{"id":3957,"date":"2010-07-20T09:06:31","date_gmt":"2010-07-20T17:06:31","guid":{"rendered":"http:\/\/www.gtdtimes.com\/?p=3957"},"modified":"2014-02-03T14:36:06","modified_gmt":"2014-02-03T22:36:06","slug":"10-big-ideas-from-gtd","status":"publish","type":"post","link":"https:\/\/gettingthingsdone.com\/2010\/07\/10-big-ideas-from-gtd\/","title":{"rendered":"10 big ideas from GTD"},"content":{"rendered":"<p><a href=\"https:\/\/gettingthingsdone.com\/wp-content\/uploads\/gtdtimes\/2010\/07\/josh.jpg\"><img decoding=\"async\" class=\"size-full wp-image-3958 alignleft\" title=\"josh\" src=\"https:\/\/gettingthingsdone.com\/wp-content\/uploads\/gtdtimes\/2010\/07\/josh.jpg\" alt=\"\" \/><\/a>Josh Kaufman wrote a succinct review of Getting Things Done on his <a href=\"http:\/\/personalmba.com\/getting-things-done\/\" target=\"_blank\">blog<\/a>, The Personal MBA.\u00a0 David saw it and commented to Josh, &#8220;I\u2019ve run across few people who have \u201cgrokked\u201d GTD conceptually as well  as you have.&#8221;\u00a0 With Josh&#8217;s permission, we&#8217;re sharing his complete review here.<\/p>\n<p style=\"text-align: center\">~~~~~~~<\/p>\n<p>If you\u2019re ready to stop stressing and start accomplishing your goals,  David Allen\u2019s <em>Getting  Things Done<\/em> can help you create a simple, effective personal  productivity system.<\/p>\n<h2>About David Allen<\/h2>\n<p>David Allen is the author of the Personal MBA-recommended book <em>Getting  Things Done<\/em>, as well as <em>Ready  For Anything<\/em>, and <em>Making  It All Work<\/em>. For more information about his work, check out <a href=\"http:\/\/www.davidco.com\" target=\"_blank\">David Allen\u2019s website<\/a>.<\/p>\n<p>Here are 10 big ideas from David Allen\u2019s <em>Getting  Things Done<\/em>\u2026<\/p>\n<h2>1. If your day-to-day life is out of control, it\u2019s almost impossible  to think strategically or plan effectively.<\/h2>\n<p>When you\u2019re feeling overwhelmed about how much you have to do (and  who isn\u2019t, really?), it\u2019s difficult to focus on ensuring your life and  work is moving in the direction you want to go. That\u2019s why it\u2019s  important to get control of your daily tasks <em>before<\/em> working on  your big-picture life planning.<!--more--><\/p>\n<p>GTD is a \u201cbottom-up\u201d approach to productivity. The goal is to  establish a sense of comfort and control over the work that\u2019s on your  plate right now, so you can free up some mental energy and space to  think about the big stuff.<\/p>\n<h2>2. Define what being \u201cdone\u201d looks like.<\/h2>\n<p>Most of the tasks people keep on their to-do lists are \u201camorphous  blobs of undoability\u201d \u2013 commitments without any clear vision of what  being \u201cdone\u201d looks like. That\u2019s a huge problem \u2013 your brain is naturally  designed to help you figure out how to do things, but only if you know  what the end point looks like.<\/p>\n<p>Everything you\u2019re working on should have a very clear stopping point \u2013  a point where you know you\u2019re done. If you don\u2019t know what that point  looks like, you\u2019ll find it very difficult to make any progress at all.  When you\u2019re having trouble making progress, first clarify what being  done looks like.<\/p>\n<h2>3. Mental work has five distinct phases: Collect, Process, Organize,  Do, and Review<\/h2>\n<p>Not all work is the same. There are five separate phases of effective  work:<\/p>\n<ul>\n<li><strong>Collecting<\/strong> is the act of gathering inputs:  resources, knowledge, and tasks. You\u2019ll have a much easier time making  use of your available inputs if they\u2019re all in one place before you  begin.<\/li>\n<li><strong>Processing<\/strong> is the act of examining your inputs:  what you can do with the resources at your disposal. This is where you  start separating things according to what you\u2019re planning to do next:  tasks, projects, future plans, and reference information.<\/li>\n<li><strong>Organizing<\/strong> means taking the results of your  processing and putting it in a system you trust, so you don\u2019t have to  remember it all. Tasks go on your to-do list, projects go on a projects  list, future plans go into a tracking system, and reference information  goes into a file or database you can access easily.<\/li>\n<li><strong>Doing<\/strong> means working through the tasks you can  accomplish right now.<\/li>\n<li><strong>Reviewing<\/strong> means examining the results of your work,  revising your strategy, and improving your systems for better results.<\/li>\n<\/ul>\n<p>Keep the phases deliberately separate, and you\u2019ll get a lot more  done.<\/p>\n<h2>4. Get everything out of your head.<\/h2>\n<p>Many people try to keep track of everything they need to do in their  mind, which is a big mistake. Our brains are optimized for fast  decision-making, not storage. Trying to juggle too many things in your  head at the same time is a major reason we get stressed out when there\u2019s  a lot going on: we\u2019re using the wrong tool for the job.