Get Things Done (GTD) Online Flowchart & Project Planner

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This GTD Processing and Organizing flow chart describes how to process and organize all the tasks and to-dos that you collected into an actionable plan. Products Features Platforms TryitFreeTryitFree SignIn Products Features Platforms GettingThingsDone®(GTD®) UsingGTDandToodledotogetorganizedandbeproductive! GettingThingsDone(GTD)isamethodfororganizingtaskssothatyoucanfocusyourentireenergyandcreativityoncompletingthosetasksinastressfreemanner.ThismethodwasdevelopedbyDavidAlleninhisbook,GettingThingsDone.ThemainprincipleofGTDisthatrecordingyourtasksinareliableway-usingasystemthatyoutrust-willfreeyourmindfromtryingtorememberandprioritizestuff.Thisrecapturedmentalenergycanbeputtowardsbeingmoreproductiveandefficient. CollectallofyourTasks ThefirststeptoGTDiscollectingalloftheinformationthatisbouncingaroundinyourheadbygettingitoutofyourmind.Withoutasystemforrecordingideas,yourmindwastesalotofenergybyneuroticallykeepingthoseideasfreshinyourmemory-youjustcan'tstopthinkingaboutthem.Yourthinkingprocesswilltendtogoincircles,constantlythinkingandworryingaboutthetasksthatyoumustnotforget. Ifyoucanexpressyourideasinwordsandrecordthemoutsideofyourhead,yourmindwillhavepermissiontonolongerwasteenergytryingtorememberthem. Onceallofyourtasksarerecordedinatrustworthysystemthatyoucanreviewwheneveryouwant,youwillnolongerhavetoworryaboutforgettingtodoanything. Toodledoistheperfectcollectionbucketforthistypeofinformation.YoucaneasilyaddinformationtoyourToodledolistanytimeyouhaveaninternetconnection.Forconvenience,youcanaddtasksdirectlyonourwebsiteorviaourBrowserPlugin.Youcanalsoaccessyourlistfromanywebcapablemobilephone. GTDalsosuggeststhatyouhaveaphysicalin-baskettocollectpaperbasedmaterials.Wheneveryoudonothaveaninternetconnection,youshouldrecordyourinformationonpaperandtossitintoyourin-basket.Everythingthatendsupinyourphysicalin-basketorinyourToodledoin-basketwillbeprocessedinthesameway(describedinthenextstep)andanyvalidtaskswillbeenteredintoToodledo. Ifyouhavenotstartedthecollectionprocessyet,youshouldsitdownandtypeineverythingthatisonyourmind.ItmightbeagoodideatocreateafolderinToodledocalled"ToBeProcessed"foralloftheseideas.Thiswillprepareyouforthenextstep.Youcanquicklyaddtasksusingour"AddMultiple"linkfromthetaskpage.TheaveragepersonstartingtheGTDmethodwillprobablyhaveatleast50tasksbouncingaroundintheirbrainthattheyneedtogetout. ViewtheGTDBrainDumpInfographic! Gettingthingsdoneiseasytogetstarted.OurfunGTDBrainDumpinfographicwillhelpyouwiththefirstcollectionstep:abraindump! Shareit! ProcessingyourTasksandProjects ThesecondsteptoutilizingGTDistotakealloftheinformationthatyouhavecollectedandprocessitintoactionablepieceswithclearnextsteps.Thisiswhereyouwilldefineprojectsandtheirassociatedtasks.AccordingtoauthorDavidAllen,thedifferencebetweenaprojectandataskisthat"youdon'tactuallydoaproject;youcanonlydoactionstepsrelatedtoit."Aprojectissomethingthatrequiresmorethanoneactionsteptocomplete.Youmayneedtospendsometimethinkingaboutaprojectbeforeyoucanbreakitdownintoitsconstituenttasks.Thisiscalled"ProjectPlanning".Ifyoudon'thavetimetodotheprojectplanningrightnow,youshouldcreateataskcalled"Doprojectplanningfor...".This,initself,isthenextsteprequiredfortheproject. Thedifferencebetweenaprojectandataskisthat"...youdon'tactuallydoaproject;youcanonlydoactionstepsrelatedtoit."-DavidAllen Hereisanexampleofbreakingdownaprojectintoactionsteps:"Buyanewcar"maybesomethingthatyouhavewrittendown,butthisisnotataskbecauseithasnoclearnextsteps.Itwouldbebettertocreateaprojectwithanarrayofsmallactionableitemsthatyoucaneasilycomplete,suchas:"Determinebudget","ListfeaturesthatIneed","Findadealership",etc. ThisGTDProcessingandOrganizingflowchartdescribeshowtoprocessandorganizeallthetasksandto-dosthatyoucollectedintoanactionableplan.Thebluesquaresexplainhowtodothe"processing"step,andthegraysquaresdescribehowtodothe"organizing"step,whichisexplainedlater.ThisflowcharthasbeenmodifiedfromtheoriginalDavidAllenWorkflowDiagramwhichcanbefoundintheGettingThingsDonebookorfrom