Themes Getting Things Done

1 themes

1.1 workflow
1.2 implementation
1.3 perspective
1.4 summary

themes

allen first demonstrates stress reduction method following exercise, centered on has entered life has unclear outcome or next action not defined. (allen calls these sources of stress open loops, incompletes, or stuff. )

pick incomplete : annoys, distracts, or interests you?
write down description of successful outcome in 1 sentence. definition of done ?
write down next action move toward desired outcome
notice how feel after exercise compared before it.

he claims stress can reduced , productivity increased putting reminders not working on trusted system external mind. in way, can work on task @ hand without distraction incompletes. system in gtd requires have within easy reach inbox, trash can, filing system reference material, several lists (detailed below), , calendar. these tools can physical or electronic appropriate (e.g. physical in tray or email inbox). stuff enters life, captured in these tools , processed following workflow.

workflow

logic tree diagram illustrating second , third steps (process/clarify , organize) of five-step getting things done workflow

the gtd workflow consists of 5 stages: capture, clarify, organize, reflect, , engage. (the first edition used names collect, process, organize, plan, , do; descriptions of stages similar in both editions). once material ( stuff ) captured (or collected) in inbox, each item clarified , organized asking , answering questions each item in turn shown in black boxes in logic tree diagram. result, items end in 1 of 8 oval end points in diagram:

in trash
on someday/maybe list
in neat reference filing system
on list of tasks, outcome , next action defined if incomplete project (i.e. if require 2 or more steps complete it).
immediately completed , checked off if can completed in under 2 minutes
delegated else and, if want reminder follow up, added waiting for... list
on context-based next action list if there 1 step complete it
on calendar

empty inbox or inboxes daily or @ least weekly ( in empty). don t use inbox list. don t put clarified items inbox. emptying inbox doesn t mean finishing everything. means applying capture, clarify, organize steps stuff.

next, reflection (termed planning in first edition) occurs. multi-step projects identified above assigned desired outcome , single next action. finally, task task list worked on ( engage in 2nd ed, in 1st ed) unless calendar dictates otherwise. select task work on next considering (the context , e.g. @ home, @ work, out shopping, phone, @ computer, particular person), time available, energy available, , priority.

implementation

because hardware , software changing rapidly, gtd deliberately technologically-neutral. (in fact, allen advises people start paper-based system.) many task management tools claim implement gtd methodology , allen maintains list of technology has been adopted in or designed gtd. designated gtd enabled , meaning allen involved in design.

perspective

allen emphasizes 2 key elements of gtd — control , perspective. workflow center of control aspect. goal of control processes in gtd except current task out of head , trusted system external mind. borrows simile used in martial arts termed mind water. when small object thrown pool of water, water responds appropriately small splash followed quiescence. when large object thrown in water again responds appropriately large splash followed quiescence. opposite of mind water mind never returns quiescence remains continually stressed every input. trusted system , mind water can have better perspective on life. allen recommends reflection 6 levels, called horizons of focus :

horizon 5: life
horizon 4: long-term visions
horizon 3: 1-2 year goals
horizon 2: areas of focus , accountability
horizon 1: current projects
ground: current actions

unlike theories, focus on top-down goal-setting, gtd works in opposite direction. allen argues difficult individuals focus on big picture goals if cannot sufficiently control day-to-day tasks must face. developing , using trusted system deals day-to-day inputs, individual can free mental space begin moving next level.

allen recommends scheduling weekly review, reflecting on different levels. perspective gained these reviews should drive 1 s priorities @ project level. priorities @ project level in turn determine priority of individual tasks , commitments gathered during workflow process. during weekly review, determine context tasks , put each task on appropriate list. example of grouping similar tasks making list of outstanding telephone calls, or tasks/errands perform while out shopping. context lists can defined set of tools available or presence of individuals or groups whom 1 has items discuss or present.

summary

gtd based on storing, tracking , retrieving information related things need done. mental blocks encounter caused insufficient front-end planning. means thinking in advance, generating series of actions can later undertaken without further planning. mind s reminder system inefficient , seldom reminds of need @ time , place when can it. consequently, next actions stored context in trusted system act external support ensures presented right reminders @ right time. gtd relies on external reminders, can seen application of theories of distributed cognition or extended mind.