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Haiku Productivity: Limit Your Projects to Achieve Completion

How many projects do you have on your projects list? How many balls can you keep in the air?

I submit that the more projects you have, the less likely you are to complete each one. And the reverse is also true: the fewer projects you have, the more likely you are to complete them.

If you recall my Haiku Productivity post (subtitle: The Fine Art of Limiting Yourself to the Essential), I recommended that you set limits for everything you do … forcing yourself to choose only the most essential, and nothing more. Three Most Important Tasks a day, and One Goal, were a couple of the keys to Haiku Productivity.

Today, I recommend that you limit yourself to three projects. Only three.

This application of Haiku Productivity may be one of the most useful and powerful (along with the two I mentioned above), transforming your ability to get projects done from one of juggling to one of focused completion.

Why Haiku Productivity Projects are powerful
Aside from our goals, our projects are one of the most fundamental and important units of our work (and personal) lives. Our ability to complete projects makes a big difference in our lives.

Sure, it’s good to knock a bunch of tasks off our lists … and I’ll acknowledge that (as David Allen says) we cannot “do projects” but only do actions. But doing an action only gets us a step further toward completing something major. We can complete a whole host of random actions without actually completing something major.

Projects are much bigger steps toward something major — and in fact are often the major things themselves. If you get a project done, you’ve done something worthwhile, something notable, something that will gain you recognition and satisfaction and long-term benefits. A task can’t do that.

And so, our ability to complete projects is something that can have a major effect on our lives. If we can get projects done, we can change the world.

It starts with completing tasks, of course, but completing projects means that you’re completing tasks with a focus on what you really want to get done, not just doing random acts of activity. So let’s figure out how to get projects done.

Why too many projects is a problem
Take out your project list, and count the number of projects on the list. If you don’t have a project list, take a few minutes to make a quick one: all the projects in your life, from getting your car fixed to finishing that report to planning that party to training for that marathon. Anything that takes multiple actions.

If you have a long list, there are several likely scenarios (or variations on these):

You’re getting a few of the projects done but some have been on the list for a little while and a few have been on there for a long while. The ones that have been on there longer are nagging on your psyche, and stressing you out a bit.
You’re doing them GTD-style, with a next-action for each one written on one of your context to-do lists, so that you’re always moving each project forward. Each day, you try to do as many of the next-actions on your context lists as possible, but of course you can only do 3-7 of them a day (unless they’re really small) and so your entire list of projects is moving along glacially, with new projects being added daily. The project list grows longer, and very few projects are getting done.
You’re juggling a whole bunch of projects, and having a hard time managing all of them, and not completing many. More projects keep being added. It’s really stressing you out.
You’ve got timelines and actions for each project, but because of the large number of projects, you are constantly pushing the timelines back, which stresses you out.

There may be other scenarios. And then, you may be able to have a long project list and complete all of them without problem, and not get stressed out. If so, you probably don’t need this article. :)

In any case, you can see how a long project list can lead to stress and a lack of completion of any of them.

How Haiku Producitivity Projects Works
So the rule of Haiku Productivity Projects is to choose the three projects you most want to get done soon. Perhaps the most important projects, or perhaps the ones you’re almost finished with, or some combination. But choose three, and only three.

But why not just one project? If you read the second paragraph of this article carefully, you saw that I said ” the fewer projects you have, the more likely you are to complete them.” The logical conclusion, of course, is that one project at a time is the best — you’re sure to complete it!

And this is true. But imagine that to finish this project, you’re waiting on information or an action from someone else. And you know this happens all the time. So in this case, if you only had one project, you’d be stalled with nothing to do but read Zen Habits (what a shame that would be!).

So pick three projects: if one gets stalled, you can work on another. Although I’m not a fan of multi-tasking at the task level, I recommend multi-tasking at the project level (but then “multi-tasking” would be a misnomer … let’s coin a word: “multi-projecting”). But only on a limited basis: too much multi-projecting leads to incompletion and stress.

So three projects. Start with a new index card (or blank text file, or whatever you use to make lists), and write “Three Projects” at the top. Then list your three projects, with the desired outcome next to each (”submit to editor”, “email finished code to team leader”, “make my Porsche look like new”, “beat Fred323 at WoW Level 70″).

Below that, I have an “On Deck” lineup of the next projects that will go on my Three Projects list. This list can grow long, but I don’t work on any of them or worry about any of them until I’ve crossed out all three projects on my Three Projects list.

