivity.

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As you know, in implementing GTD a fair number of people are going to fall off the wagon before they experience the sustained payoffs of effortless productivity. What separates those who fizzle out from those who go the distance? From a cognitive science perspective, the answer is pretty straight forward. The people who succeed, whether or not they are aware they’re doing it, tap into the power of honoring how the mind actually functions.

I’ve heard David Allen use an insightful phrase about a specific GTD technique. I’m not sure if he’s used it to reference GTD as a whole (let me know in the comments if you know). But I certainly think it applies: “…it is both easier, and more difficult than you would expect.” A combination of ancient wisdom and modern experimental psychology gives us a fascinating view into why GTD is paradoxically both easier and more difficult than you’d expect. And it involves elephants and their riders. It can be challenging to entertain at first, but once you get the hang of it, it can help you implement GTD. It can also do the same with any other worthwhile set of skills that takes sustained effort to learn.

The Elephant and Rider

If you’ve ever resolved to do something, and really meant it, and then found yourself not following through despite your best intentions, you’re already familiar with how this works. We have a tendency to think of our mind as if it is a unified whole. But as Jonathan Haidt points out in his extraordinary book “The Happiness Hypothesis” , the ancients were ahead of their time in realizing that the mind is not unitary at all. And cognitive and social psychology have experimentally confirmed this early wisdom. Rather than unitary our minds are much more like a rider on an elephant. The rider is the conscious part of our mind, and he is quite small compared to the huge animal he rides; just as the conscious part of our mind is dwarfed the the majority of our mind that operates outside of conscious awareness.

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GTD asks us to do a lot of of writing. It encourages us to write as we brainstorm, even on a cocktail napkin if necessary. It suggests we identify next actions in writing, and it even recommends we carry around something to capture thoughts and To Do ideas (next actions & projects) with everywhere we go. If we’re going to do all this writing it might be worth reflecting a moment on why it’s so worthwhile to do.

The Limit

There’s a reason we have blackboards in classrooms, white boards in conference rooms and why I will go to great lengths to make sure I have a white board in any consulting room where I do coaching or therapy. You’ve likely heard of the famous 7 plus or minus 2  chunks of information that we’re able to hold in working memory at any one time. Because of the upper-limit to our cognitive capacities, our speaking and auditory capabilities top out at roughly one thread at a time. That’s it. One. That one thread can move more or less quickly, but we can’t speak in several parallel threads at once. We also can’t listen accurately to several conversations at once. We can switch back and forth among them rapidly and catch the gist of them, but it is rapid switching rather than really doing more that one at a time. Our limited working memory also sets the boundaries of the complexity of thoughts that we can hold in mind. That is unless we cheat a bit. Here are two major ways we can cheat and feel good about it:

Parallel Processing

Here is where the writing comes in. Writing acts as extra-somatic memory—memory that resides outside the body. Let’s say I have a client that is trying to figure out what might be causing her child’s tantrums. So I ask her to tell me about a specific instance, which is where we usually start. As she tells me about the tantrum I begin sketching out a diagram of what she’s describing up on the whiteboard. It might start out with the phrase “Zoo Tantrum” in the middle, circled. As she cites possible contributing factors, several lines begin jutting out, each with a another phrase, such as “overstimulated”; “low on food”; “feeling jealous” about what his sibling ordered for lunch that he wished he’d ordered; and even reasons like the child having a “temperament” that makes him more prone to irritability in stressful circumstances.

With the diagram on the board, my client is able to shuttle back and forth from each of those ideas to represent all of them mentally, sometimes side by side, sometimes one after another, creating a sort of parallel processing—representing several ideas virtually at once. Or at least quickly enough that they can all be juggled in rapid succession to make comparisons that it would not be possible to make nearly as quickly if we were limited only to talking about those same ideas. My clients often find looking at a diagram of their problem so compelling that they jump out of their seat, needing no invitation, and start adding to the diagram. It is almost as if they can’t stay seated because the power of the ideas being generated is just too much to merely talk about. So writing things down has an effect that is a lot like adding a giant chunk of RAM to your computer, and very inexpensive RAM at that, which enables a powerful kind of parallel processing.

Freeing up RAM, by Using Your Hard Drive for Storage

The next piece is more widely known, but still well worth looking our attention. Our 3 x 5 notecard, our Outlook plugin, or the note we take on our phone, all function as extra-somatic memory in a another important way. This sort of memory is a bit more like computer storage, such as your hard drive on your PC, or the storage space on your mp3 player. David Allen has made the following metaphor a centerpiece of GTD: Offload information from your mental RAM so that it is freed up for other tasks like creativity and flexible thinking. That notepad or hipster PDA  you’ve got in your purse is functioning as a hard drive. If you get the info out of your RAM and onto your hard drive, you don’t have to keep using up your valuable, much less available RAM space, your working memory, to keep the ideas represented. So if writing to enhance thinking was like artificially extending (remember we’re cheating here) your RAM capacity—how much brute RAM you have to work with; this storage idea is more like making sure not to clutter whatever capacity of RAM you have in the first place with information that could easily be kept somewhere else.

Well why can’t we just jot things down once we get home or just do so every once in a while? That is the brilliance of GTD’s admonition to practice “ubiquitous capture”, always having some way to record those thoughts immediately, by the bedside, in the car, at the grocery store. One of the first authors whose work I fell in love with used to practice exactly this skill of ubiquitous capture. John Steinbeck used to carry a small notepad with him everywhere he went, and furiously jotted down notes in all kinds of circumstances. He had even been known to interrupt a romantic interlude, yes, that’s what I mean, to jot down a thought or image that he didn’t want to lose. Now I don’t think you have to make ubiquitous capture quite that ubiquitous, but the sheer dedication that Steinbeck had to capturing valuable thoughts, I think, makes a memorable example. I’m sure his lover at the time found it memorable too. This is also a reminder that being really smart doesn’t obviate having to write things down. Brilliant people like Steinbeck know the value of cheating, and it actually enabled his brilliance to flower as it did.

