Author: David Allen
_David Allen_
Reading time: 24 minutes
Synopsis
In Ich schaff das!, David Allen talks about how we can reach our big goals. He explains how to do this without getting lost in everyday tasks. We need to organize and manage our tasks well. And we must never forget our personal goals. David Allen shows us how to do all this with many clear examples in this book.
What’s in it for you: Useful ideas to reach your goals faster.
Let’s be honest: We all get annoyed by constant emails, calls, and messages. Many people also come into the office during the day with all kinds of questions. These are just some of the things that stop us from working every day. Have you ever gone home after work feeling very tired, but also feeling like you did nothing at all? And who isn’t afraid that this will continue for years, until only retirement is left?
David Allen has some good ideas to change this situation. He explains how we can manage constant interruptions. He also shows how we can still find and follow our own big goals.
Allen’s earlier book was the bestseller Getting Things Done. In that book, he mainly focused on work management tips. But this book, Ich schaff das!, now looks at both work and personal goals more generally.
In these summaries, you will learn:
- how to stop your mind from racing,
- why your iPhone’s note app is not enough to get well organized, and
- how to manage long-term projects well in your daily life.
Blink 1 – What goes wrong: We often get lost in less important tasks and forget our goals.
This has surely happened to you: You thought you planned your day perfectly. But in the evening, you realize you worked all the time, yet you did almost none of the things you planned. Why does this happen?
The problem is that our minds are easily distracted. Every new piece of information changes our priorities. Our thoughts have a life of their own. We think about one thing, then another. Also, we are always distracted by emails, Facebook, calls, unexpected requests, and tasks. So, our minds find it hard to know what information is truly important. It is hard to focus on what we should be working on.
But we are judged by how productive we are. Every salesperson must make a certain amount of sales. Every teacher must help their students pass exams. We often feel we are working well if we are always busy. But this is wrong. The quality of our work does not depend on how many meetings we have or how many emails we answer. Instead, it depends on how fast we reach our goals.
However, we often get lost in small details that are not very important. And we forget what is really important. Because we are always busy and more and more stressed, we do not question our actions. We get stuck deeper and deeper in tasks that make our daily goals hard to reach.
How can we escape this bad situation? “Take a step back now and then!” is the simple answer. When we look at our work from a distance, we can see that we are not making progress. This is because we spend too much time on things that do not help us.
Imagine someone who loves to write. He is working on a big novel and dreams of becoming a successful author. He cannot yet live from his first small writings, so he has an office job. His mind is always on other things, like his novel. So, he welcomes every distracting email and call as a break from his paperwork. Because of this, he often has to work overtime. He could not finish his tasks. Then, in the evening, he cannot focus on his manuscript anymore.
So, we should always know what our main goal is. In this example: to have time to write. We should organize our other tasks around it. We should work through them step by step. Then there will also be time for important things.
Blink 2 – Full speed ahead: With the right balance of control and vision, we can reach our goals well.
Would you call yourself a dreamer or a doer? Are you good at finishing tasks all the time, but haven’t set a bigger goal yet? Or do you have a big dream, but you only dream about it instead of starting to make it real?
Two things help us reach our goals well: control and vision. Control helps us finish tasks. Vision helps us see the bigger picture. The problem is that most people are good at only one of these, if any.
People who have neither control nor vision often feel helpless and worried. They are always in crisis mode. For example, if such a person hosts a dinner party, they might be so stressed and worried that they run around wildly. They can barely cook or offer drinks to everyone. And they certainly can’t be a fun and pleasant host.
People who have a lot of control but little vision often finish boring tasks that others try to avoid. But they often lack new ideas and bigger goals. They would rather fill all the printers in the office with paper than suggest new ideas for a new plan.
The opposite are the creative thinkers. They have many ideas, but they can never find their plans for new projects because their desk is so messy. These are people with a lot of vision but little control.
To reach our goals, we should try to find a good balance between vision and control. First, it is important to understand our vision clearly. When we know where we want to go, it is easier to organize our daily work. It is also easier to be disciplined with each task.
Blink 3 – Don’t put off until tomorrow what you can do today: Write down all ideas and tasks that are in your mind. This helps you focus on what is important.
All of us probably have countless things going through our minds. We want to do some of them, and we must do many others. These can be small things, like changing a lightbulb. Or they can be huge long-term projects, like building a house.
You can calm your racing mind by writing down tasks and ideas regularly. Write down everything that comes to your mind. This includes things that stop you from doing what you are working on. Once you have written an idea down, your mind is free again to focus on what you wanted to do.
To really do this, always carry a notebook. Or put one where you will use it often, like next to your phone and computer. Experience shows that it is better not to rely on apps like a notes app. It’s better to use pen and paper. This makes the process of “unburdening” physical. You take the weight of new ideas off your mind. You put them into a book. Then you close the book and go back to your current task.
