I've been reading a lot lately about David Allen's system of
Getting Things Done, and I think there's something there for me. Typically, I don't get a lot from books that help neurotypical people get organized, but really, this one was worth my time to read, I think.
You should get the book. But while you're waiting on queue at the library for it, here it is in a nutshell:
- Dump everything out of your brain. Get it written down somewhere. Stop thinking about it so you can sleep or think about other things.
- Have a system in place to look at it again every day (he calls it processing it) once it's out of your brain. If you don't have a regular, reliable system to get back to it, you will subconsciously know and will not be able to get it out of your brain. Your brain will stubbornly hold onto it, afraid you'll forget to do it.
- Keep to-do lists (he calls them "next actions" in the form of "contexts" (this is where you will be when you do the task). For example, @home, @ work, @computer, @phone. . . you get the idea.
- Keep project lists and have a to-do (next action) for every project, or put it in a tickler system to pop up later.
For a low-tech way to get things done, you'll need:
1. A notebook or several to keep with you all the time - in your purse, in the car, in your pocket, beside your bed, etc. Pens, lots of them.
2. A separate, distinct notebook in which to keep your contexts.
3. Optional - a third notebook in which to keep your project lists. Alternatively, you can just keep the projects on the last page of the contexts notebook.
4. Regular manila file folders, a file cabinet or crate, and a labelmaker.
Here's a low-tech way to Get Things Done (GTD):
1.
Brain dump. Have a notebook and pen handy all the time to write things down as soon as you think of them. Get in the habit of writing things down constantly so you don't have to hold them in your brain/try to remember them.
2.
Inboxes. Process your inboxes every day. That means wherever stuff comes into your realm, you need to get it back out.
-Your paper inbox - empty it every day
-Your mailbox - empty it and open all your mail every day
-Your email inbox - empty it every day
-Your voice mail box - empty it every day
-Your notebook where you write everything down - empty it every day.
3. What do you do when you empty (process) your inboxes? You ACT on it if it'll take less than two minutes or so. You decide on a NEXT ACTION if it's longer than two minutes. Or you DISCARD it or FILE it or put it in a TICKLER. That's it. Five possible choices.
4.
Contexts Notebook. A low-tech way to manage your to-do lists (contexts) - get a notebook and dedicate a page to each context. Write an old-fashioned heading at the top of the page and that's your context. It might look like this:
Page 1: @Email
EMAIL John to tell him the date of the meeting
EMAIL church group to
Page 2: @Phone
CALL doctor to make appointment for baby 555-1234
CALL mom to invite to lunch 777-8888
Page 3: @Husband
ASK M to call mom to get sitter
DISCUSS kitchen remodel
Page 4: @Home
ORGANIZE recipes
PRINT Phone list
DECLUTTER Spare Room
Page 5: @Errands
BUY Paperclips
LOWES "S" hooks
Page 6: @Groceries
Milk
Bread
Eggs
Peanut Butter
Bananas
I'm finding that it's much easier to manage what needs done this way, for several reasons. First off, it makes my to-do lists much more manageable when they're broken into separate contexts and headed with an action word. Second off, my calendar is much less cluttered. The only things that go onto my calendar are things that MUST be done that day. Other things are on the context lists, which makes my calendar more manageable. Finally, it really is true that if I'm committed to looking at this notebook every single day without fail, I don't worry about what might be lurking out there that I'm going to forget.
5.
Project lists. Every project you have will go on this list (a separate notebook or simply the last page of the notebook you're using). You will look at this project list weekly to make sure you have a "next action" for each project on a context list somewhere. Examples of projects are Redecorate House (next action might be DECLUTTER spare room); Hang Light Fixture (next action would be BUY "S" hooks); Plan trip (next action might be CALL babysitter or RESEARCH hotel rooms).
6.
Files. Straight alphabetical files. If you want to keep it, put it in a file folder and label the folder. Even if it's one piece of paper - that's OK. Everything you want to keep, just put it in a file and don't worry about purging until you run out of storage space. Don't leave it lying around your house - put it in a labeled file. If you need to be reminded of it later - use your calendar as a "tickler" system to remind you to pull the file when you need it. If it's a project, file it anyway - you'll be reminded when you look at your project letter every week.
OK, so here's what it'll look like:
All day long: every time something happens you'll need to remember, or you have a thought you'll need to remember, write it down or put it in your physical inbox. Or call yourself and leave a voice mail. Or email yourself. Get it into an inbox or notebook somewhere and out of your head.
Once each day at a regular time: Empty all your inboxes, and process the contents. Decide if you'll ACT on it now, write a NEXT ACTION in your contexts, FILE it in a labeled manila folder, DISCARD it or CALENDAR it (write it on your calendar, if there's an associated paper, file the paper).
Once each week at a regular time: Look at your projects list and make sure that every active project has a NEXT ACTION in your contexts notebook.
Periodically: Review your life goals and make sure you're happy with where you're headed and feeling on-track.
That's it. You can do it. Just like the laundry system, you'll have tweaks as you go, but don't think about those now. You'll just get too overwhelmed. Go buy notebooks, pencils, manila folders and a labelmaker, and a basic calendar. Set up your contexts. Just get started. You'll be amazed how much better you'll sleep when you know you'll put your eyes on your lists tomorrow, and nothing is going to slip through the cracks.
If you're going to try GTD (my low-tech version or something else) write a comment and let me know how it's going.
Later, I'll post about how I do GTD with technology, if you're more inclined to go high-tech.
Good luck!
Post a Comment