Porting over from MLO to Todoist has forced me to think about the distinction between a multi-step task and a project.
The distinction is forced upon us in Todoist because Projects and Tasks are two different entities in Todoist although each may have up to three levels of sub-<X> (either sub-project or sub-task).
On the one hand, this is a slap in the face to orthodox GTD. David Allen is pretty clear that any multi-step process should be considered a project.
But being forced to partition my PIM into projects and sub-projects on the one hand and tasks and sub-tasks on the other got me thinking. And thinking is the mother of More Refactoring Work On The PIM.
There’s a lot of things I do now in MLO that hardly merit the title of Project. A mundane (and degenerate in the mathematical sense) example is reading a book. This is a multi-step process for the most part, in that you read some every day until you’re finished. But it’s really stretching things to call it a project.
Slightly less degenerate is getting together with a friend. This is a multi-step process, but it doesn’t really involve much ingenuity to do it; it just requires tracking the steps so I know where I am in the process.
You know:
- Propose some dates
- Hear back from your friend
- Close on one date
- Book a venue
- Go to the get-together
I include the last because it ends up as a calendar entry as opposed to a task, but it’s all part of the same PIM.
Again, this is a multi-step process, but it’s pretty stereotyped. You could almost have a template for it.
Which is a good rubric for what’s a project and what’s a multi-step task. If you can gen up a template for it, it’s a multi-step task. If you can’t, then it’s a project.
So what are some projects?
Projects have several moving parts. A project — for example, building traffic to my blog — may involve:
- Measuring traffic, which is a multi-step task
- Pinging influencers, where each influencer ping is a multi-step task
- Buying traffic (I’m not there yet, but Facebook, for one, is always urging me to buy traffic for my page, and they have my best interests at heart, no? :-))
- Brainstorming how to get to “1000 True Fans”.
- etc.
This kind of multi-step process naturally decomposes into a set of subsidiary multi-step processes until you get to the point where you’re basically dealing with multi-step tasks.
(Sorry to belabor this. I can’t help myself :-))
What happens as we travel up the tree?
The projects become more and more:
- General
- Long-term
- Goal-like
So the first four levels of the tree are essentially goals and projects. The bottom four levels are essentially tasks and sub-tasks.
One might have a goal of Health whose subgoals are Control Weight, Strength training, Feel Better, etc. Strength Training may go directly to a multi-step task of finding time to lift and lifting (since I already have a lifting routine in place). But Feel Better is still pretty abstract, and its subs may be:
- Control Fear
- Master Pouting
- Feel what you actually feel
- etc.
These sub-projects are in turn complicated, and may consist of still further sub-projects or may go directly to a multi-step task.
Well, so the next step for figuring out the port from MLO to Todoist is mapping my multi-step things to either projects or tasks.
I thought at first I would do it automatically, but that began to seem like more elegance. So I’m just going through my PIM and marking up multi-step things manually, some as projects, some as multi-part tasks.
It’s a good exercise in any case, since it forces me to look at a lot of projects I’ve become numb to in my daily and weekly grind.
And, in my book, no amount of effort spent on PIMCraft is too much.