I was recently talking with a colleague I respect greatly about personal organisation. He said he’s a great believer in the GTD method. I raised an eyebrow, it sounded like some kind of car maintenance routine. But, when someone who seems to always have his eye on any number of spinning plates throws three letters in your direction I find it’s a good idea to listen.
As a developer I’ve grown up with scrum and kanban. When I moved into management I started creating ToDo lists but no matter how hard I try they always seem to fall out of date. David Allen’s book, although fairly exhaustive really opened my eyes to a better way of working.
I don’t want to go into too much detail on the GTD methodology, there are far better resources out there and the book itself is very comprehensive. However, there a few nuggets in there which are too good not to share.
The first revelation for me was that your inbox is not your ToDo list. It’s a capture tool, used for recording every commitment you make and idea you have. Allen’s approach is to frequently empty your inbox by actioning, scheduling, or delegating tasks. The same principle applies to an email inbox. Don’t let it build up, move items out into Archive or Action Required folder so you’re not digging through thousands of messages for the ones you need.
The other ideas I liked were the concept of Agenda projects to keep track of topics to cover in specific meetings and using a Waiting folder for work you are tracking but have been delegated to other people.
Hopefully this has given you a taster. If, like me you find actions slipping through the cracks or found time wasted while you were looking for the next task I’d highly recommend the book.
It’s quite iterative, the first couple of chapters contain most of the secrets. These are then expanded upon and developed in subsequent pages. It’s also very… almost technology phobic. I appreciate that the methodology should be tech agnostic, something you can do with a pen, paper, and a few folders. But in this digital first world I’d have started with a technological approach. However, the Todoist post I shared above gives a very practical guide of how to implement it using their (frankly outstanding) software.
I’m a few weeks in and so far I’m a big advocate!