How I Get Things Done
Here's my system for Getting Things Done. My goal with this system is unsurprisingly to get things done. As such, i'm trying to have as little overhead as possible.
How I Do It:
Project lists:
I have two. "Projects" and "Projects (sleeping)". I'm not sure how much bang i'm getting for keeping them separate, but i like having the division. Currently, these lists are in the form of slips of paper in (nicely labeled!) manilla folders. Using the folders is actually more trouble than it's worth so one of my projects is to migrate to a text file based system. I review these two lists each week during my weekly review to determine if: 1 any item needs to go onto a project list
- any item needs to get transferred from sleeping to current
- any item needs to get deleted from a project list
- the next action for each project is reflected on the next actions list
Action lists:
My main project lists are my action list and my "waiting for" list. Both of these are just text files stored on my idisk (so that i can see them while at home and at work). Recently, i started keeping additional lists to keep track of things i need to in specific projects (such as get MyWi to beta and start Helium Foot Inc.). These lists serve as a bucket to dump arbitrary tasks into and mostly i just use them as a place to put actions that are not "the next action".
Weekly Review:
This is possibly the most important part of my system. I'm a total believer. Every monday night, i go through my inbox (mostly unopened mail to file or bills to pay.) Next I review my notepad. Anything that i can do really quickly (ostensibly in two minutes or less, but i'm not religious about that number) i'll do, otherwise i'll put something in one of my lists (next action, projects, MyWi beta, etc). Next i cross the item out of my notebook which is more fun than i'll admit to here. After the notepad, i get my next action, and waiting for lists in shape by removing items that i've completed, updating what the next action for a project is, or moving items between lists. Finally, i review every item on my projects and project (sleeping) lists.
Notepad:
To capture thoughts and ideas as they come to me i cary a standard issue spiral notebook. It's pocket sized (usually in the left hip pocket of my cargo pants) and flips open from the top like an old school trek communicator. I started out writing only one item on each page, but i was spending too much time and money at staples so i've gone to one item per line with no adverse effects. I don't sweat it if i don't have my notepad on me for some reason and i need to write something down. If it's important, it will come back to me.
Filing System:
My filing system has moved from one half of the top surface of the dresser that i share with my wife, to one filing cabinet drawer. Although this is probably the least important part of my system ,i do appreciate being able to find those errant pieces of paper that used to elude me. Everything in my filing system is in a manilla folder with a printed label.
What Doesn't Work:
I'm still struggling with a few things
- Getting something done at a specific time
- The lag time between when something goes into my notebook and when it gets onto my next action list or calendar. This is especially problematic for something that comes up during the day, that i need to get done quickly.
Finally, GTD, will not suddenly give you time in which to do things. You still have to make that time.
What Does Work:
My favorite parts of the system are the weekly review and pocket notebook. The effect of these two tools alone are worth the price of admission.
As i said above, this system did not suddenly give me all of the time that i need to get my things done. I still need to make that time. To that end, I put an appointment on my calendar at 2 pm for every weekday. At that time (or some number of 15 minute snoozes after that) i'll take 15 minutes and do one item from my next action list.
Finally, i'll give the gentle reader this advice: Get the freakin' labeler. I resisted the electronic labeler, thinking that it was an optional and decadent purchase. What i know now, is that it is a critical and decadent purchase. If you're a geek (and come on, who else would be reading this) then you'll want to label things just to use the labeler.