Then: you focus only on those Three Projects until they’re completed. Work in bursts to make sure you get them done. Really focus on them. Worry about nothing else. Even put off your routine daily tasks until later in the day, after you’ve worked hard on at least one of your three projects. See if you can get all three done this week. Clear off an entire day to complete one project. Make sure that most of your Three Most Important Tasks (MITs) each day are tasks that move one or more of these projects forward.

Do what it takes to complete all three.

Then go to your On Deck list, and choose the next three.

Why Haiku Productivity Projects works
It works because it allows you to focus, and thus to complete. It works because it forces you to choose the most important projects, and to put the rest on hold until those three are completed.

It works because you’re not letting all the new, incoming stuff put the more important stuff on hold.

It works because it simplifies project management greatly, and focuses on the essential.

But what if you don’t control your projects?
There are some of you who have your projects set by your boss, and can’t just decide to do only three and put the rest on hold.

If so, you might not be able to apply Haiku Productivity to your projects. But before you decide that’s the case, consider whether you can do one of these strategies:

Accept as many projects as your boss gives you (or alternatively, as few as you can), but focus only on finishing three of them over the next few days (or over the next week). Surely your boss can’t expect you to complete your entire project list in a few days.
Talk to your boss and tell him you are really trying to work on completing your projects, rather than just incrementally moving them along. Tell him you want to focus on just a few at a time, get them done, and then focus on the next few. He’ll probably like this idea, if you really execute it. Allow him to choose the three he’d like you to focus on first.
Alternatively, if your boss piles more stuff on you, when your list is already full, show him your project list and ask him to choose which you should work on, and which you should put on hold, realizing that you only have a finite amount of time to work on them. Or at least ask him which three are the most important right now. If he won’t let you choose, then choose yourself.
If none of the above strategies work, still just focus on three, but when your boss asks for progress on the others, renegotiate to get more time on those while you complete the first three. He’ll be happy when you get the three done, so there shouldn’t be a problem.

What are your thoughts on Haiku Productivity Projects? What’s your method for completing projects? Let us know in the comments.

If you liked this article, please bookmark it on del.icio.us or vote for it on Digg. I’d appreciate it. :)

See also:

Haiku Productivity: Limit Your Projects to Achieve Completion

How many projects do you have on your projects list? How many balls can you keep in the air?

I submit that the more projects you have, the less likely you are to complete each one. And the reverse is also true: the fewer projects you have, the more likely you are to complete them.

Today, I recommend that you limit yourself to three projects. Only three.

And so, our ability to complete projects is something that can have a major effect on our lives. If we can get projects done, we can change the world.

If you have a long list, there are several likely scenarios (or variations on these):

You’re getting a few of the projects done but some have been on the list for a little while and a few have been on there for a long while. The ones that have been on there longer are nagging on your psyche, and stressing you out a bit.
You’re doing them GTD-style, with a next-action for each one written on one of your context to-do lists, so that you’re always moving each project forward. Each day, you try to do as many of the next-actions on your context lists as possible, but of course you can only do 3-7 of them a day (unless they’re really small) and so your entire list of projects is moving along glacially, with new projects being added daily. The project list grows longer, and very few projects are getting done.
You’re juggling a whole bunch of projects, and having a hard time managing all of them, and not completing many. More projects keep being added. It’s really stressing you out.
You’ve got timelines and actions for each project, but because of the large number of projects, you are constantly pushing the timelines back, which stresses you out.

In any case, you can see how a long project list can lead to stress and a lack of completion of any of them.

Do what it takes to complete all three.

Then go to your On Deck list, and choose the next three.

It works because you’re not letting all the new, incoming stuff put the more important stuff on hold.

It works because it simplifies project management greatly, and focuses on the essential.

But what if you don’t control your projects?
There are some of you who have your projects set by your boss, and can’t just decide to do only three and put the rest on hold.

