Too busy to read?

A big problem is that your mind keeps reminding you of things when you can't do anything about them. It has no sense of past or future. That means as soon as you tell yourself that you might need to do something, and store it only in your head, there's a part of you that thinks you should be doing that something all the time. Everything you've told yourself you ought to do, it thinks you should be doing right now. Frankly, as soon as you have two things to do stored only in your mind, you've generated personal failure, because you can't do them both at the same time. This produces a pervasive stress factor whose source can't be pinpointed.

recommend that you always keep an inventory of things that need to be done that require very little mental or creative horsepower. When you're in one of those low-energy states, do those things. Casual reading (magazines, articles, catalogs, Web surfing), contact data that needs to be inputted, file purging, backing up your computer, even just watering your plants and filling your stapler--these are some of the myriad things that you need or want to deal with sometime anyway.

The fact that you can't remember an agreement you made with yourself doesn't mean that you're not holding yourself liable for it. Ask any psychologist how much of a sense of past and future that part of your psyche has, the part that was storing the list you dumped: zero. It's all present tense in there. That means that as soon as you tell yourself that you should do something, if you file it only in your short-term memory, that part of you thinks you should be doing it all the time. And that means that as soon as you've given yourself two things to do, and filed them only in your head, you've created instant and automatic stress and failure, because you can't do them both at once, and that (apparently significant) part of your psyche will continue to hold you accountable.

The Basic Requirements for Managing Commitments Managing commitments well requires the implementation of some basic activities and behaviors: First of all, if it's on your mind, your mind isn't clear. Anything you consider unfinished in any way must be captured in a trusted system outside your mind, or what I call a collection tool, that you know you'll come back to regularly and sort through. Second, you must clarify exactly what your commitment is and decide what you have to do, if anything, to make progress toward fulfilling it. You must use your mind to get things off your mind. Third, once you've decided on all the actions you need to take, you must keep reminders of them organized in a system you review regularly.

Or his emphasis, explained throughout the book, on relying on an "external brain"--that is, tools that can do routine categorizing and remembering for us, from simple folders in which to store receipts to established places in which you will always put keys, glasses, or other things you don't want to hunt for each time.

Because of the way the mind developed, it is brilliant at recognition, but terrible at recall. You can glance at today's calendar and in the course of a few seconds get a coherent sense of the day and its contents and contexts. But you'd have a terrible time trying to recall the contents of the next fourteen days on your calendar merely from memory.

The methods I present here are all based on three key objectives: (1) capturing all the things that might need to get done or have usefulness for you--now, later, someday, big, little, or in between--in a logical and trusted system outside your head and off your mind; (2) directing yourself to make front-end decisions about all of the "inputs" you let into your life so that you will always have a workable inventory of "next actions" that you can implement or renegotiate in the moment; and (3) curating and coordinating all of that content, utilizing the recognition of the multiple levels of commitments with yourself and others you will have at play, at any point in time.

his sensible insistence on developing a "capture" habit, so that you are sure to write down or otherwise record every commitment you make or obligation you accept rather than torture yourself trying to remember them all,

Now write down the very next physical action required to move the situation forward. If you had nothing else to do in your life but get closure on this, what visible action would you take right now? Would you call or text someone? Write an e-mail? Take pen

"What do you want to have happen in this meeting?" "What is the purpose of this form?" "What would the ideal person for this job be able to do?" "What do we want to accomplish with this software?" These and a multitude of other, similar questions are still sorely lacking in many quarters. There's plenty of talk in the big meetings that sounds good, but learning to ask, "Why are we doing this?" and "What will it look like when it's done successfully?" and to apply the answers at the day-to-day, operational level--that will create profound results.

Often the only way to make a hard decision is to come back to the purpose of what you're doing.

"agile programming" has become the norm for successful start-ups. Have a vision, do your best to imagine what it might look like, get cranking on producing something as a viably marketable first iteration, and then "dynamically steer," maturing both your vision as well as how to implement it, based on real feedback from your real world.

The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small, manageable tasks, and then starting on the first one. --Mark Twain

The short-term-memory part of your mind--the part that tends to hold all of the incomplete, undecided, and unorganized stuff--functions much like RAM (random-access memory) on a computer. Your conscious mind, like the computer screen, is a focusing tool, not a storage place. You can think about only two or three things at once. But the incomplete items are still being stored in the short-term-memory space. And as with RAM, there's limited capacity; there's only so much stuff you can store in there and still have that part of your brain function at a high level. Most people walk around with their RAM bursting at the seams. They're constantly distracted, their focus disturbed and performance diminished by their own internal mental overload. Recent research in the cognitive sciences has now validated this conclusion. Studies have demonstrated that our mental processes are hampered by the burden put on the mind to keep track of things we're committed to finish, without a trusted plan or system in place to handle them.*

THE PURPOSE OF this whole method of workflow management is not to let your brain become lax, but rather to enable it to be free to experience more elegant, productive, and creative activity.

There is one thing we can do, and the happiest people are those who can do it to the limit of their ability. We can be completely present. We can be all here. We can give ... our attention to the opportunity before us. --Mark Van Doren

A task left undone remains undone in two places--at the actual location of the task, and inside your head. Incomplete tasks in your head consume the energy of your attention as they gnaw at your conscience. --Brahma Kumaris

A vision without a task is but a dream; a task without a vision is but drudgery; a vision and a task is the hope of the world. --From a church in