Lunch & Learn: Getting Things Done
Friday, February 04, 2005
Lunch & Learn: Getting Things Done
"Getting Things Done"
Collect
Capture everything that you need to concern yourself with in what Allen calls "buckets": a physical in-box, an email in-box, a notebook you take with you, a little tape recorder, etc. Don't try and remember everything!
When you first start: get a big in-box.
You can put the thing you need to act on itself in your in-box (a bill, an assignment) or write a note on a single sheet of paper ("change oil in the car"). When you first start, or when you feel like there are lots of things on your mind, sit down and do a "mind sweep" of everything you are concerned about.
Process
Now it's time to empty all those "buckets." Start at the top of the in-box, pick up each item and ask yourself "is there an action I need to take about this item?"
If there is no action you need to take, either throw the thing away, file it for reference, or make a note on your "Someday/Maybe" list.
If there is an action you need to take, can you do it in two minutes or less? If so, do it now! If not, decide what that next action is, and enter it on your "Next Action" list. If one action won't finish this off, enter the overall goal on your "Project" list.
Organize
Obviously, the cornerstone of this system is lists. Like with your collection buckets, you want to have enough lists to keep everything straight, but not so many that you are never sure what list to use. Here are the basics:
* Next Action: what is the very next thing you need to do to get your thing done? (E.g., "read chapter 4 and take notes," or "email a copy of my report to colleague for review"
* Projects: chances are, many of your things will need more than one action to accomplish. Keep track of those multi-action things here. (E.g., "class presentation on Dante," or "write year-end report for boss")
* Waiting: often we depend on others to help get things done. If you are waiting on something, write it down here, so you don't forget. (E.g. "revised version of report from colleague")
* Someday/Maybe: for when you have a great idea or long-term goal that you just can't make time to work on now. You don't want to forget about it, but you don't want it to clutter up your Projects list.
* Context-sensitive lists: e.g., "Phone calls," "Errands," etc.
* Calendar: try and use your calendar just for appointments and other things that have to happen on a particular day/time.
Filing: keep a simple, easy to update filing system. Don't let files pile up in a slush pile. Get comfortable with putting a single piece of paper in a folder, labeling it, and filing it away.
Review
If you don't look at those lists, they won't do you much good now, will they? You'll have to review your Next Action list and your calendar every day (and probably several times a day). Set up an appointment with yourself to do a weekly review, where you process all your in-boxes down to empty, and review all lists to be sure you are on top of things.
Do!
GTD tends to leave it up to you as to how to decide what needs to be done right now--Allen seems to believe if you have everything laid out in front of you, it will be obvious what needs to be done at any given moment based on your circumstances (deadlines, how much time you have available, what tools are nearby, how much energy you have, etc.)
"Getting Things Done"
Collect
Capture everything that you need to concern yourself with in what Allen calls "buckets": a physical in-box, an email in-box, a notebook you take with you, a little tape recorder, etc. Don't try and remember everything!
When you first start: get a big in-box.
You can put the thing you need to act on itself in your in-box (a bill, an assignment) or write a note on a single sheet of paper ("change oil in the car"). When you first start, or when you feel like there are lots of things on your mind, sit down and do a "mind sweep" of everything you are concerned about.
Process
Now it's time to empty all those "buckets." Start at the top of the in-box, pick up each item and ask yourself "is there an action I need to take about this item?"
If there is no action you need to take, either throw the thing away, file it for reference, or make a note on your "Someday/Maybe" list.
If there is an action you need to take, can you do it in two minutes or less? If so, do it now! If not, decide what that next action is, and enter it on your "Next Action" list. If one action won't finish this off, enter the overall goal on your "Project" list.
Organize
Obviously, the cornerstone of this system is lists. Like with your collection buckets, you want to have enough lists to keep everything straight, but not so many that you are never sure what list to use. Here are the basics:
* Next Action: what is the very next thing you need to do to get your thing done? (E.g., "read chapter 4 and take notes," or "email a copy of my report to colleague for review"
* Projects: chances are, many of your things will need more than one action to accomplish. Keep track of those multi-action things here. (E.g., "class presentation on Dante," or "write year-end report for boss")
* Waiting: often we depend on others to help get things done. If you are waiting on something, write it down here, so you don't forget. (E.g. "revised version of report from colleague")
* Someday/Maybe: for when you have a great idea or long-term goal that you just can't make time to work on now. You don't want to forget about it, but you don't want it to clutter up your Projects list.
* Context-sensitive lists: e.g., "Phone calls," "Errands," etc.
* Calendar: try and use your calendar just for appointments and other things that have to happen on a particular day/time.
Filing: keep a simple, easy to update filing system. Don't let files pile up in a slush pile. Get comfortable with putting a single piece of paper in a folder, labeling it, and filing it away.
Review
If you don't look at those lists, they won't do you much good now, will they? You'll have to review your Next Action list and your calendar every day (and probably several times a day). Set up an appointment with yourself to do a weekly review, where you process all your in-boxes down to empty, and review all lists to be sure you are on top of things.
Do!
GTD tends to leave it up to you as to how to decide what needs to be done right now--Allen seems to believe if you have everything laid out in front of you, it will be obvious what needs to be done at any given moment based on your circumstances (deadlines, how much time you have available, what tools are nearby, how much energy you have, etc.)