If so, you might not be able to apply Haiku Productivity to your projects. But before you decide that’s the case, consider whether you can do one of these strategies:

Accept as many projects as your boss gives you (or alternatively, as few as you can), but focus only on finishing three of them over the next few days (or over the next week). Surely your boss can’t expect you to complete your entire project list in a few days.
Talk to your boss and tell him you are really trying to work on completing your projects, rather than just incrementally moving them along. Tell him you want to focus on just a few at a time, get them done, and then focus on the next few. He’ll probably like this idea, if you really execute it. Allow him to choose the three he’d like you to focus on first.
Alternatively, if your boss piles more stuff on you, when your list is already full, show him your project list and ask him to choose which you should work on, and which you should put on hold, realizing that you only have a finite amount of time to work on them. Or at least ask him which three are the most important right now. If he won’t let you choose, then choose yourself.
If none of the above strategies work, still just focus on three, but when your boss asks for progress on the others, renegotiate to get more time on those while you complete the first three. He’ll be happy when you get the three done, so there shouldn’t be a problem.

What are your thoughts on Haiku Productivity Projects? What’s your method for completing projects? Let us know in the comments.

If you liked this article, please bookmark it on del.icio.us or vote for it on Digg. I’d appreciate it. :)

See also:

Posted on 1 November 2007 in Productivity & Organization, Simplicity |
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Comments (16)

Tina Su - Think Simple. Be Decisive. Says:

November 1st, 2007, 8:28 am

“I recommend that you limit yourself to three projects. Only three.”

Thanks for the reminder. I’ve put the three MITs to practice and so far so good. The most challenging thing I’m finding is to do just these tasks. The other challenge is keeping this list to just 3 items. I found this to be really hard, so I started drawing lines after my MIT list, and I call this NMIT - Next to Most Important Tasks. I never get through the NMIT list, but when creating my MIT for the day, I always feel that I will have enough time to complete the NMITs as well. :)

Vik Dulat - Making Money the Easy Way Says:

November 1st, 2007, 9:00 am

Thanks for the tips. Keep up the great work! I am definitely using these suggestions.

Jens Poder Says:

November 1st, 2007, 9:37 am

I think this is super advice. It reminds me of another great post by Scott H. Young called The Art Of Finish.

This is also focused on NOT confusing superorganized with superproductive. I know many people who is disorganized but very good at accomplishing.

I am trying to implement this myself in series I call LEAN GTD - a series on decluttering your GTD system.

It is really interesting how a bad implementation of GTD sometimes will keep you very busy but not very productive.

Thanks for a great blog by the way.

- Jens Poder

Kevin Bedell Says:

November 1st, 2007, 9:39 am

Another great post, but I think you’re missing something.

I think that, in addition to focusing simply on three projects it’s also important that you work toward improving yourself by focusing on “Three Values” as well.

If you simply focus on three projects and exclude improving yourself by focusing on your values and beliefs, then an important part of your growth will be left behind.

In addition, we have many challenges in the 21st Century that will require our changing the overall values of society — and this has to begin with changing the values of the thought leaders (i.e., readers of this and other blogs).

I’ve expanded on this in my own blog at 21st Century Citizen — Three Projects — AND Three Values.

I hope you’ll check it out and let me know what you think.
-kevin

etavitom Says:

November 1st, 2007, 10:28 am

being selective about what we focus on is a key to our success! thanks for the wise post, once again…

Eugene (Editor, Varsity Blah) Says:

November 1st, 2007, 11:06 am

My approach is to take care of the big things so the little ones take care of themselves and the really little ones don’t bother me at all. To do that, I ask three questions to decide whether or not to do anything.

Firstly: Does it have to be done at all? If it’s not really important, I don’t do it!

Secondly: Does it have to be done by me? If someone else can do it instead, I let them!

Thirdly: Does it have to be done today? If I can put it off until later, I do. (Of course this assumes it won’t be put off forever!)

Ultimately, it’s about working on what matters, focusing on one thing at a time, and always remembering that life is not meant to be taken too seriously.

Chris Says:

November 1st, 2007, 13:03 pm

As a dedicated GTD’er for two years now, I can’t say that I think this is sound advice.

Yes, you definitely need to prioritize your projects, but trying to limit yourself to only three projects and essentially pushing everything else off your active project list doesn’t help someone with a lot of “stuff” happening.

If you have something on your project list in the first place, it is actionable, and completing a task on the project will be moving you towards a goal - if not, it is not a project that should be on your action list. Burying projects under another filter layer isn’t going to help these things get done.