So all those little ideas that you’ve got zipping around like so many gnats add up and clog up your RAM. Of course the actual functioning of the brain is more complex than our RAM analogy. The miscellaneous To Dos and responsibilities aren’t just taking up RAM, they actually require using up additional cognitive resources, for instance executive function, which Oliver Starr previously posted about, to shift our attention around like a spotlight onto what we’re trying to keep track of. But for our purposes, offloading those ideas and images immediately leaves you with only the single idea, “check my ‘trusted system’” to keep track of, rather than the myriad details we would have buzzing around otherwise.

Finally it is worth giving a nod to how much writing  has affected the lot of humankind. Most of the conveniences we have today would not be around if it weren’t for this special bit of extra-somatic memory, which science, much of art, and so many of our greatest achievements rest upon—and which we usually take for granted. And now that we’ve got access to this ability to cheat, not just with pen and ink, but with an array of digital devices as well; when we choose not to write it down, voice note it, etc we’re choosing to toss away a giant chunk of our exceedingly valuable RAM. So next time you do a little paper and pencil brainstorming, send yourself an email, or draw a diagram so you can understand something better; take a second to remember what those little tools are doing for you. That extra RAM is there for the taking. Grab extra RAM more often. It’s darn close to free.

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As an editor, one of my great pleasures of my work is getting the opportunity to work with other writers.  It’s even better when I get to introduce a fellow author to an audience that I am confident will find the new author’s work to be interesting, informative, useful and sometimes of profound personal relevance.  Such is the case with the author I’m introducing here today.  Please meet GTDtimes’ newest contributor Michael Gorsline, M.A.

Michael has spent the last 15 years helping parents, children and individuals make life more rewarding. He holds a masters degree in counseling psychology, and has a private practice called Enjoy Parenting Again, where he’s a Parent Coach and Child and Family Therapist. Beyond practicing parent coaching and family therapy, he assists parents and other clients in reducing stressor spillover from areas such as work, bill paying, and household management into the parts of their lives they enjoy most; their relationships and their passions. It goes without saying that road-tested GTD skills are what he draws on most frequently in this work. He is an avid reader in the areas of neuroscience and cognitive psychology. Michael also does frequent speaking engagements, and is an avid blogger at Awareness  Connection. He lives with his wife and daughter in Portland, Oregon.

Michael will be writing primarily about the cognitive aspects of GTD as well as the ways in which the application of GTD principals can help families to work together more effectively, accomplish more in less time,  and as a result find more time to do the things they enjoy most of all.  I am pleased to welcome Michael to our distinguished list of GTDtimes contributors and hope that you’ll join me in welcoming Michael on board.  Be sure to check out his inaugural post: Life’s Second Task which will be posted to the site shortly.

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As a Parent Coach and Family Therapist I spend a lot of time helping people everything from troubleshooting how to get kids to bed, to how to help dinner time go smoothly, to how to give an effective timeout when it is needed.  I also help with teaching principles about relationships. For instance, how to share control  in areas where you don’t need it as parent so that when you really do need it, kids will be willing to follow your lead. I also help clients with common therapy related skills like developing a deeper understanding of themselves or learning some self-empathy skills. Parents get a lot out of these skills. These skills create profound changes in people’s lives, yet I discovered that there seems to be a ceiling that clients  bump up against,  limiting their growth as parents.

My supervisor in grad school, a very wise and seasoned psychologist, had a knack for capturing the essence of life and of therapy by dividing things into three “baskets”. Here was what became the most important of them to me:

We have Three Primary Tasks in Life. If we’re good at these three we are successful and happy. Here they are:

1) Get along

2) Get things done

3) Self-soothe (manage our emotions)

They sound really simple and straightforward, don’t they?  I find it amusing looking back that I had no idea as a graduate student that number two was the name of a program which was on the cusp of becoming huge and which I’d one day being blogging about.

A lot of what I did with parent coaching and family therapy boiled down to the first and the last, getting along, and self-soothing, as well as teaching kids to do those same two. Those are truly important.  And they are of course much more complex than they appear at first glance, otherwise we wouldn’t call them life tasks. What I’ve discovered over the years though is that when I do nothing but helping with getting along and self-soothing, many parents hit that ceiling I mentioned. That’s because helping them with getting things done was a gaping hole that I was missing.

Too many therapists focus exclusively, by the nature of their profession, on numbers 1 and 3. And they just expect that clients either do or do not know how to get things done. They just don’t really see getting things done-skills as a task they ought to help with. But much like there are parenting skills such as the art of sharing control that in retrospect look like just common sense, there are Getting Things Done skills that are the same. That’s how we know they’re powerful. They are effective, and once you know them and practice them you get an illusory “Hey I knew that all along” feeling. David Allen has a term for that. He calls it advanced common sense .  Social psychologists refer it as hindsight bias.

What I’ve found is that parents, and all my other clients, including kids struggling in school, benefit from learning the skills from number two basket, Getting Things Done. I’m glad to have stretched the therapy model a bit, as many other therapists are doing now, to incorporate coaching on Getting Things Done. Because I would sure hate to have missed the opportunity to see families push past that ceiling by offering practical, easy-to-use GTD skills for accomplishing life’s second, and too often, overlooked  task.

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