Book Summary - Getting Things Done by David Allen, 121231

PRODUCTIVITY

Getting Things Done by David Allen BOOK SUMMARY Vitals Hardcover (288 pages), Viking Adult (January 2001) ISBN-10: 0670899240 PSRP: 24.95 USD

Last Revised January 26, 2013 Overview: Amazon - "Our ability to be productive is directly proportional to our ability to relax. Only when our minds are clear and our thoughts are organized can we achieve stress-free productivity. His system teaches how to identify, track, and choose the next action on all our tasks, commitments, and projects and master all the demands on our time while unleashing our creative potential."

Review: GTD now developed a cult following in Silicon Valley likely because of its rigor – both intensely logical and pragmatic. While indeed seamless, GTD lacks an strong look at “purpose” – answering the question of why we should be productive. What’s Getting Things Done?

“stuff”

‘Getting Things Done’ is a toolkit for building a single consistent, foolproof, and personal system to do work. By capturing all the open loops in life and making front end decisions on all work knowing at all times what the “next action” will be, you’ll declutter/clear your mind and achieve “stress-free productivity.”

inbox trash what is it?

is it actionable?

Most people allow open loops to fester in their subconscious which results in worrying, stress and unnecessarily wasting time when you can be focusing on the “now.” While others often advocate a top down approach, this is a bottom up approach to life management – letting go of lower levels of thinking. Organizing the day-to-day, allows the higher level thinking of goals / values to fall into place.

(planning)

(tickler file; hold for review)

reference (retrievable when required)

what’s the next action? project plans (review for actions)

will it take less than 2 minutes?

The Approach to Work: “Getting Head to Empty” 1. 2. 3. 4. 5.

yes

Multi-step projects

projects

no

someday/ maybe

yes

Collect things that attract attention. Process: what is it & what needs to be done? Organize the results. Review as options, choose what to do. Do.

no

do it now

delegate it

do it later

waiting

calendar

next actions

(for someone else to do)

(to do at specific time)

(as soon as possible)

Be ruthless and regular about collecting, centralizing and processing tasks/data into very discrete categories:

There are 7 categories of items that you’ll track:

Actionable items. Each item should be “actionable,” meaning:

1.

Projects List: Anything that requires >1 action step.

2.

Project Support Material: These are materials/resources to support actions and thinking about projects – don’t use for reminding. You will thumb through to consider pending next actions. You can set up subprojects here. Doesn’t matter how many lists of projects you have as long as you review as often as is necessary. Include in Weekly Review (see below). Keep one system.

3.

Calendar: Items that go in Calendar do not include “ASAP” tasks but the following:

1. 2.

You know what outcome looks like and what you’re committing to. What the next required action is.

*The 2 Minute Rule: If it takes less than 2 minutes, just do it. In building lists, the goal is to have all actions/options you need to see when you need to see them. Author’s own system of lists is digital with exception of two physical ones: read/review & data entry (e.g. business cards, quotes, articles).

a. b. c. 4.

Time specific actions: e.g. specific appointments Day specific actions: needs to be done that day Day specific information/reminders

Next Action Lists: Remember this is for items > 2 min. Organize in physical context – relative to tools you need, Page 1 of 8

people you need to speak to (e.g. calls, @computer, @office, @home, read/review). First, trust your gut, and then choose what to do based on the following criteria:

10. Review ‘Someday/Maybe’ list. Check for any projects that may have been active and transfer to projects. Delete any no longer of interest.

a. b. c. d.

11. Review “Pending” and Support Files. Browse through all WIP support material to trigger new actions, etc.

Context Time available Energy available Priority

12. Be creative and courageous. Any crazy new risk taking ideas you can add to system?

5.

Waiting for Lists: When tasks are delegated you should track and date what you’re waiting for & from whom

Seeing Tasks within the Bigger Picture

6.

Reference Material: Do not blend actionable items here! Items do not have any pull/push associated with them. (see more details below).

Review long term goals/life as required. “You need to assess your life and work at the appropriate horizons, making the appropriate decisions, at the appropriate intervals, in order to really come clean.”

7.

Someday Maybe List: Triggers regularly reviewed.

Categories must be kept separate and distinct. If they lose their edges, much of the value of organizing will be lost.

A model for deciding how to process daily work: 1. 2.