www.davidco.com. Intheprocessingstep,thefirstthingtodecideisiftheitemisactionable.Inotherwords,isitpossibletodoit?Iftheansweris"no",thenyouneedtodecideiftheitemisreferencematerial,junk,orsomethingthatmaybecomeactionableinthefuture.Thesecategoriesarediscussedmoreinthe"Organization"stepbelow.Iftheansweris"yes",thenyoucanproceedtothe"Processit"step. Inthe"Processit"step,therearethreepathsthatyoucantake.Askyourself,"couldIdoitrightnowwithoutthinkingaboutit?"Iftheansweris"yes",thenfollowthe"task"path.Ifyoudon'twanttodoitnow,butmightwanttosomedayinthefuture,youcanfollowthe"maybelater"path.Ifyouneedtodosomeprojectplanningtobreakthisitemdownintoactionablenextsteps,thenyoucanmoveintothe"ProjectPlanning"step. Foreachlegitimatetaskthatyouencounter,youshoulddetermineifyoucancompletethattaskinunder2minutes.Manytasks(suchasreplyingtoanemail)canbecompletedinunder2minutes.Youshoulddothesetasksrightawaybecausethetimeittakestorecordandmanagethesetypesoftasksislongerthanthetimeittakestojustdothem.Forlongertasks,youneedtodecidewhenyouwanttodothem.Ifitneedstobedoneonorbyacertaindateortime,youcanscheduleitintoyourcalendar.Tasksthathavenospecifictimecanbeputintoyourtasklisttobecompletedatthenextpossibleopportunity.Youalsohavetheoptionofdelegatingthetasktosomeoneelse. OrganizingyourTo-Dos Afteryouhaveprocessedanitem,youwillneedtoorganizeitinoneofsevenways(shownwithgraysquaresintheflowchart). Trash Thereisnovaluetokeepinginformationthatisuseless.Keepingtrashonlyaddstotheclutterinourlives.Throwawayanythingthatisnotactionableorhasnoreferencevalue. Reference Alotofthestuffthatyoucollectwillgointothereferencepile.Thisincludespaidbills,URLbookmarks,oldtaxreturns,importantpapers,emails,projectnotes,journals,textbooks,etc.Toodledodoesnotstorereferencematerial,soyouwillneedtogetasturdyfilingcabinet.AcommonsuggestionfromGTDexpertsistostoreeverythinginalphabetizedfilefoldersinyourfilingcabinet.Thismakesitquickandeasytodigsomethingup. Someday Thisiswhereyouputitemsthatyouarenotsureyoueverwanttodo,butmaybesomedayyou'llthinkaboutthemagain.Forexample,youmaywanttoclimbMtEverest,butnotanytimesoon.InToodledo,youcansetthepriorityofatasktobe"Negative(-1)".Thiswillhidethetaskfrombeingdisplayedontheday-to-daytasklist.Youcanalwayschoosetorevealthesetasksandseeifthereareany"someday"tasksthatyouwanttopromotetoactivedevelopment. ProjectPlanning Whenyouhaveanitemthatneedstobebrokendownintoitsconstituentactionablesteps,youareinthe"ProjectPlanning"stage.InToodledo,youcancreateafolderforthisprojectandstartbrainstormingalistofthestepsthatmustbetakentocompletetheproject. Waiting Whenyouhavedelegatedatasktosomeoneelse,itgoesintoyour"waiting"pile.Actioncannotproceeduntilsomeoneelsefinishestheirpart.ThesharingsectionofToodledoallowsyoutoeasilydelegatetaskstootherpeopleandkeeptrackoftheirprogresswiththosetasks. Calendar Anytaskthatmustbecompletedbyoronacertaindatecanbegivenadue-dateandtime.Whenthedateisapproaching,Toodledowillbringyourattentiontoitbyincreasingitsvisibilityinyourtasklist.YoucanalsoviewyourtasksonToodledo'sbuiltincalendarorbysynchronizingyourtaskswithGoogle'scalendaroranyotheriCalcapableorganizer. TaskList Thisiswherethevastmajorityofyourtaskswillgo.Thisisthemasterlist.Toodledodefaultstoshowingyoutheentirelistsothatyoucaneasilyseeeverythingthatyouneedtodo.Certainhighpriorityitemsandtasksthatareduesoonwillshowuponyour"Hotlist"soyouknowtodothemfirst.Itiseasytoadditemstothislistandtomodifyexistingitemsbyjustclickingontheinformationthatyouwanttochangeandtypinginthemodification. DoingyourTasks! Althoughthemajorityofthisarticlewasspenddescribingtheprevioussteps,youwillbespendingmostofyourtimeinthe"Doing"stage.Inthisstep,youwilluseyourtasklisttodeterminewhatyoushouldbeworkingon.Youcansortthislistbyanumberofdifferentcriteria(priority,tags,context,goals,timeestimates,etc.)inordertodeterminewhichtaskstocompletenext.Forthosepeoplewhocan'tdecidewhattoworkonnext,Toodledohasan"AutoScheduler"whichanalyzesyourtasksandautomaticallypickstheonesthatwillbethemosteffectiveuseofyourtime. Becauseyouhavealreadytakenthetimetoensurethateachtaskonyourlistisactionable,youwillnothavetothinkabouthowtodoit.Justdoit. Afterusingthissystemforafewweeks,youshouldfindthatyouaremuchmoreproductiveandthatyourmindislessclutteredandmorestressfree.Thatisthegoalof"GettingThingsDone". UseContextstoStayFocused AnotherimportantconceptwithGTDistheideaof"Contexts".Acontextisaparticularlocationortimeofdaythatrelatestowhichtaskscanbecompleted.Forexample,itisnotproductivetoberemindedabouthousechoreswhenyouareatwork,anditisnothelpfultoberemindedaboutphonecallsthatyouneedtomakewhenyouarenotnearaphone. Somecommoncontextsincludehome,work,phonecalls,errands,school,computer,andthegym.WithToodledo,youcaneasilyassigncontextstoyourtasksandthenfilteryourlistsothattheonlytasksthataredisplayedaretheonesthatarerelevanttoyourcurrentcontext. GTD®andGettingThingsDone®areregisteredtrademarksoftheDavidAllenCompany.ToodledoisnotaffiliatedwithorendorsedbytheDavidAllenCompany. Shareit! 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