GettingThings Done. The Art of Stress-Free Productivity

Setting Up Meetings Often, progress will be made on project thinking when you set up a meeting with the people you'd like to have involved in the brainstorming. That usually means sending an e-mail to the whole group or to an assistant to get it calendared, or making a phone call to the first person to nail down a time.

One of the greatest blocks to organizational productivity is the lack of decision by a senior person about the necessity of a meeting, and with whom, to move an important issue forward.

Gathering Information Sometimes the next task on project thinking is to gather more data. Maybe you need to talk to someone to get his or her input ("Call Bill re his thoughts on the managers' meeting"). Or you need to look through the files you just inherited from last year's conference ("Review Associate Conference archive files"). Or you want to surf the Web to get a sense of what's happening "out there" on a new topic you're exploring ("R&D search firms for sales executives").

Random Project Thinking

Don't lose any ideas about projects that could potentially be useful. Many times you'll think of something you don't want to forget when you're a place that has nothing to do with the project. You're driving to the store, for example, and you think of a great way that you might want to start off the next staff meeting. Or you're stir-ring the spaghetti sauce in the kitchen and it occurs to you that you might want to give out nice tote bags to participants in the upcoming conference. Or you're watching the evening news when you suddenly remember another key person you might want to include in the advisory council you're putting together.

If these aren't specifically next actions that can go directly on your action lists, you'll still need to capture and organize them somewhere that makes sense. Of course the most critical tools for ensuring that nothing gets lost is your collection system—your in-basket, pad, and paper (or equivalents) at work and at home, and in a portable version (an index card) while you're out and about. You need to hold all your ideas until you later decide what to do with them.

Tools and Structures That Support Project Thinking

No matter at what level project ideas show up, it's great to have good tools always close at hand for capturing them as they occur. Once they've been captured, it's useful to have access to them whenever you need to refer to them.

Thinking Tools

One of the great secrets to getting ideas and increasing your productivity is utilizing the function-follows-form phenomenon — great tools can trigger good thinking. (I've come up with some of my most productive thoughts when playing with my Palm organizer in an airport, waiting for a flight!)

Luck affects everything. Let your hook always be cast; in the stream where you least expect it there will be a fish.

If you aren't writing anything down, it's extremely difficult to stay focused on anything for more than a few minutes, especially if you're by yourself. But when you utilize physical tools to keep your thinking anchored, you can stay engaged constructively for hours.

Writing Instruments

Keep good writing tools around all the time so you never have any unconscious resistance to thinking due to not having anything to capture it with. If I don't have something to write with, I can sense that I'm not as comfortable letting myself think about projects and situations.

Function often follows form. Give yourself a context for capturing thoughts, and thoughts will occur that you don't yet know you have.

Conversely, I have done some great thinking and planning at times just because I wanted to use my nice-looking, smooth-writing ballpoint pen! You may not be inspired by cool gear like I am, but if you are, do yourself a favor and invest in quality writing tools.

I also suggest that you keep nice ballpoint pens at the stations where you're likely to want to take notes—particularly near the phones around your house.

Paper and Pads

In addition to writing tools, you should always have functional pads of paper close at hand. Legal pads work well because you can easily tear off pages with ideas and notes and toss them into your in-basket until you get a chance to process them. Also you will often want to keep some of your informal mind-maps, and you can put those separate pieces of paper in appropriate file folders without having to rewrite them.

Where is your closest pad? Keep it closer.