Getting Things Done (GTD) in 2019: An Updated Take ... - Planio

Run a quick Google search and you'll find that Getting Things Done is actually two things: A best-selling book and a productivity workflow ... WhatisPlanio?Planio+FeaturesPricing&SignUpSecurityAboutusSupportLoginNo1inRedmineHostingREDMINE«BacktoPlanioBlogJoryMacKayonMay24,2019TwittericonFacebookiconLinkedIniconXingiconJoryMacKayJoryisawriter,contentstrategistandaward-winningeditoroftheUnsplashBook.HecontributestoInc.,FastCompany,Quartz,andmore.May24,2019·13minreadWhatdoyouneedtodotoday?It’sasimplequestionthatcanquicklysendyouintoastateofsweat-soakedstress.Therearethetasksonyourdailyto-dolist,ofcourse.Plusplanningforyournextsprint.Oh!Andyou’vegotthatmeetinglaterwithyourCEOyouneedtopreparefor.And…What’sthat?Sorry,anurgentemailjustcameinthatyouneedto…Damn...Someonejustpingedyouinchataboutabug…Whatwerewetalkingabout,again?Withhowmuchourdaysarefilledwithconfusion,alackofclarity,andconstantlycompetingpriorities,it’snowonderwestruggletogetthingsdone.Butitdoesn’thavetobethisway.Whatifyouhadaproductivitysystemthatwouldhelpyoutrackandprioritizeeverythingyouneedtodosoyoucanfocusonwhat’smostimportant:Gettingthingsdone.AndwhatbetterproductivitysystemforthisthantheaptlynamedGettingThingsDone(GTD)byDavidAllen?Inthispost,we’llrunyouthroughthebasicsofwhatGTDisandhowyoucanimplementitintoyourownlifetokeepyouorganized,productive,andstress-freeinjustminutes.GettingThingsDone101:AGuidetoStress-FreeProductivityGettingThingsDone101:AGuidetoStress-FreeProductivityWhatisGettingThingsDone?GTDmeaning,history,andbackgroundWhyyouneedGTD:YourworkingmemorycanonlyworksohardTheGettingThingsDoneworkflowin5stepsGTDStep1:CaptureGTDStep2:ClarifyGTDStep3:OrganizeGTDStep4:ReflectGTDStep5:EngageWhatittakestobesuccessfulwithGTDin2019Productivitysystemsdon’thavetobecomplicatedManageProjectslikethePros.TryPlanio.WhatisGettingThingsDone?GTDmeaning,history,andbackgroundRunaquickGooglesearchandyou’llfindthatGettingThingsDoneisactuallytwothings:Abest-sellingbookandaproductivityworkflow(bothcreatedbyproductivityguruDavidAllen).Firstpublishedin2001witharevisedversionin2015,thebookandaccompanyingsystembothfocusononecentraltheme:organizingallthe“stuff”battlingforyourattentionsoyoucanmakesmartdecisions,properlyprioritize,anddofocusedworkwithoutstressingout.TheaimofGTDistogiveyou100%trustthatyou’vecollectedandcategorizedallyourtasks,ideas,andprojectsfromthevague,overlyambitious“launchamillion-dollarbusiness”tothemoreconcrete“prepareagendafornextweek’smeeting.”AsAllendescribesit:ImplementingGTDalleviatesthefeelingofoverwhelm,instillsconfidence,andreleasesafloodofcreativeenergy.Itprovidesstructurewithoutconstraint,managingdetailswithmaximumflexibility.Toachievethis,Allen’ssystemfollowsaprettybasicmethodology:CaptureanythingandeverythingthathasyourattentionDefineactionablenextstepstotakeOrganizeintocategoriesandcontextsUseregularreminderstokeepyouontrackSetupregularreviewssothesystemdoesn’tfallapartInpractice,GTDdoesn’tjusthelpyoudealwiththeexternaldistractionsofthemodernworkplace,butalsotheonesinyourhead.As,accordingtoUCIrvineProfessorGloriaMark,we’rejustaslikelytointerruptourselvesastobeinterruptedbyanexternalsource.Thelastprojectmanagementtoolyou