In meetings, you should always keep track and focus on the main point. So, write down all ideas on a whiteboard for everyone to see. You can use a mindmap. You can take a photo of this drawing at the end. This way, you won’t lose anything.
When you organize your tasks and goals, always think about the future. What do you want to achieve in a few years? Or in your life overall? Every time you think of a step that can help you reach a goal, write it down. For example, if you want to learn to play the piano, you will need to find a teacher, buy sheet music, watch a YouTube tutorial, or think about buying your own piano.
Blink 4 – Sort your tasks and ideas, then take small, clear steps to do them.
Have you written down all the ideas and tasks that are in your mind right now?
What next?
The next step is to sort and group them. This is the only way to find out how important each item is and what you need to start with.
The more specific a task is, the easier it is to start. Go through your notes. Decide for each idea if it can be done or not. On a new list, write down everything you can do. Make sure to describe the tasks as clearly as possible. It’s best to use a calendar for this. Write down exactly what you need to do and when.
Is something not possible right away? Then break the task down into smaller, realistic steps. For example, on your first list, you might have written ‘do something nice for my mother.’ Then plan to make her next birthday very special. Organize a big surprise party. Write down specific steps: ‘Sunday afternoon, call Dad and tell him!’ ‘Monday evening, look for a good place!’ You handle the next steps in the same way: guest list, invitations, booking a band, and planning the food. After all these tasks, an unforgettable party will be waiting for your mother.
Here’s another example: Maybe you wrote down that you want to improve the mood among your colleagues. Now, think about clear steps you can take to reach this goal. For example, you could plan to organize regular team events. But even this is not clear enough. Possible first steps are: Reserve a spot at the karaoke bar for Friday. Then, invite all colleagues by email to an evening there.
So, you need to break down your big goals into simple and possible tasks. This way, you will actually reach them in the end. You won’t just keep thinking about what you should do someday.
Blink 5 – Organize your tasks into different groups.
In daily life, we often get lost in too many notes, Post-Its, calendar entries, and phone reminders. We need to organize and sort all these things to work well.
To do this, you should put your to-do items into lists. For example: ‘Tasks to do now,’ ‘Tasks for others,’ ‘Tasks for later,’ and ‘Ideas that could become tasks.’
Also, you should use different groups like ‘Family,’ ‘Work,’ and ‘Free time.’ This helps you always know the main idea of each item.
Within each group, it is also useful to have several to-do lists. For work, you could use these four:
- Things you can do on the computer – like writing certain emails, doing research, or making presentations.
- Things you want to read to learn more. You can do these during “dead time,” for example, when you are on the train or in a waiting room.
- Questions you need to ask certain colleagues. You can divide these by person. This way, when you talk to your colleagues, you won’t forget anything.
- Tasks you have given to others. This helps you always know which tasks are still not done. You can remind those people if needed.
You should write down tasks you cannot do right away on a separate list. This list will be your long-term memory. It’s the right place for big projects and visions.
If you are not sure about some ideas you want to do, you should also have a ‘Maybe’ list. For example, if you have an offer to work with someone, but you don’t know yet if you want to do it, you can write it there first. Then you can come back to it when you have more time to think about it calmly.
Blink 6 – Take time to update your lists regularly. This helps you avoid chaos.
Imagine you write many new tasks on your lists every day. But you don’t finish as many old ones. Then your lists will get longer and longer. So, it’s important to take time regularly, for example once a week, to check them. Tick off what you have done. Cross out items that are no longer important.
For example, if you have sent your application for a job you like, you should cross out these items: ‘Ask Peter about his experience with the company,’ ‘Review and reformat CV,’ ‘Get a new application photo,’ and ‘Write cover letter.’ Do this even if you didn’t do all of them. This way, you keep track and don’t get lost in messy lists.
This is not just for your written tasks. You should also keep your documents tidy. A tidy workspace is very important to work well. For example, you should check all your inboxes once a day. Sort the messages you received. Delete unimportant ones. Answer quick questions right away. Add appointments to your calendar. And put long tasks from some emails onto your list, based on how important they are.
Once a week, you should also go through your documents. Make sure you collect all documents you still need to work with in one place. Finally, it’s also a good idea to clear out your whole office now and then. This makes space and lets you throw away old, unnecessary documents and lists.
The same is true for your to-do lists. It’s best to take time once a week to go through them. Check if they are still up-to-date. Go through your lists of computer tasks, your reading list, and the list of tasks you gave to others. Update them. Many tasks also get done by themselves over time.
This organizing and updating also has a creative side. For example, you can move items from your ‘Maybe’ list to your to-do list, or the other way around. This depends on what is more important to you right now. When you go through your lists, you can understand what your priorities are right now. Then you can organize your tasks based on this. At this moment, you focus on your vision.