Don’t add more fluff to your system- keep it simple and trust yourself and the lists you have created. Be free to modify or drop the projects on your lists as your life changes, but don’t bury your stuff. Look at your one project list, trust your instincts, and act accordingly.

clothes Says:

November 1st, 2007, 14:09 pm

Thanks for the article! Great work!

sandspiral Says:

November 1st, 2007, 14:44 pm

Hi, Leo–great post, but I wonder how you would fit something that you must work on steadily for a long and/or indefinite period of time into the “Three Projects” concept. For instance, what about someone who plays a musical instrument, learns a language, or studies a complex subject? These are undeniably long-term projects (and sometimes never-ending, such as improving at your instrument), but they aren’t things you can complete in a discrete series of actions and then just be finished. What’s your take on how to handle projects like this? Thanks in advance,

-sandspiral

Sarvesh Patil Says:

November 1st, 2007, 15:22 pm

Hi Leo..Sarvesh here.

Great article. Enough to inspire me to prioritize my study material to only whats essential. Finals only 2 weeks again.

Thanks for keeping productivity pumping in my body. Simplicity has its perks. ;)

Sent from my mobile using FeedM8

Gates VP Says:

November 1st, 2007, 15:24 pm

Hey Leo, thanks for adding the last bit “what if you don’t control your projects?…”

I’ve met a lot of bad managers in my time, but just as many (or more) bad grunts. I’ve often had to “reverse-manage” my own mangers by providing directions and listing out my own project timelines b/c they couldn’t actually do it.

The keys seem to be: having a running to-do list and having a back-bone. My whiteboard is packed right now. Anyone who walks into my office can see the hours of relevant work that I have sitting on this “to-do” list. Of course, if they try to throw more things at me, I need the backbone to say “No! I want to sleep today”.

Of course, you need both:
spine + no list = disorganized mess,
list + no spine = organized toady

Leo Says:

November 1st, 2007, 15:31 pm

Thanks for the comments, guys! A couple of responses:

@Chris: I’ve been a GTDer for a couple years myself, and from my experience, one of the problems I’ve found with GTD is that it tells you to do anything that’s actionable. But then you’re working on a huge amount of things at once, whether they’re important or not, just because they’re actionable.

That’s why I created ZTD and Haiku Productivity: they ask you to focus on the essential. Do only what you must do, not what you can do.

Now, if GTD is working for you (and it’s a great system), don’t change a thing. But if you’re having problems with project completion, you might want to give this a try. I’ve found it to be much more effective, and less stressful.

@sandspiral: Excellent question. I should have expanded on this in the post, so thank you for allowing me to do so here:

In the cases you mentioned, of ongoing projects, what is your criteria for completion? It seems that studying something can take years, and there may be no criteria for completing “learn to play guitar” because even the best guitar players are still learning. In my opinion, those aren’t projects (or at least, they’re not desirable projects). They’re probably better described as goals.

Instead, break something like that down into completable projects, with a criteria for completion: study chapter 11 (completion criteria: successfully answer review questions); learn Stairway to Heaven on guitar (completion criteria: play without a mistake).

By breaking a longer-term project into a shorter-term project, you have something that can actually be completed in the near future. That should be on your Three Projects list. Once you’ve done that, decide on another project that will take you toward your longer-term goal.

Thanks, sandspiral!

Leo Says:

November 1st, 2007, 15:41 pm

@Kevin Bedell: I read your post, and it’s very good! However, I think you may have missed the original Haiku Productivity post (this is just the one that focuses on projects). The original post talks about limiting everything you do, including how many RSS feeds you do, how many emails you answer, and more. Limiting television would fall under that, as would driving, etc. Limiting yourself to three values would also be a good application of Haiku Productivity. Also see the second Haiku Productivity post, Limit Your Work Week.

sandspiral Says:

November 1st, 2007, 17:16 pm

Thanks, Leo–that does make a lot of sense. I hadn’t made the mental distinction between “project” and “goal” before. And chopping things up into non-intimidating bite-size pieces is one of the things I’m concentrating on anyway (it’s one of the primary things I hope to get out of implementing GTD), since I am aware that I have this “all-or-nothing” mindset which leads me to overcommit, become overwhelmed, and be much too hard on myself.

-sandspiral

Andrew Says:

November 2nd, 2007, 2:49 am

Getting things done as I type this!

Leo Says:

November 5th, 2007, 21:47 pm

new to ZH, gr8 site, especially this post, Haiku Productivity, although competent at most tasks, striving for perfection to the finest detail makes commencing new projects stressfull & unpleasant resulting in procrastion at almost any cost, any tips, advice or links on managing / overcoming perfectionism would be greatly appreciated,

Thanks
Leo
Australia