Getting Things Done
I have come to terms with the fact that I have a reading list that grows faster than I can read so I am very selective when choosing my next book. While I occasionally read fiction, it typically makes me feel guilty that I could be using that time to learn a practical skill. Through this blog I plan to occasionally share some of my favorites when I believe you may benefit the same way that I have.
Years before I even realized it, I was using some of the concepts outlined in David Allen’s bestselling book “Getting Things Done: The Art of Stress-Free Productivity.” This is not because I was born with some magical power of organization but rather because the system is so natural and just makes sense.
I recommend this book anytime someone asks me how I keep up with all that I do. You will want to read this straight through the first time and then keep coming back as a reference when you want to refine your process or as a refresher when you feel off-track.
The key motivation to Getting Things Done (commonly called GTD by practitioners) is that you will free your mind of trying to remember all the little tasks you need to accomplish each day to finish the projects you are working on. David explains how the human mind is not good at remembering more than a few things at once and even with only a few items on your mind there is enough distraction that your performance suffers.
The first step is having a system to collect these inputs so they are saved (like an inbox), and you can stop thinking about them all the time. This system can be as simple as a pad of paper, but I highly recommend some type of digital “To Do” app because you probably have your phone or computer within arm’s reach most of the time. After trying several other approaches, I found the app Todoist perfect for GTD and the approachable team behind it has a great productivity blog (links below).
This is an over-simplification of the process but once you have everything…and I mean everything…out of your head, you take the list through a series of steps to process, organize, review and act on these tasks. The final step is to regularly review all of your projects and tasks so you always know where you stand and can shift priorities, as necessary.
By using an app for my GTD process, I can leverage the “context” approach that David says is so important…having tasks present themselves based on the environment that I am at any given time. For example, on my list I have an item that can only happen in person at the main library in downtown Denver. This task is not urgent or time sensitive so rather than constantly seeing that task on my To Do list I have set it with a location-based reminder so until the context is right (I am physically near the library) it will not even come up as something I need to do. Because I am confident in my system I can stop thinking about this task and make room for the more important. These context-based reminders can include times, locations or any type of label you want to create.
This is an example of my labels in Todoist. I have labelled non-urgent tasks with the context or environment the task can be performed in. For me these include things like the amount of time or energy, time of day or general location where I can complete the task.
(By the way, “flying” means as a passenger on a commercial flight with no internet or distractions…I am not advocating for you to check things off your To Do list while in the front seat!)
Here are examples of some projects I have in my Todoist. These allow a grouping of my tasks and an easy way to see where I need to focus my efforts. I also have a list of projects that reflects each client that I am currently working with and my next actions for whatever we are working on together.
A few more of my projects…from this screenshot you can see I use Todoist for my photography business as well as keeping track of things I plan to do around the house, vacation travel plans, renewal dates and even gift ideas for family and friends.
I am confident that in today’s environment of digital information overload that if you give GTD a chance you will mentally and physically feel a difference after just a couple of weeks. You will feel more organized, have more time, perform better and get more accomplished.
You will become confident about the true scope of what needs to be done and which tasks are relevant and most important to be working on right now. The more you follow and refine your process the more you will know that what you are doing right now truly is the best use of your time.
More Reading:
Buy the Book on Amazon: Getting Things Done by David Allen
David Allen’s Getting Things Done Website
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