I have been aware of David Allen's Getting Things Done for some time, but had never gotten around to reading the book. I finally got the book from the library and read it.
I have written before about how it is easy to go down the productivity rabbit hole and end up getting less than nothing done (but man, do you ever feel inspired, like you can take on the world!). If you have any familiarity with GTD, reading the book can feel a little bit like that.
But there is definitely value to be had.
The first way I would say you can experience that value is by viewing it as a framework or guidelines. One of the reasons it is so easy to go down a productivity pr0n rabbit hole is that we are often looking for specific ways to be more productive. It's almost as though we don't want to be taught or told how to think about a problem, but specifically what to do.
Setting that mindset aside is the first step.
I didn't take a few days, as David Allen recommends, to get all of my thoughts and projects out of my head and into the system. I don't feel that I'm in a spot that needs that kind of focus at the moment. I've had a pretty solid system using a notebook at work, my journal, notes in my phone, the small notebook I always carry in my pocket, and calendar reminders, that I felt like I had a pretty solid grasp on most of what is/was going on.
That's not to say my system was perfect - far from it.
So, what am I doing?
I am currently using Microsoft OneNote, and working to get Outlook set up as well. I've used OneNote for specific projects in the past at work, and we use Outlook for email and calendar, but I've never really implemented Outlook into my personal email/calendar setup.
I enjoy writing by hand in my journal and use that as a way to get thoughts out of my head and onto paper. I’ll sometimes even print out papers and documents because some things are better processed with paper-in-hand versus scrolling on a screen. While I do have that affinity toward paper systems it’s simply not realistic for me, at least at this point in life. I wanted something that I could have on my computer that would also completely go to my phone. OneNote and Microsoft OneDrive are perfect for this.
Hell, I am even writing this post on its own page under my Writing tab. I have created tabs to begin tracking "next actions" depending on location - home, computer, camper, work. I don't track my work tasks/responsibilities in my personal OneNote, but have begun a separate one on my work computer. I have a project list, where each project (which Allen defines as any desired outcome which requires more than one action/step to complete) gets its own page. I do have a section titled Work, on which I jot down notes for things I think of outside of work hours, or if there is something I need to do from my work computer, like get my W2 to do our taxes.
A great thing about OneNote is that I can add pictures and notes to each page as I see fit. Once I am done with something, I can either delete the page, or easily move it to an Archive folder I've created. I also have a reference section, which is essentially a new notebook, where I keep information that will be good to have readily available if and when it is needed - like insurance information for my truck for when I need to renew my tabs.
I have always geeked out about this kind of stuff, so I actually find enjoyment in messing around with the tabs and pages. I'm sure there's a little dopamine hit when I create a new page on my projects list. It is fun to add some notes and think through what needs to be done.
In the book, Allen talks about how when you go through everything, you'll likely come up with 60-70 (or more) projects on your projects list. As of this writing, I have 18. I know that it's not exhaustive.
The ultimate point of GTD, in my interpretation, is to get things out of your head and onto paper (physical or virtual) in whatever system will allow you to no longer worry about it. For right now, as I have new ideas or thoughts, I add them to the system. I am taking my time, easing into it. But every time I have a thought related to something, I add it to the notebook wherever it fits. Or, I use a Quick Note if I just need to capture an idea for later processing.
A key feature of the system is the 2 Minute Rule, which states that as you are processing your inbox or capture items, if the next action can be done in 2 minutes or less, just do it. Processing or filing it will take longer anyway, and there is value in getting small, easy wins. I can attest to that.
I was sitting in my living room after work giving a few minutes' thought to what I can add to my projects list and various actions lists. I noticed (again) how one of the cats had torn up the fabric on the bottom of the ottoman in the living room. As I began adding it to my projects list - fix ottoman fabric - and determining the next action - find electric stapler and confirm I have staples in the garage - I realized that it would take me less than 2 minutes to walk out in the garage, look in the drawer of my tool chest where I knew the tool was, and even bring it in the house, plug it in, add a handful of staples to the fabric, and then put it all away.
All told, it took maybe 3-4 minutes, but instead of spending almost half as much time adding it to my projects list to handle later, I just got it done. I have to say, it felt great! It was something I'd been looking at any time I was sitting in the living room over the past few weeks, just a lingering thought that, "Hmmm, I should probably do something about that…" Having the mindset once it came to mind to even get that thought down in the system provided enough value that when I truly looked at it I realized it was something I could do right away. If it couldn't have been done right away, or if I hadn't had all of the materials/tools I needed, I would have added it to my project list and whatever other necessary tabs to ensure I had a specifically defined next step or shopping list.
Even just dabbling in it, I feel more organized. I don't know if I'm going to go crazy with it, but even doing it a little bit has enough value that I'll keep on going.
For me, it's not about doing it perfectly as David Allen lays out the system in the book. It's about finding something that works for me, so I can be comfortable that whatever responsibilities or agreements or obligations I have will not be forgotten.