Getting Things Done: personal productivity management from the perspective of situated and embodied cognition
- 1. Getting Things Done: Getting Things Done: personal productivity management personal productivity management from the perspective of from the perspective of situated and embodied cognition situated and embodied cognition Francis Heylighen & Clément Vidal Francis Heylighen & Clément Vidal (ECCO, VUB) (ECCO, VUB)
- 2. Outline Outline 1. 1. Introduction Introduction 2. 2. Summary of the GTD method Summary of the GTD method 3. 3. Cognitive foundations of knowledge Cognitive foundations of knowledge work work 4. 4. Cognitive paradigms applied to GTD Cognitive paradigms applied to GTD 5. 5. Further research about GTD Further research about GTD (brainstorming) (brainstorming) Collaborative GTD Collaborative GTD GTD and happiness. GTD and happiness. Etc. Etc.
- 4. The problem The problem Complex informational society Complex informational society Most of our activity is Most of our activity is knowledge work knowledge work (Drucker (Drucker 1973) 1973) Growing complexity and change Growing complexity and change Constant bombardment with new information Constant bombardment with new information Priority and resources are constantly Priority and resources are constantly changing. changing. How can we organize such information- How can we organize such information- dependent work? dependent work?
- 5. David Allen’s (2001) David Allen’s (2001) Getting Things Done (GTD) Getting Things Done (GTD) Method. Method. Subtitle: « The Art of Subtitle: « The Art of Stress-Free Productivity » Stress-Free Productivity » Minimize stress and anxiety Minimize stress and anxiety Maximize productivity Maximize productivity Very popular method Very popular method Bestselling book in « time Bestselling book in « time management », etc. management », etc. More than 1 000 000 web pages More than 1 000 000 web pages about it. about it. We propose a theoretical We propose a theoretical investigation of the method. investigation of the method.
- 6. GTD as a praxeology GTD as a praxeology GTD is a GTD is a praxeology praxeology, , a value-independent theory about a value-independent theory about how to how to manage actions. manage actions. Constitutes one of the six Constitutes one of the six fundamental components of a fundamental components of a worldview, according to Leo worldview, according to Leo Apostel Apostel
- 7. Question Question Philosophical Domain Philosophical Domain 1. What is? 1. What is? Ontology Ontology (model of the present) (model of the present) 2. Where does it all come 2. Where does it all come from? from? Explanation Explanation (model of the past) (model of the past) 3. Where are we going? 3. Where are we going? Prediction Prediction (model of the future, (model of the future, futurology) futurology) 4. What is good and what 4. What is good and what is evil? is evil? Axiology Axiology (theory of (theory of values) values) 5. How should we act? 5. How should we act? Praxeology Praxeology (theory of (theory of action) action) 6. What is true and what 6. What is true and what Epistemology Epistemology The worldview questions. The worldview questions. (Apostel, Van der Veken 1991) (Apostel, Van der Veken 1991)
- 8. 6. Theory of knowledge Perception 5. Theory of actions Action 4. Theory of values goal 2. Explanation Past 1. Ontology Present 3. Prediction Future Self System World Environment Diversions (problems and opportunities) Worldview of an individual as a cybernetic system. Heylighen (2000).
- 9. 2. Summary of the GTD 2. Summary of the GTD method method
- 10. Main principles Main principles Get everything Get everything out of your out of your head, in a head, in a trusted external trusted external memory. memory. Coherent method Coherent method to use to use organizational organizational tools most tools most effectively effectively To do lists To do lists Calendar Calendar Notes Notes Etc. Etc.
- 11. Five stages of our work Five stages of our work We (1) We (1) collect collect things that command our things that command our attention; (2) attention; (2) process process what they mean and what they mean and what to do with them; and (3) what to do with them; and (3) organize organize the the results, which we (4) results, which we (4) review review as options for as options for what we choose to (5) what we choose to (5) do do. (Allen, 2001, 24) . (Allen, 2001, 24) (1) Collect (1) Collect (2) Process and (3) Organize (2) Process and (3) Organize (4) Review (4) Review (5) Do (5) Do
- 12. (1) Collect (1) Collect Collect everything that catches Collect everything that catches your attention. your attention. Physical collectors Physical collectors Trays, folders, notebook, etc. Trays, folders, notebook, etc. Electronic collectors Electronic collectors Email application, outliner, etc. Email application, outliner, etc.
- 13. (2) Process & Organize. (2) Process & Organize. 1/4 1/4
- 14. (2) Process & Organize. (2) Process & Organize. 2/4 2/4
- 15. (2) Process & Organize. (2) Process & Organize. 3/4 3/4
- 16. (2) Process & Organize (2) Process & Organize 4/4 4/4
- 17. Result: an organized Result: an organized external memory. Example external memory. Example below. below. Next Actions Next Actions Buy a present for Ellen Buy a present for Ellen Call Peter about the new Call Peter about the new contract contract Project Project Travel to Travel to Belgium Belgium Book hotel Book hotel Phone tourist office Phone tourist office Calendar Calendar Oct. 29: Ellen’s birthday Oct. 29: Ellen’s birthday Nov. 12: departure for Nov. 12: departure for Brussels Brussels Waiting for Waiting for The plane tickets The plane tickets for Brussels for Brussels Someday/Maybe Someday/Maybe Read that novel set Read that novel set in Belgium in Belgium Reference Reference Visa pin code: 4576 Visa pin code: 4576
- 18. (4) Review (4) Review Daily review Daily review To do list. To do list. Calendar. Calendar. Weekly review Weekly review update your whole external memory update your whole external memory up-to-date and trustable up-to-date and trustable feeling of control and goal feeling of control and goal directedness. directedness.