Day-to-Day Review 1. 2.

Calendar first. Knowing day/time specific commitments helps make decisions about your day Next, your action lists. Looking at actions items versus where you will be gives you option to do those things

The Weekly Review A critical step that Projects should be reviewed regularly at least once a week. Recommended to block out 2 hours of time – e.g. Friday afternoon when information is still fresh, you can still reach people at work, and makes you free for weekend. It is ok to decide not to decide to do something so long as you have a system that tracks this. Put all tasks/commitments in context to get to empty again: 1.

Loose papers. Pull out all scrap paper, receipts, etc, into inbox for processing.

2.

Process notes. Review journal entries, notes, list actions, waiting for’s, calendar events, read/renew material, etc.. Be ruthless. Purge what’s unnecessary.

3.

Previous calendar data. Scan past calendar dates in detail for action items leaving nothing uncaptured.

4.

Upcoming calendar. Scan for future calendar events (LT and ST), actions about arrangements/prep.

5.

Empty your head. Put in writing new projects, action items, w/f’s, someday maybes not yet captured.

6.

Review ‘Projects’ (and larger outcome lists). Evaluate status one by one, with at least one action on list. Consider moving to Someday/Maybe.

7.

Review ‘Next Action’ lists. Mark off completed actions, review reminders.

8.

Review ‘Waiting For’ list. Record appropriate actions for any required follow up, check off received items.

9.

Review any relevant checklists. Anything else?

3.

Doing predefined work Work as it shows up. You should be aware of what you're not doing by frequently reviewing lists. Reduce "urgent" and "surprises" as much as possible should be goal. System however allows for interruptions. Expect the unexpected by having various lists with you - you can do things on hold only if you know that those things need completing. Defining your work in the context of a part in the larger system.

To be most productive and motivated, your tasks at the lower levels must be aligned with your broader longer term goals and values at all levels: 50,000+ feet: Life 40,000 feet: Three to five-year vision 30,000 feet: One- to Two-year goals. What will the nature of your work look like 1-3 years later? Life? 20,000 feet: Areas of responsibility. Make personal and professional sublists (likely 4-7 areas of responsibility at work and similar number personally). Ensure you have all your projects and next actions defined so responsibilities can be managed appropriately. Look for gaps/imbalances between this and projects. 10,000 feet: Current projects Runway: Current actions Everything has to be managed in a balanced way so you can be in the present. Knowing all the open loops can result in a much clearer vision. Working top down when the bottom is out of control can be highly ineffective. Finalize your “Projects” list and ensure that it captures all the commitments you have made in an objective inventory that will automatically produce greater focus, alignment and sense of priorities (this takes 10-15 hours for most clients to get to point of trusting thoroughness of inventory). Long term questions to ask 30-50,000 feet: •

What are the longer-term goals and objectives in my organization, and what projects do I need to have in place related to them to fulfill my responsibilities? Page 2 of 8

• •

What longer-term goals and objectives have I set for myself, and what projects do I need to have in place to make them happen? What other significant things are happening that could affect my options and change what I'm doing?

Examples of things that can force you to re-evaluate: • • • • • •

Changing nature of job / priorities of company Direction in career and career changes and things you need to do for promotions Organization direction / adjusting career plans Lifestyle preferences / needs. Retirement. Struggle with the "Why" or else everything else won't fit / be in balance. Ensure that you're set up for "vertical processing" - maybe a someday/maybe list or folder called dreams and goals

Make sure your projects list is up to date. Spend 1-3 hours to handle as much vertical thinking as possible. Take a few projects that you have the most attention or interest in and do some thinking and collecting and organizing on them. Focus on each one, one at a time, top to bottom, ask yourself " what about this do I want to know, capture or remember?" Bringing Your Email Inbox to Empty Most folders in email should be used for reference or archived materials. Keep actionable items outside “inbox” where most people keep them. Create one folder for emails that will take longer than 2 minutes. Get rid of as many using the 2 minute rule. "Action" Folder should sit at the top of your reference folders and should look different (in MS Outlook it is "@") "Waiting For" folder. Drag items into folder or cc/bcc yourself auto directing mail like this into your Waiting For folder. Get "in" to "empty"; then it becomes like answering machine. Otherwise, "in" can be mind-numbing each time you look at your email as you reassess everything given the unopened loops. Empty does not mean you have handled everything. Now you can open your @Action file. Remember that because you have a separate sub-system for email, these action items must also be reviewed daily. For peace of mind, you must have actionable items locatable, know what can wait and you have to do that in seconds. Managing Non-Actionable Information (Again, do not blend with actionable items!). Two categories: Reference and reminders of things that need no immediate action but might at later date. Warning: All files must be consistently reviewed. A few systems: General Reference Filing. Rule 1: Be able to access anything within 60 seconds. Rule 2: Paper or email, you must feel comfortable enough storing a single piece of paper to refer to later. (Most end up