'lleverneed.SignupforPlanioWithGTD,you’reessentiallyoutsourcingyourmemorysothatinsteadofhavingnaggingreminderspopintoyourheadatinopportunemoments(whyareyouthinkingaboutsendingafollow-upemailtoDebbiefrommarketingwhilehavingdinnerwithyourfamily?)youcantrustthateverythingyouneedtodoisinoneplaceandprioritizedbytrueimportancesoyoualwaysknowwhattodonext.We’rejustaslikelytointerruptourselvesastobeinterruptedbyanexternalsource.There’snofancyappor“hacks”that’llhaveyousettingtimersorfollowingstrictrules.However,thisisn’ttosaythatit’snecessarilyaneasysystemtoimplement.GettingThingsDonereliesonsomeheavyupfrontinvestment,pluscommittingtostayingconsistentwithtracking,managing,andworkingthrougheverythingthatcomesacrossyourplate.WhilethisinvestmentmeansmanypeoplehavesaidGTDistoocomplicatedorcomplex,we’llshowhowit’sactuallynotthatbad,andhowthelittleupfrontinvestmentyoudohavetoputingetspaidbackinspades.WhyyouneedGTD:YourworkingmemorycanonlyworksohardSowhyshouldyouthinkaboutusingasystemlikeGTD?Beyondtheclearbenefitsofbeingmoreorganized,there’ssomeprettycompellingsciencebehindthebenefitsofGettingThingsDone.First,let’stalkaboutalittlethingcalledWorkingMemory.WorkingMemoryreferstoapartofthebrainthatisactivewhenyou’reworkingonaspecificproject.Yourmindstartsgatheringrelevantmemories,insights,ideas,knowledge,andcontextabouttheprojectintooneplacewhereyoucan“work”onit.FinishProjectsonTimeandBudget.WithPlanio.Theproblemisthatourworkingmemorycanonlyholdsomuch.Evenworse,it’snotgreatatblockingoutallthoseurgentthingsthatpopintoyourhead(likerememberingtogetmilkafterworkorthatyouhavetopickupthekidsfromkarateclassat4:45pmnextTuesday).Infact,AmericanpsychologistGeorgeMillerfoundthat,onaverage,mostpeoplecanonlyholdseven'items'ofinformationintheirworkingmemoryatonetime.Evenworse(andsomewhatironically),stresscanmakeourworkingmemoryworse.Sothemorestressedoutyouareaboutrememberingallthethingsyouneedtoremember,thelessyou’llremember.Themorestressedoutyouareaboutrememberingallthethingsyouneedtoremember,thelessyou’llremember.GTDgivesyourworkingmemoryabreak.Insteadofcloggingupvaluablementalspacewithhalf-memories,unclearideas,andvagueinstancesof“Ihavetodosomething…butwhat!”WithGTD,youcantrustthateverythingiswhereitshouldbeandyouhavereminderstokeepyouontrack.Asthetitleofthebookpromises,it’sawaytocreate(almost)stress-freeproductivityinyourlife.TheGettingThingsDoneworkflowin5stepsSowhatdoesGettingThingsDonelooklikeinpractice?Likesomeoftheotherworkflowsweoutlinedinapreviouspost,GTDisaseriesofstepsand“if-then”statementsthathelpguideyourday,keepyouorganized,andstayproductive.Thisisn’ttosayit’saspecificstep-by-stepguide.Instead,it’sachangeinthewayyouthinkaboutanddealwithresponsibilities.Stoptheemailchaosclutteringyourinbox.TryPlanioAtahigh-level,GTDinvolvesanintakestagewhereyoucollectandclarifytasks,projects,andideas.Anorganizationandprioritizationstagewhereyoudecidewhattoworkon,when,andsetdeadlinesandreminderstokeepyouontrack.Andfinally,anactionstagewhereyouworkthroughyourprioritiesand,asthenamesays,getthingsdone.OneofthegreatthingsaboutGTDisthatitcanbedoneassimpleorascomplicatedasyou’dlike.Youcanuseapenandpaperoramorepowerfulprojectmanagementtool(likePlanio!)totrackyourtasks.Thesystemistrulytoolagnostic.Butthereareafewthingsyoudoneedtomakeitwork:AcalendarorsomewheretosetremindersanddeadlinesandstayontrackTimeeachday/week/monthtoreflect,cleanupyourlist,andre-prioritizetasksThat’sit.Simple,right?Let’sdigintothebasicsofsettingupyourGettingThingsDonesystem:GTDStep1:CaptureThefirststepinGTDistocaptureallthe“Stuff”takingupyourattention.Thismeansbasictasks,emailsyouneedtorespondto,choresathome,reminderstotalktopeople,ideasfornovels,namesforpotentialpets…(Yougettheidea).Thinkofthisasyour“in”list.Little,big,personal,professional...GTDdoesn’tcare!Theonlythingthatmattersisthatyou’reabletoaddtheseitemstoyourlistquicklyandeasily.Nofriction.Nocomplicatedworkflows.Onebuttonorjottingitdownonapieceofpaperisallthatshouldbehappening.Forexample,let’ssayyou’vedecidedtouseaprojectmanagementtoollikePlaniototrackeverythingyouneedtodo(Ilikeyoualready!)YoucanaddnewtasksorideastoPlaniowithoneclickbypressingthe+buttoninthetopleft-handcornerofyourprojectscreen(oronyourmobileappifyou’reonthego).Fallin♥withProjectManagement.TryPlanio.Eachtaskcanincludeasmuchoraslittledetailasyou’dlike,fromabasicdescriptiontopriority,context,categories,andfiles.WhenyoufirststartusingtheGTDsystem,you’llwanttotakeanhourortwotowritedowneverythingyoucanthinkofthatyouwant,need,orhavetodo.Theseareyourbrain’sopenloopsthatcomebacktodistractyouwhenyou’retryingtofocus.Herearetwoideastohelpyoucoaxasmanytasksaspossible:Doa“braindump”foreachpartofyourlife:Pickanareaofyourlifeandjuststartwritingdowneverythingyouwant,need,orwouldliketodo.Iliketostartwithhigher-levelgoalsandfutureplansinmyprofessionalandpersonallifeandthenmoveontothe“needtodo”tasksforeach.Talktoyourteam,friends,andexpertstofillinthegaps:Youprobablywon’tbeabletoremembereverythingyouwanttodorightaway.Andsoit’sagoodideatoengagewithpeopleyoutrusttotalkyouthroughyourgoalsandneeds.Talkabouthigh-levelgoalsandaskthemtohelpyoubreakthemdownorpickyourideasapart.What’simportanthereisthatyougeteverythingdown.Don’tholdbackorcensorwhatyouaddtothislist.We’llgetintotrimmingitnext.GTDStep2:ClarifyIfyouspentafewhourswritingyoumostlikelyarenowstaringatalistoftasksthatwouldtakealifetimetocomplete.Sowhatdowedo?Weclarify,condense,delegate,andprioritizewhichonesweactuallywanttogetdone.InGTD,clarifyingyourlistisacontinuousprocessthatcantakealittlewhiletowrapyourheadaround.Tomakeiteasier,let’sbreakitdownintoafewgoldenrules.WithPlanioyou’llincreaseproductivityandgethomeearly.WorksmarternotharderRule#1–Workthroughyourlistone-by-oneandintheordertheyappear.Thisisprettystraightforward.Noskippingorgivingup.Justputinthetimeandgetthroughyourlist.Rule#2–Foreachitem,askisthisactionable?(i.e.doyouneedtodosomething?)Iftheanswerisno,youhaveafewoptions:Throwitaway(ifyoudon’tneeditanymore.)Keepitasareference(ifyoureallythinkyou’llneeditinthefuture.Forexample,Ihavea“toread”folderonmydesktopwhereIstoredocumentsorinspirationthatIwanttocomebackto)Incubateit(ifit’ssomethingyou’reunsureabout.Letitsitorsetareminderonyourcalendartoengagewithitlater.)Rule#3-Giveactionableitemsaclearnextstepandaddthemtoyour“ActionList”It’snotenoughtoknowyouneedtodosomething,youneedtoknowexactlywhatactionneedstobetakennexttogetyouclosertoyourgoal.Allenisclearthattheseneedtobephysicalandvisualactions.So,insteadof“organizesprintreview”writedown,“e-maileveryoneontheteamwiththedate,agenda,andactionitemsforthesprintreviewmeeting.”Eachonegoesontoyour“ActionList.”This“pre-processing”ofitemsensuresthatyourlistisfulloftasksandideasyoucanworkon*now*sowhenit’stimetowork,theemphasisisonaction.Notdeliberation.Rule#3.5–Doeverythingthatwilltake2minutesorlessrightnow.Thementaloverheadoftrackingsimpletaskslike“sendareminderemailtoJenabouttomorrow’sbakesale”isoftenmoreeffortthansimplydoingthetask.SotakeaminutetogothroughyourActionListanddoanythingthatwillonlytakeacoupleofminutes.GetEveryoneontheSamePage.WithPlanio.Rule#4-DelegatewhereverappropriateThegoalofGTDistomakesureyou’redoingtherightthings.Butthere’sagoodchanceyourActionListiscrowdedfulloftasksyoushouldn’tnecessarilybedoing.Wheneverpossible(andappropriate)delegatethesetaskstootherpeopleandthenmovethemtoa“WaitingFor”listwithareminderofwhoitwasdelegatedto,when,andthedeadline.Thislistisalsowhereyoucannotedowntasksthatyou’reblockedon,emailsyouneedresponsesto,andanyothertaskwhereyou’rerelyingonsomeoneelsetodosomethingforyou.Rule#5-GrouprelevantactionitemsintoProjectsBreakingdownlargetasksintoactionablestepscanoftenmakeithardtoseethebiggerpicture.ButGTDisn’tjustforto-dolistitems.Totracklargerprojectsthatmighthaveatonofsmallactionabletasks,addthemtoyourProjectsList—aspecialplacetotrackwhatprojectsyou’reworkingon,thetasksneeded,andanyprogressyou’vemade.Youcanreviewthislistregularlytomakesurethere’satleastoneactionabletaskfromeachprojectonyourActionList.Now,let’sgobacktoourPlanioGTDexample.OneawesomefeatureinPlanioistheabilitytoassignindividualtaskstospecificprojectsoraparenttask.Thisway,allyourtasksarelinkedinawaythatmakessenseinthecontextofaproject.GTDStep3:OrganizeItprobablyfeelslikeallwe’vebeendoingsofarisorganizing.Butwe’renotgoingtostopyet.Next,let’srefineourActionListevenfurther.However,beforewedothat,let’sdoaquickrecapofallthelistsweshouldcurrentlyhavesetup:ActionList:Anythingweneed,want,orhavetodo.Tasksarewrittenasaclearphysicalandvisibleactiontotake.WaitingforList:Anythingwe’veeitherdelegatedorarewaitingonsomeoneelsefor(eitherbecausewe’reblockedorwaitingforanswers/info/decisions).ProjectsList:Areminderoflargerprojectsbrokendownintotheiractionablenextstepsandprogress.Freeyourtimefrombusyworkandgetorganized.UsePlanioNow,let’saddonemore:thesomeday/maybelist.Thisiswhereyou’llstoreyourmillion-dollarideasorthingsthatyouwanttodoatsomepointbutthatyoudon’twanttoclutteryourcurrentlistswith.(Again,we’llreviewthisweeklytomakesureithasn’tmovedupinpriority.)Finally,we’regoingtoputanyactionabletaskwithaharddeadlineonourcalendar.Certainactionitemsandtaskshaveharddeadlineswehavetofinishthemby.Forthese,you’llwanttoeithermovethemtoyourcalendarandsetremindersorsetadeadlineinyourprojectmanagementtool.InPlanio,youcangiveeverytaskorprojectaspecificdeadlineortimeframeandthenswitchtoaCalendarviewtoseethemmappedout.Thisfeelslikeanaturalpointtotalkabouttheimportanceofreminders.OneofthebiggoalsofGTDisn’tjusttocollecttasksandclarifytheirnextstepsbuttolowerthestressoftryingtorememberthem.AddingdeadlinesandreminderstoyourActionListandotherkeypointsmakessureyoursubconsciousminddoesn’tstartobsessingovertheitemsonyourlist.Lastly,therearetwomoreaspectstoorganizingyourtaskswithGTDthatweneedtocover.First,wecan’ttalkaboutorganizingwithoutatleastmentioningprioritization.Eachtaskshouldhavesomewayofseeingit’simportance.WerunthroughafewtechniquesonhowtoprioritizetasksinourGuidetoTaskManagement,butafewsimplewaysinclude:PrioritizingonascaleofimportancelikeCritical,High,Medium,LowUsinganumberedsystemtoshowdifferentlevelsofimportancelikeA1,A2,A3,B1,B2,B3,andsoon...PrioritizebyurgencyandimportanceusingtheEisenhowerMatrixNeverMissAnotherDeadline.TryPlanio.Secondly,GTDsuggestsusingsomethingcalledContexts.Simplyput,acontextisatagornoteaboutataskthatletsyouquicklyseehow,when,where,andwithwhomthetaskistobedone.AbasicversionofthismightbeHome,Work,Errands,Calls,Meetings,etc…Eachcontextsuccessfullytellsyouwherethattasktakesplaceandgivesyouanideaofwhenyouwouldtackleitduringyourday.Contextsdon’thavetobejustlocationbased.Youcanaddpeople,events,moods,timecommitment…whateverhelpsyouquicklypickouttasksthatmakesenseforwhereyouare.GTDStep4:ReflectThisfeelslikeagoodtimetothinkaboutwherewe’reat.Inthecourseofafewhours,youwentfromabunchofideas,tasks,naggingreminders,goals,andprojectsfloatingaroundinyourheadtoaseriesoforganizedandprioritizedlistswithclear,actionablenextstepsthatmoveyoutowardyourgoals.Notonlythat,butyoualsobangedoutabunchofsmalltasks.Deletedwhatwasn’timportant.Delegatedwhateveryoucould.Putyour“someday”tasksasideforthetimebeing.Andsettimelytasksonyourcalendarwithremindersofwhentheyneedtobedone.Inshort,youwentfromoverwhelmedtoundercontrol.Itwasalotofwork.ButtheonlywayasystemlikeGTDcontinuestoworkisifyoukeepupwithit.Here’swheretheweeklyreviewcomesintoplay.DavidAllencallstheweeklyreviewa“criticalfactorforsuccess.”Ithinkthat’sanunderstatement.TomakeasystemlikeGTDmakesense,itcan’ttakeoveryourlife.That’swhyshortperiodsofregularreflection,review,andre-assessmentissoimportant.Projectmanagementsoftwareeveryoneonyourteamwilllove.TryPlanioAgoodruleofthumbistosetaside30minutes,onceaweektogooveryourcurrentListsandreview.Asidefromjustsimplecleanupsandaddingnewtasks,ideas,andprojects,here’sashortbreakdownofwhataweeklyGTDplanningsessionmightlooklike:StartwithyourProjectsList:Iseachofthe“nextactions”onthelistsomethingyouactuallywantorneedtodo?Ifnot,moveit(andpotentiallytheproject)toyourSomedayList.Ifitis,moveittoyourActionList.LookatyourSomedayList:Haveyourprioritieschangedaboutanyprojectshere?Ifso,moveitovertoyourProjectsListandmakesureithasaphysicalandvisiblenextstepreadytogo.Gothroughyour“TriggerWords”:Thisisacollectionofkeywordsthatgetyourbraintostartthinkingaboutthingsyoumighthaveforgottentoaddtoyoursystem.ForyourjobthatlistmightincludethingslikeBoss,Manager,PeopleIneedtogetbackto,Meetingsnextweek,Projectswithdeadlines,etc…It’sagoodideatotryandsetasidetimeforthiseitherFridayafternoonwhenyourmindisfreshfromthepastweek,orSundaywhereyou’rethinkingforward.Again,thegoalhereistokeepthesystemmovingsmoothly.Setatimeconstraintonyourreviewsandstickwithinit.Also,yourreviewsdon’thavetobesolelyonaweeklybasis.Ifyoufindyourselfskepticalofthesystemandfeelingscatterbrained,setaside5minuteseachmorningtocreateyourdailyto-dolistandcheckitagainstyourotherliststomakesureyou’renotforgettinganything.ManageProjectslikethePros.TryPlanio.GTDStep5:EngageNowyou’rereadytogetstuffdone!Lookatyourlistsandchooseyournextactionabletaskthatfitsthecontextyou’reinandworkonit.Whenyou’redone,youhaveanorganizedandprioritizedlistofclearlyactionabletasksyoucanpullfrom.Nomoreconfusion.Nomoreuncertaintyoverwhatneedstobedoneandwhat’smostimportant.You’renowawell-oiledproductivitymachine!WhatittakestobesuccessfulwithGTDin2019GettingThingsDonefirstcameoutin2001,whichmeansthatDavidAllenwaswritingatatimewithoutsmartphones,Slack,andnon-stopdigitaldistraction.WhiletheprinciplesofGTDarestillasapplicableasever,theworldweliveinhaschangeddramatically.SowhatdoyouneedtodotomakesureyoucanimplementGTDsuccessfullyin2019?Don’tgetoverwhelmedbychoice:There’sbeenanexplosionofsoftwareinthepast2decadesandit’seasytothinkyouhavetofindthe“perfect”toolforGTD.Butthetruthisthattheperfecttooliswhateverworksforyou.Tryapenandpencil.Or,ifyouwanttohavemoreoptionsandbetterwaystoorganizeyourtasks,useaprojectmanagementtoollikePlanio!Haveasysteminplaceforemail:Emailscanknockusoffourproductivetaskslikenobody’sbusinessandhavingawaytobringemailintoyourGTDsystemisamust-havethesedays.Thismightmeanprocessingyourinboxthedaybeforeyourweeklyreview(soyoudon’tgetoverwhelmed)orsettingasideafewtimesaweektogettoInboxZero.Startsmallandbuildfromthere:Witheverythingcompetingforyourattention,itmightseemimpossibletoevengetstartedwithsomethinglikeGTD.Inthiscase,tryaminimalversionofitbysimplycapturingabunchoftasksandideasforonepartofyourlifeandclarifyingandorganizingit.Godistraction-freeforyourweeklyreview:You’llfallofftheGTDwagonifyourWeeklyReviewstaketoolong.Onewaytomakesureyougetthroughitquicklyistogodistractionfree.Putyourphoneinanotherroom,setyourcomputertoDo-Not-Disturbmode,andusesomesortofdistractionblockertostopyoufromgettingdistractedbysocialmediaorYouTube.RewardyourselftohelpbuildtheGTDhabit:Whenitcomesdowntoit,GTDissimplyaseriesofhabitsyoudevelopovertime.Andlikeanyotherhabit,theonlywayit’llstickisifyouseeresultsandfeelrewardedbyit.Whilethesystemitselfistechnicallyareward,intheearlystagesyoumightwanttocoupleitwithsomethingelseyouenjoy(likeafancycoffeeduringyourWeeklyReview)tohelpyoustaycommitted.Stopthedistractions,getyourprojectsinline.SignupforPlanioProductivitysystemsdon’thavetobecomplicatedThereareallsortsofsystemsouttherethatpeopleusetotryandbemoreproductive.ButthegreatthingaboutGettingThingsDoneisjusthowsimpleitis.Capture.Clarify.Organize.Reflect.Engage.That’sit.Ratherthanasetofhardrulesorcomplex“hacks”,GTDisdesignedtobeadaptedforyourlife.It’sadifferentwaytothinkaboutproductivitythatfocusesongivingyouspacetothink,focus,andworkonwhat’simportanttoyou,withoutthestress.MorearticlesaboutProductivity:OvercomingIndecision:9SimpleWaystoStopBeingsoIndecisiveandHelpYourTeamMakeBetterDecisionsJoryMacKayOctober19,201919GeniusWaystoBecomeMoreCreativeTodayJoryMacKayApril25,2019HowtoBecomeaMoreProductiveSoftwareEngineer(ProductivityTips&Workflows)JoryMacKayMarch12,2019Yourprojectsdeservebetter!You'rearock-starprojectmanagerwithakick-assteam.Don'tletyouroldandclunkyPMsoftwaredragyoudown.Geteveryoneonboardandstartshipping!You'rearock-starprojectmanagerwithakick-assteam.Don'tletyouroldandclunkyPMsoftwaredragyoudown.Geteveryoneonboardandstartshipping!TryPlaniotodayWorkingWithPlanioSeeHowOurCustomersUsePlanio