<\/p>\n<p>The best way to stop mentally thrashing and start being productive is  to spend a few minutes putting everything on your mind onto paper. You  can write or draw \u2013 whatever works for you, as long as you can see it  when you\u2019re done. Once the information is out of your head, it\u2019s far  easier to figure out what to do with it. Even 10 minutes of  Externalization can help you feel less freaked out about your workload.<\/p>\n<p>Of course, it\u2019s better not to be freaked out in the first place, so  make it easy to capture what you\u2019re thinking on paper. I carry a wallet  that has a space for 3\u00d75 index cards and a pen \u2013 whenever I have an  idea, it\u2019s easy to capture it, even if I don\u2019t have my notebook or  computer with me at the time. If you reduce the Friction you experience  when capturing ideas, you\u2019ll naturally capture more of them.<\/p>\n<h2>5. Projects and tasks are two different things: track them  separately.<\/h2>\n<p>A major mistake that most people make when keeping track of things to  do is conflating tasks and projects. That\u2019s a good way to feel  overwhelmed fast \u2013 many things can\u2019t be accomplished in one sitting.<\/p>\n<p>For example, I just finished the book I\u2019ve been writing for a little  over a year. If I had \u201cwrite the book\u201d on my to-do list, I\u2019d quickly be  overwhelmed \u2013 the project was just too big. Instead of \u201cfailing\u201d to  accomplish that to-do for a year, it\u2019s far better to treat it as a  project \u2013 something that takes more than one task to accomplish. I can\u2019t  \u201cwrite the book,\u201d but I can complete a small section of the book in one  sitting.<\/p>\n<p>Since projects and tasks are two different things, it\u2019s best to keep  track of them separately. Personally, I carry a small notebook with me  to record active tasks with 3\u00d75 index card inside that lists my active  projects. The index card is just the right size to list 4-8 active projects \u2013 if I have more than that, I know I\u2019m spreading myself too thin.<\/p>\n<h2>6. Focus on the Next Action required to move forward.<\/h2>\n<p>Big projects have many steps, and can be overwhelming in their  complexity. The key to handling these projects is not to focus on <em>everything<\/em> that has to be done \u2013 that\u2019s a great way to freak yourself out.<\/p>\n<p>Instead, just focus on the very next physical action you need to do  to move the project forward. It may be looking up a piece of  information, making a phone call, or accomplishing a small task.  Whatever it is, it\u2019ll move you closer to completing the project, so  don\u2019t worry about everything else \u2013 focus only on what you can do right  now.<\/p>\n<h2>7. Use the \u201c2 Minute Rule\u201d for small tasks.<\/h2>\n<p>Don\u2019t worry about tracking small tasks \u2013 if you can accomplish the  task in less than two minutes, just do it! Writing down every little  thing you have to do takes more time than it\u2019s worth \u2013 if you need to  send a 30-second reminder e-mail to someone, there\u2019s no sense in taking  20 seconds to write it down when you could just get er done.<\/p>\n<p>Personally, I expand this to 5 minutes \u2013 the principle is the same.  Your goal is to <em>get things done<\/em>, not to flawlessly capture each  and every little thing in your perfectly designed system.<\/p>\n<h2>8. Use Reference and Someday\/Maybe files for things that have no  immediate next actions.<\/h2>\n<p>There\u2019s no sense in keeping FYI or long-term dreams in your active  daily task tracking system. Reference files are great for storing  information you don\u2019t have to act on right now. These files can either  be physical or electronic \u2013 for example, I keep important paperwork and  legal documents in a fire-proof safe, and electronic files and websites  in a file on my computer or in <a href=\"http:\/\/evernote.com\/\">Evernote<\/a>.<\/p>\n<p>Someday\/Maybe lists are great for deferring ideas that you\u2019d like to  work on someday, but you\u2019re not committing to right now. I have ideas  about fun new things do to every day \u2013 way more than I have time or  energy for. Instead of losing these ideas, it\u2019s far better to capture  them in a reference file you can look through later, when you have more  capacity. When you\u2019re ready to commit to a new project, the  someday\/maybe gets promoted to an active project.<\/p>\n<h2>9. Build a trusted system that helps you keep track of your  commitments.<\/h2>\n<p>Your mind keeps things in working memory if it thinks you\u2019ll lose  them if it doesn\u2019t. That\u2019s why building a productivity system is  important \u2013 it helps your mind let go of tracking unnecessary details so  you can focus on the task at hand. That\u2019s why Externalization works \u2013  when you put something on paper in a place you know you\u2019ll be able to  find later, you\u2019re freeing mental resources that can be put to better  use elsewhere.<\/p>\n<p>An effective productivity system consists of the following:<\/p>\n<ul>\n<li><strong>A list of active tasks<\/strong> \u2013 next actions you\u2019ve  committed to accomplishing in the next few days.