Getting things done summary

Developing a work approach that is adequate to the challenges ahead
a world moving toward new and different futureS

capture all the things that need to get done into a logical and trusted system outside of your head and off your mind

disciplining yourself to make decisions about all the inputs you let into your life, so that you will always have a plan for next actions that you can implement or renegotiate at any moment

describe in a single sentence the intended successful outcome for the problem or situation

write down the very next physical action required to move the situation forward

horizontal maintains coherence across all activities in which you are involved

vertical manages thinking up and down the track of individual topics and projects

collect things that command our attention (anything personal or professional, big or little, that you think should be different than it currently is and that you have any level of internal commitment to changing)

get it all out of your head

minimize your collection buckets

physical in-basket

writing paper and pads

electronic note taking

auditory capture (answering machines, voicemail, dictating equipment)

empty the buckets regularly

process what they mean and what to do about them

Flow chart

what is it?

is it actionable? YES or NO

trash

incubate

someday/maybe list

tickler file (suspended or follow-on file; a 3D calendar)

43 folders:

31 Daily Files

12 Monthly Files

Tomorrow's Date at the front

reference (reference should be information that can be easily referred to when needed)

Yes

What is the next action?

do it

delegate it

defer it

Project (anything requiring more than one step to accomplish the desired outcome)

actionable tracking

list of projects

storage or files for project plans and materials

calendar (time specific actions [appointments], day specific actions, day specific information)

list of reminders of next actions

a list of reminders of things you're waiting for (only review as often as they have to be in order to stop wondering about them)

organize the results

review the options

choosing actions in the moment

context

time available

energy available

priority

Loose Papers

business cards, receipts, etc. - put in in basket for processing

Process Your Notes

Previous Calendar Data

review for remainning action items, reference information, etc.

Upcoming Calendar

Empty Your Head

write down any new projects, action items, etc.

Review "Projects" (and Larger Outcome) Lists

ensure that at least one kick-start action is in your system for each

Review "Next Actions" Lists

Mark off completed actions & review for reminders of further action steps to capture

Review "Waiting For" List

Records appropriate actions for any needed follow-up & check off received items

Review Any Relevant Checklists

Review "Someday/Maybe" List

Check for any projects that may have become active and transfer them to "Projects" & delete items no longer of interest

Review "Pending" and Support Files

Browse through all work-in-progress support material to trigger new actions, completions, and waiting-fors

predefined

work as it shows up

defining work

current actions

current projects

areas of responsibility

1-2 year goals

3-5 year vision

big picture view

projects: clearly defined outcomes and the next actions to move them towards closure

horizontal focus: reminders placed in a trusted system that is reviewed regularly

vertical focus: informal back of the envelope planning

defining purpose and principles

outcome visioning

brainstorming

organizing

identifying next actions

purpose (why?)

principles (standards or values you hold; "I would give others totally free reign as long as they __?)

envision outcome (what would success look, sound, or feel like?)

view the project from beyond the completion date

envision wild success (suspend "Yeah, but. . .")

capture features, aspects, and qualities you imagine in place

brainstorming (how?)

organizing (identify components, subcomponents, sequences, events, and/or priorities; what must occur and in what order?)

filing has to be instantenous and easy

One Alpha System

consider A-Z organizing unless you need more specific filing

reduces number of place something isn't

organize by topic, project, person, or company

specialized filing may be necessary if amount of reference material on one topic or project exceeds one file drawer.

get high quality mechanics and avoid hanging files

if you must use hanging files:

label files, not the hangers

use only one file folder per hanger

keep a big supply of plain hangers and new file folder in the front of the drawer

purge files once a year

encourage a dumpster day at work

lower standards

do it

renegotiate agreement

keep everything out of your head

decide actions and outcomes when things first emerge on your radar, instead of later

regularly review and update the complete inventory of open loops of your life and work

I don't need or want it = trash

I still need to decide what this means to me = IN basket item

I might need to know this information = reference

I use it = equipment and supplies

I like to see it = decoration

When I could possibly move on it, I want to see the action as an option = next action reminder, reviewed when and where it could be done

I need to be reminded of this short-term outcome I've committed to = project list item, reviewed weekly

I need to have this when I focus on a project = support material

I might want to commit to this at any time in the future = Someday/maybe list item

I might want to commit to this on or after a specific time in the future = calendared or "tickled" item incubated for review on a specific future date

I want to achieve this "bigger" outcome = goals, objectives, visions that you review on some longer interval

It's something someone else is doing that I care about = item on Waiting-For list, reviewed at least weekly

I need to consider it when I do certain recurring activities = item on a checklist

Getting Things Done When You're Only a Grunt [www.joelonsoftware.com—fog0000000332.html]

The PigPog Method [pigpog.com—productivity-gtd-pigpog-method.php]

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