Blink 7 – Don’t forget: Keep an eye on your areas of responsibility, projects, and goals.
But how do you make sure you focus on the truly important things? There are three main things you need to focus on: keep an eye on your areas of responsibility, follow your projects step-by-step, and never forget your goals.
Areas of responsibility are parts of your life where you always have tasks. You should not ignore them. This could be, for example, your family’s unity or your health. It’s always helpful to make a mindmap or a similar overview for these. In daily stress, health often gets ignored. It can easily be forgotten. So, you should look at your mindmap for this topic regularly. On it, you can note things like check-up appointments, your next dental cleaning, or sports goals.
Projects are the second area where you need to be active. They are made up of individual steps. You should plan them so you can finish them within at least one year. As smaller steps, they can help you reach a big goal. This could be, for example, speaking English fluently. For a first project, you could aim to reach a certain language level. For this, you can take a language course, read English books, and watch your favorite TV series in English.
Goals are things we want to achieve in the long term. They guide our actions. For example, becoming debt-free, getting a university degree, or speaking English fluently. They are made up of several projects, such as seminars, assignments, and internships. They should be planned for one to three years. It’s important that you check regularly, for example at the end of each quarter, if you have come closer to your goals.
If you keep an eye on these three areas – responsibilities, projects, and goals – you can be sure that your life is going in the direction you want. And you won’t have forgotten anything important.
Blink 8 – For the big picture: Find your vision and live by your principles.
So far, we have only looked at smaller and bigger personal goals. But where is your journey heading overall?
Apart from your goals, you should also create a vision. Ask yourself: Where do I want to go? If I could achieve anything, what would it be? The answers to these questions are different for everyone, of course. It could be a world trip, being financially free, or having your own house for your family. As long as it’s truly meant, the vision can even sound like a fantasy, like: ‘I want to become a rock star.’
You should also write down these wishes or ideals. Look at them once or twice a year. What steps would you need to take to get there someday? Do you have projects that will take you in the right direction to make these wishes come true?
Besides a vision or a motto, each of us should also know our principles and values. They are very important for how we see ourselves and how we act with others. For example, many people want to be honest, generous, and act responsibly. Write down your most important values. When you start a new project, check this list. Make sure the project fits with your values.
You should also not be afraid to ask yourself big questions: How do you want people to remember you? What do you want to be known for? Should you start a family? Should you try for a big career? Does your relationship make you happy? It is not always easy to answer these questions. But once you find an answer, it gives you a lot of inspiration and energy. This will help you get closer to your goals.
Blink 9 – The most important thing for companies: clear principles and a vision that everyone follows.
So far, so good: We now know what each of us can do to organize our ideas and tasks and reach our goals. How can this be used for a whole company?
To reach its goals, a company must first make them clear and easy to understand. Only if the direction is clear can all employees work towards it. A company’s vision is made up of its individual goals.
Showing what your company wants to be with a vision is important for internal work. It is also a unique selling point. For example, if a company wants to be the leading garden center with the best quality and choice, this vision already includes goals. The company must work on these goals through separate projects.
All employees should also agree with the basic company principles. This helps build trust and a good atmosphere among people. This is important to reach goals. Normally, a company has between three and 30 such principles. They can often be called values, for example: ‘We help our employees learn more,’ ‘We offer great customer service,’ or ‘We support local clubs.’
These principles or values should be started by company leaders. Then they should be shared with all employees. Some companies even have a Human Resources Manager. Their job is to make sure all employees know these values. They also ensure employees act according to these values every day.
So, every company should find its principles and vision. It should state them clearly. And it should make sure employees understand them well. This also helps create plans. For example, if questions come up like ‘Should we buy this company?’ or ‘Should we invest money in research or new jobs?’, then mottos and values can quickly show if these plans are right for the company.
Zusammenfassung
Summary
The main message of this book is:
To reach your goals well, you need to take two steps. First, you must organize all your tasks and needs. Turn them into doable tasks. Second, you must match all these tasks and projects with your bigger goals. This way, you can be sure that what you are doing truly helps you reach your goals.
What you can do now:
Do small tasks right away.
If something takes little time, don’t delay it. Don’t add it to your to-do list. Do it at once. Often, we spend more time thinking about these tasks than it would take to finish them.
Find your own vision.
Ask yourself big questions to find out what you want to achieve in life. Who do you want to be? Are you currently on the right path to reach this goal? If not, then change direction.
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For further reading: Getting Things Done by David Allen
The Getting Things Done method (GTD) helps you work well and live happily at the same time. This system helps you work on different projects at the same time. You can do this calmly and with clear goals. You will feel relaxed and in control.
Source: https://www.blinkist.com/https://www.blinkist.com/de/books/ich-schaff-das-de