I often imagine myself greeting my tech writing students as they graduate and enter the technical communication workplace. I imagine myself saying to them, “Welcome to the professional world. You have now graduated from being a tech writing student to a knowledge worker. And the key to succeeding in this role is not writing well, or being a good team player, but knowing what work to do.”
You see, in your days as a student, you knew what work was to be done that had pre-determined success metrics. You had set courses, with defined assignments and grading rubrics. You knew if your work was finished or not, and if you met the success criteria or not.
However, in the professional world, you will not be given a well-defined assignment. Instead, you will be given a “project” – a fluid, ever-changing best-guess scenarios developed by others in the organization. The success metrics are not defined either. As David Allen puts it, “There is usually no right answers; there are choices instead”.
As a technical writer, this is the part of the job I struggled with the most. With a never-ending stream of emails and Slack messages, changing roadmaps and company priorities, I was drowning in an information overload. I couldn’t get a handle on all the things that need to be done, let alone actually doing the tasks. At a time, I was juggling three highly technical projects that each required a considerable amount of brainpower and writes and rewrites. On the brink of a breakdown, I found David Allen’s Getting Things Done: The Art of Stress-Free Productivity (affiliate link). The book has been my savior. It has led to massive increase in my productivity and helped me maintain my sanity.
The Concept of Stress-Free Productivity
Anxiety quickly builds up when we begin to think about all the tasks we have to complete each day. It’s impossible to rely on our brains to remember it all! The Getting Things Done (GTD) strategy works on the premise of relieving our brains of the stress of remembering all that needs to be done by appropriately capturing everything in writing.
Capturing this information in what is dubbed our “external brain” allows us to be fully focused on what we’re doing in the present moment. This increases efficiency and creativity.
My GTD workflow
Develop the 4 Vital Habits for GTD Success
Applying GTD effectively requires more than just recording your to-do list. Making the GTD system truly work for you means embracing the following essential habits: capturing/collecting, daily processing, organizing, and weekly reviewing.
Capturing: Record ideas immediately. Keep notepads in places you frequent, make use of your smartphone’s virtual assistant (such as Siri or Cortona), or create a bullet journal. This helps your brain release the pressure of having to hold on to something to try to remember it. This ultimately releases your mental space so that you can focus on the present.
Daily Processing: Schedule time at the end of each day where you review each captured item and determine if you want to carry out the idea. If you do, you then need to determine the subsequent actions that must be taken. Actions that require extensive attention should be added to a project list.
Organizing: Actions that can be completed in 2 minutes or less should be further categorized into calendar lists, next actions lists, and follow-up lists. Calendar lists are for time-specific items. Next actions are important, but don’t need to be done within a specified time-frame. Follow-up list items are those that are dependent on additional information or actions from another individual.
Weekly Reviewing: Schedule about an hour at the end of each week to check the progress of your task completion. Reflect on where you see yourself in the next 3 to 5 years. Think about the projects and tasks that will help you accomplish that vision. Prioritize the action items that must be accomplished in the following week to make this vision real.
The GTD productivity strategy may seem like more work than you’re prepared to do. Hard work deserves a reward. Treat yourself to something you like at the end of your weekly review. The trick is that you can only effectively complete that weekly review to get the treat. Approaching your weekly review this way increases your motivation to get it done.
Bonus resource: An excellent YouTube video that discusses the GTD method:
So there you have it: the secret to my productivity and success as a technical writer. Next week, we will discuss another of my favorite productivity tools – the Pomodoro technique. Subscribe to stay tuned!