Got Started? Got Stuck? Got a Huge Pile?
GTD and Total, Relaxed Organization (TRO) teach simple processes for relaxed control of your tasks AND the stuff that accumulates in your life.
However, it’s common to read David Allen’s great book, collect everything to a massive “Inbox,” and get stuck. This can also happen to TRO trainees if their Self Training is interrupted or technical glitches crop up.
Whether it’s due to uncertainty or interruptions, that huge pile looms and weighs on your mind. What do you do?
Real Life Situation
One client wrote:
I have been using a loosely GTD-oriented philosophy that doesn’t work. The fact that I have adult ADD makes external organization critical. My work is highly interrupt oriented and customer/management driven with both day and overnight travel.
I purchased Total, Relaxed Organization self-training with 21 Day coaching and downloaded the Quick Start. I knew from the start that even the 3 Day Training schedule (2-3 hours per day) was ambitious. However, with a break in my schedule (I thought), I scheduled it.
Unexpected interruptions and job overruns prevented me from finishing. It is now a week after I should have finished, but I have only worked up to Chapter 8. There are still some shelves, drawers and file cabinets that I believe have 98% reference material that should be cleaned or “collected” but the basic collection work outlined in Ch 6, 7 is done.
Now I have new travel scheduled, so it looks like the next “free” day I will have to work on the Training is several weeks away. What can you suggest to boost both my morale and my productivity? And thanks. (Details revised for privacy.)
As a coach, I asked a few questions about this client’s work situation. Her boss is generally supportive, but re-channeling her workload isn’t an option. Bottom line: she needs a way to finish in spite of the interruptions.
Relax, It’s Not a Big Problem
Fortunately, a temporary impasse doesn’t have to be catastrophic.
Good news #1: With appropriate, step-by-step details you can easily set down TRO training (or even a GTD transition) and pick it back up. You just have to follow a few simple guidelines.
Good news #2: Expert backup is available on short notice. In other words, you can always “call in the cavalry” to save the day. Read on.
General Guidelines
First, the guidelines you need to follow to get through a stalled training:
Guideline #1: Eliminate uncertainty with clear, step-by-step details. Many books lack the complete blueprint. How do you process a file cabinet of mixed resource items and potential tasks? You need to know, either from a guidebook or an expert. The TRO Field Guide is one good solution for GTDers and TROers. A good coach will do the same.
Guideline #2: Get everything poised and ready to go. Set up your file systems, office supplies, etc. This prepares you for progress in spite of interruptions. If you’re using the TRO Field Guide this is found in Chapters 1-8. You can chip away at this in small chunks until you are ready.
Guideline #3: All stuff is not created equal. Don’t collect it into one big pile when you first start out! Place in a separate pile what you need to handle in the short term (2-3 weeks). Work out of that pile using your old habits until you can finish learning your new “processing” habits.
Guideline #4: When you learn your “processing” habits, start with the short-term pile. This gets the time-critical items on your lists first. The whole learning process becomes less stressful.
With this foundation firmly in place, you can forge a battle plan to finish your training.
Specific Options
Choose All that Apply
This client’s job takes her out of the office frequently. This may actually help! What does she do in the off hours while she’s on the road?
Option #1: Do it on the road. Do you do all your “processing” inside your regular office? Is your PC portable (a laptop)? If so, establish a portable office and do your work on the road (or some of it). This lets you do the paper and electronic processing where you won’t be interrupted. See Chapter 18 in the Field Guide for details on setting up your portable office. The recommended plastic project folders replace your desk trays, or are temporary extensions of them. This gives you everything you need to “process” while you’re away.
The next option is possible because clear, step-by-step instructions make training more interruptible. You can always bookmark your place and continue later:
Option #2: Do it at work anyway, but in smaller chunks. When the first lull of 45 minutes or more comes at work, dive in. With step-by-step instructions and concrete examples to follow (as you have in the Field Guide), getting interrupted in the training isn’t a big deal. (“Processing” takes under two minutes per item when you’ve got it down, so it is inherently interruptible.) Still, try to manage those interruptions as best you can. When you start your “processing” practice sessions, try to keep the first 90 minutes of that session intact. This helps good habits develop from the start.
Finally, this client’s personal schedule has some evening down time, and self-help is a relaxing hobby. That can be used to your advantage:
Option #3: Bite the bullet and let the training extend into nights and weekends. Can you be at work during those times? Since you’re off the clock, you should be able to insist on no interruptions during those hours.
Or Call in the Cavalry
If it still seems daunting or won’t work, your best option is actually the easiest and fastest:
Option #4: Take vacation time and rely on expert help. Schedule one day of vacation time or a half day plus an evening and get an expert coach on board. It’s cheaper than you might think. Effective coaches can adjust their schedule to yours, and they can go right to the heart of what you need to learn in your current situation. With the right coach, fast training is assured, the approach is customized for you, and intense technical support may even be included to deal with device and software issues so you concentrate on learning your new habits. No further preparation or study is necessary when you bring in an effective coach.
Coaching Methods
Remote Training happens via phone, Internet remote connect, and digital pictures of your office, and it puts you in control with minimal preparation (just Chapters 1-4 of the Field Guide). Since executives and professionals can’t afford days of preparation and down time, On-Site Training happens in 7 hours in your own office.
Both methods include 21 working days of coach accountability and follow-up after the initial training, via email and phone. This ensures correct, permanent habits.
Relief Is Inevitable
Whichever option(s) you choose, relax and enjoy the journey. It is still doable! Follow sound principles, make a plan that fits your situation, persevere, and your time and task relief is inevitable.