- 19. (5) Do (5) Do First model First model Context Context Time/Energy Time/Energy available available Priority Priority Second model Second model Do work as it shows Do work as it shows up up Do predefined work Do predefined work Define your work. Define your work. Third model Third model (longer term (longer term goals/values) goals/values) Current actions Current actions Current projects Current projects Areas of Areas of responsibility responsibility 1-2 years goals 1-2 years goals 3-5 years goals 3-5 years goals Life goals Life goals
- 20. 3. Cognitive 3. Cognitive foundations of foundations of knowledge work knowledge work
- 21. Limitations of Rational Limitations of Rational Cognition Cognition Working memory: Working memory: not more than about 7 (Magical number) not more than about 7 (Magical number) items can be processed or stored items can be processed or stored Patterns of activation interfere and Patterns of activation interfere and decay decay Long-term memory: Long-term memory: Recognition is easy Recognition is easy Recall is unreliable Recall is unreliable
- 22. Situated and Embodied Situated and Embodied Cognition Cognition Basis of cognition is not internal Basis of cognition is not internal reasoning reasoning But interacting with the external But interacting with the external situation situation Sensory-motor feedback Sensory-motor feedback Perceptions trigger actions Perceptions trigger actions Actions change situation Actions change situation Changes are perceived Changes are perceived Triggering further actions... Triggering further actions...
- 23. Stigmergy Stigmergy Environment-mediated coordination of Environment-mediated coordination of actions actions External effect of action stimulates External effect of action stimulates subsequent action subsequent action By same or different agent By same or different agent Can be: Can be: Synchronous Synchronous: reaction follows immediately : reaction follows immediately Asynchronous: Asynchronous: action leaves stable trace action leaves stable trace
- 24. Extended Mind Extended Mind Traces left by actions function Traces left by actions function as external memory as external memory External memory stimulates External memory stimulates actions actions
- 26. Flow Flow Csikszentmihalyi’s theory of Csikszentmihalyi’s theory of well- well- being being Requirements: Requirements: Clear goals Clear goals Continuous feedback Continuous feedback Challenges matching skills Challenges matching skills Being in control: Being in control: able to advance smoothly towards goals able to advance smoothly towards goals
- 27. 4. Cognitive paradigms 4. Cognitive paradigms applied to GTD applied to GTD GTD implements the GTD implements the lessons from: lessons from: • • Situated and Embodied Situated and Embodied Cognition Cognition • • Stigmergy Stigmergy • • Flow Flow
- 28. Facilitating stigmergy Facilitating stigmergy Externalizing memory Externalizing memory Storing tasks in different Storing tasks in different repositories repositories Formulating information in an Formulating information in an “actionable” form “actionable” form Intended to stimulate action Intended to stimulate action Without need for further Without need for further reflection reflection
- 29. Situation-dependent Situation-dependent execution execution Choosing next action first on basis of Choosing next action first on basis of context context Affordances Affordances Time Time Energy Energy Only then on basis of priority Only then on basis of priority Rationale: Rationale: priorities are subjective and changing priorities are subjective and changing affordances are objective and need to be affordances are objective and need to be used now used now
- 30. Not planning but Not planning but adapting adapting Stigmergy produces coordinated action Stigmergy produces coordinated action But without plan or blueprint But without plan or blueprint Situations change, creating: Situations change, creating: New needs (problems, priorities) New needs (problems, priorities) New opportunities (affordances) New opportunities (affordances) This requires great flexibility This requires great flexibility But without losing track of which things But without losing track of which things to do to do
- 31. Achieving flow Achieving flow information overload → information overload → Anxiety, confusion, procrastination Anxiety, confusion, procrastination GTD → Flow: GTD → Flow: Focus on task Focus on task Well-being Well-being Smooth and fast progress Smooth and fast progress “ “mind like water mind like water”: ”: doing without thinking or worrying doing without thinking or worrying
- 32. 5. Brainstorming: 5. Brainstorming: Further research about Further research about GTD GTD Collaborative GTD Collaborative GTD Maximizing well-being Maximizing well-being
- 33. Collaborative GTD Collaborative GTD Task repositories shared by people in Task repositories shared by people in organization organization Individuals choose tasks to perform based Individuals choose tasks to perform based on on Personal abilities Personal abilities Time, situation, context Time, situation, context Quantitative stigmergy Quantitative stigmergy Tasks have points representing importance Tasks have points representing importance Individuals collect maximum of points Individuals collect maximum of points Makes sure important tasks are done Makes sure important tasks are done And everyone performs a fair share And everyone performs a fair share