<\/li>\n<li><strong>A list of active projects<\/strong> \u2013 4-20 project you\u2019ve  committed to accomplishing in the next few weeks.<\/li>\n<li><strong>A calendar<\/strong> \u2013 commitments to meet with other people  in the near future.<\/li>\n<li><strong>A someday\/maybe list<\/strong> \u2013 ideas you\u2019d like to explore,  but not right now.<\/li>\n<li><strong>Reference files<\/strong> \u2013 information or documents you\u2019ll  need to refer to in the future.<\/li>\n<li><strong>A capture device<\/strong> \u2013 some way of capturing ideas or  next actions as you think of them.<\/li>\n<\/ul>\n<p>That\u2019s it, really \u2013 you can use any number of tools for the above, as  long as they cover those basic needs. Personally, I use a notebook for  active tasks, a 3\u00d75 index card in that notebook for projects, the  calendar on my computer, someday\/maybe and reference files in <a href=\"http:\/\/backpackit.com\/?referrer=BPW9HS7\">Backpack<\/a> and <a href=\"http:\/\/evernote.com\/\">Evernote<\/a> or physical files, and my  3\u00d75-sized wallet for my capture device.<\/p>\n<h2>10. Schedule non-negotiable time for a Weekly Review.<\/h2>\n<p>Life moves fast \u2013 we often have so much to do that\u2019s it\u2019s difficult  to take a step back and examine whether or not we\u2019re getting the results  we want. That\u2019s why it\u2019s extremely important to schedule some time each  week to do a \u201cWeekly Review.\u201d<\/p>\n<p>Here are a few things you should include in your weekly review:<\/p>\n<ul>\n<li><strong>Process and organize<\/strong> \u2013 anything you\u2019ve collected  but haven\u2019t handled yet.<\/li>\n<li><strong>Review your active tasks<\/strong> \u2013 are there any to add,  delegate, defer, or delete?<\/li>\n<li><strong>Review your active projects<\/strong> \u2013 are there any to add,  delegate, defer, or delete?<\/li>\n<li><strong>Review your calendar<\/strong> \u2013 are there any meetings to  add, delegate, defer, or delete?<\/li>\n<li><strong>Someday\/Maybe<\/strong> \u2013 anything to add or promote to an  active project?<\/li>\n<li><strong>Reference Files<\/strong> \u2013 anything you need soon? Anything  to add or update?<\/li>\n<li><strong>Goals<\/strong> \u2013 are you moving in the right direction? Are  you making progress? Are any changes necessary?<\/li>\n<\/ul>\n<p>Don\u2019t skip this review \u2013 it\u2019s extremely important if you want to  decrease your stress levels. Personally, I find it best to schedule my  review for the end of the week: Friday afternoon or Saturday morning.  It\u2019s a great way to wrap up the week, feel good about what you\u2019ve  accomplished, plan for the next week, and set yourself up for a relaxing  weekend.<\/p>\n<h2>BONUS TIP: developing an effective personal productivity system  takes time and experimentation.<\/h2>\n<p>Many people get frustrated when adopting GTD because it takes so long  to get everything under control. Cut yourself some slack: GTD is a  collection of habits, and habits take time to develop. Instead of trying  to install everything at once, work on improving in one of these areas  until it\u2019s effortless, then focus on installing the next habit. In time,  you\u2019ll master them all.<\/p>\n<p>Also remember that the goal of GTD is to make it easier to do work  that matters \u2013 not procrastinating by endlessly improving your system  instead of doing productive work. Try to avoid succumbing to  \u201cproductivity porn\u201d \u2013 experiment constantly, but remember that the most  effective systems have the same thing in common: they\u2019re usually the  simplest thing that could possibly work. When in doubt, err on the side  of doing less.<\/p>\n<p><em>Josh Kaufman is an independent business teacher,  education activist, and author of the <a href=\"http:\/\/personalmba.com\/book\/\"><em>Personal MBA: A World-Class  Business Education in a Single Volume<\/em><\/a>, which will be published  by Portfolio on December 30, 2010.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Josh Kaufman wrote a succinct review of Getting Things Done on his blog, The Personal MBA.\u00a0 David saw it and commented to Josh, &#8220;I\u2019ve run across few people who have \u201cgrokked\u201d GTD conceptually as well as you have.&#8221;\u00a0 With Josh&#8217;s permission, we&#8217;re sharing his complete review here. ~~~~~~~ If you\u2019re ready to stop stressing and &hellip; <\/p>\n<p class=\"link-more\"><a href=\"https:\/\/gettingthingsdone.com\/2010\/07\/10-big-ideas-from-gtd\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;10 big ideas from GTD&#8221;<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[699,32],"tags":[69,46,28],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v22.4 (Yoast SEO v22.4) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>10 big ideas from GTD<\/title>\n<meta name=\"description\" content=\"Josh Kaufman wrote a succinct review of Getting Things Done on his blog. 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