with 200-400 paper-based general reference files and 30-100 email reference folders.) Large Category Filing. Any topic that requires more than 50 file folders with its own alpha system. Stick with one system to avoid conflict. Rolodexes and Contact Managers. Libraries and Archives. If material is purely for reference, the only issue is whether it's worth the time and space required to keep it. Tracking "Someday/Maybes". Not throwaway items. Either lists as trigger or paper-based "tickler" system. Let loose. The Tickler File. Physical reminder of things you want to see or remember not now but in the future. Like mailing stuff to yourself in the future. Every day of the week that day's folder is pulled and reviewed. E.g. travel tickets, travel destinations. "A tickler file demands only one second per day new behavior to make it work and payoff value is logarithmically greater than the personal investment." 43 folders: 31 daily files titled with sequential days + 12, one for each month The next day's date is the first file (e.g. if today is 5th, the file would be 6th). Next day's file is emptied into inbox every day and folder is refiled at back of the dailies. If you leave town, you must check the folders for the days you'll be away BEFORE you go. Using Checklists. The more novel the situation the more control is required (versus cruise control). Use checklist to maintain focus until you're more familiar with what you're doing. First, clarify inherent projects and actions. 6 areas of work that can be defined and listed and reviewed consistently in a bigger picture format: 1. 2. 3. 4. 5. 6. 7. 8.

Career goals Service/Volunteering Family Relationships Community Health and energy Financial resources Creative expression

A list of some topics of checklists: • • • • • • • •

Personal Affirmations (e.g. value statements) Job/Key Areas of Responsibility Travel Checklist (Things to take/do before a trip) Weekly Review (everything to review and/or update on a weekly basis) Training Program / Event Components Clients Focus Areas (key life roles and responsibilities) Key People in My Life/Work (relationships to assess regularly for completion and opportunity development)

Page 3 of 8

• •

Organization Chart (key people and areas of output to manage and maintain) Personal Development (things to evaluate regularly ensuring personal balance / progress)

Get comfortable with checklists but ad hoc and more permanent and be ready to create and eliminate as required. Setting Up your Physical Space “You increase productivity and creativity exponentially when you think about the right things at the right times and have the tools to capture your value added thinking.”

• •

Getting Started for the First Time Start with a 2 day block of time, block out the world. It can take a while to define all the open loops and next actions especially if they’ve been open for a while. Interruptions can double the time needed. A. Collection: Corralling your “stuff” (usually 1-6 hours) Why gather everything together before you start?

Workspace/prime location. Writing surface and room for an inbasket. Most need ≥ 4 file drawers for general reference & project support types of paper based material. Don't Share Space! You need your own in-basket and physical space to process paper. You will need a space at home / satellite with identical system.

1. 2. 3.

Physical Gathering process: •

The Basic Processing Tools/Starting from Scratch:

•

• • • •

Paper-holding trays (≥ 3, no lips). In, Out & WIP trays Stack of plain letter-size paper. A pen/pencil, Post-its (3X3s), Paper clips, Binder clips, stapler and staples, Scotch tape, rubber bands. Automatic labeler. Surprisingly important. Legibly label folders, spines, and numerous other things (one of best tricks for enhancing personal productivity is having organizing tools that you love to use) File folders. Letter size, plain (color coding rarely worth effort). Calendar. Wastebasket/recycling bins. Filing System.

• • • • • •

Using your Filing System: • • • • •

• •

You must feel equally comfortable filing a single piece of paper or even scribbled note in its own file as you would more formal document Keep your General reference files at hand's reach - filing has to be instantaneous/easy; swivel distance One alpha system - not multiple. Don't bother doing it by area of focus. KISS. Have lots of fresh folders - keep giant stack instantly at hand; reorder when