<\/p>\n
![\"Getting](\"https:\/\/www.sitrakaratsimba.com\/wp-content\/uploads\/2020\/08\/3.jpg\")
<\/p>\n
<\/p>\n
Part 1: The Art of Getting Things Done<\/strong><\/h2>\n1- A New Practice for a New Reality<\/strong><\/h3>\nOftentimes, parasitic thoughts, distractions and daydreaming hinder our productivity. But is it possible to fully devote yourself to a task? What would you accomplish if you can do anything without any interruption?<\/p>\n
The problem<\/strong><\/h4>\nAlmost every time, we feel overwhelmed. We have too much to handle. Other tasks keep coming in. It is as if we\u2019ll never have sufficient time to finish everything.<\/p>\n
While we live in a world that provides a certain quality of life, stress has never been this high.<\/p>\n
Projects after projects, tasks after tasks, we feel like 24 hours are not enough.<\/p>\n
To address these problems, we invented organizing tools and time-management models. But none of them offers productivity, relaxation and full-control over the tasks ahead. The good news is that the GTD method does.<\/p>\n
\u201cThe mind like water\u201d simile<\/strong><\/h4>\nAt some point, you might have experienced what martial artists call a \u201cmind like water\u201d or what top athletes refer to as the \u201czone\u201d. It\u2019s a state where everything is flowing perfectly. Your mind is clear and your productivity is at its best. It is a state both for peace of mind and for performance.<\/p>\n
In our busy world however, such a state is rare. We feel more stressed. Distractions wait at every corner.<\/p>\n
Yet, it is possible to get back to the \u201cmind like water\u201d state whenever we want. The GTD method teaches you how. With it, you will be freed from all worries and you can focus on the task ahead, the project to be achieved.<\/p>\n
How your mind works<\/strong><\/h4>\nWithout you realizing it, you have multiple unresolved commitments. We\u2019ve given ourselves those commitments but never really decided what to do with them or how to finish them.<\/p>\n
As a result, you get stressed.<\/p>\n
Maybe you told yourself: \u201cI have to clean the room\u201d, \u201cI have to call Suzan\u201d, and \u201cI should finish this paper by tomorrow\u201d all of them are now unresolved issues. They constantly tickle your mind and more often than not, they are a source of frustrations and guilt.<\/p>\n
It\u2019s important to manage those commitments and you\u2019ll need a system to do so.<\/p>\n
–\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 You first need a trusted system to capture everything you have in mind. From the smallest commitment to the biggest one, scan everything and put it into what David Allen calls a \u201ccollection bucket\u201d<\/p>\n
–\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Define exactly your next action to advance and make progress in a specific task<\/p>\n
–\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Once you decide on all the actions required, organize yourself and keep a reminder of them. You can do it either with an agenda or a to-do-list that we\u2019ll detail later.<\/p>\n
An important exercise to test this model<\/strong><\/h4>\n1- Take a piece of paper and write down a situation or a project that most \u201cbugs\u201d you. What is it that keeps constantly distracting you?<\/p>\n
For example, you might want to create a non-profit and do all the paperwork related to that.<\/p>\n
2- Do you have it? Now, describe in one sentence the outcome for this project or situation. What would be the end-result so that you can cross this project when it\u2019s finally done? It can be as simple as \u201cCreating a Toastmasters Club\u201d or \u201cTake a vacation to Berlin, Germany\u201d etc\u2026<\/p>\n
3- Finally, write down the first physical action necessary to move the situation forward. Where would you go now? Who would you need to call? Do you have to write an email?<\/p>\n
Did you do it? How do you feel right now?<\/p>\n
When I did this exercise, I remember I started to feel all relaxed as if I already achieved something. And if you’re reacting like most people, you should now feel a little more confident, relaxed and focused. Maybe, you\u2019re also more motivated to tackle the situation.<\/p>\n
\u201cIf anything at all positive happened for you in this little exercise, think about this: What changed? What happened to create that improved condition within your own experience? The situation itself is no further along, at least in the physical world. It\u2019s certainly not finished yet. What probably happened is that you acquired a clearer definition of the outcome desired and the next action required.\u201d<\/p>\n
\u201cBut what created that? The answer is, thinking. Not a lot, just enough to solidify your commitment and the resources required to fulfill it.\u201d<\/p>\n
Why things are on your mind<\/strong><\/h4>\nThe mind remains preoccupied because:<\/p>\n
– First, you didn\u2019t clarify the intended outcome,<\/p>\n
– Second, you didn\u2019t decide on the first action to be taken,<\/p>\n
– Third, you haven\u2019t created a system that would remind you of the outcome and the actions required.<\/p>\n
\u201cThat\u2019s why it\u2019s on your mind. Until those thoughts have been clarified and those decisions made, and the resulting data has been stored in a system that you absolutely know you will think about as often as you need to, your brain can\u2019t give up the job.\u201d<\/p>\n
The brain is a little bit \u201cstupid\u201d<\/strong><\/h4>\nI\u2019m joking; the brain is the most complex and best gift we would\u2019ve received from the Universe. Even if it\u2019s true, it\u2019s somehow really stupid. Let me explain.<\/p>\n
Think about it, you\u2019re preparing food and you noticed that there\u2019s no more cooking oil. It\u2019s already night so you wait until the next day to buy another one.<\/p>\n
Because you don\u2019t know the GTD method yet, you keep everything in your mind. You do the groceries but as you got back home, you suddenly realized that you forgot to buy the cooking oil.<\/p>\n
If your mind \u201chad any innate intelligence, it would remind you of the things you needed to do only when you could do something about them.\u201d<\/p>\n
For instance, your brain should\u2019ve reminded you to buy the cooking oil, right at the moment you were in the supermarket. But did it?<\/p>\n
The GTD method helps you to never experience that same situation.<\/p>\n
Getting things done: A Paradigm shift<\/strong><\/h4>\nYou see, the mind consumes a lot of energy. It incessantly reminds you of what you should do, even if you are in the middle of a completely unrelated task. You want to focus on your work but another thought might suddenly cross your mind.<\/p>\n
The GTD method frees the brain from these incessant thoughts about our commitments.<\/p>\n
Getting things done by David Allen is a method that teaches you what to do (with your time and your focus) for you to manage your actions in the best way possible.<\/p>\n
Getting things done is not about managing time, managing information or managing priorities; it\u2019s about managing your actions.<\/p>\n
David Allen, in his training and coaching highlighted that people don\u2019t lack time; they lack clarity about what needs to be done. Subsequently, they\u2019re also unclear about the next physical action to move the project forward.<\/p>\n
Horizontal and vertical action management<\/strong><\/h4>\nThe GTD system is designed to help you monitor everything that crosses your mind and what to do with these tasks.<\/p>\n
The vertical part includes different projects in different areas of your life. You might have thoughts about your finances, personal or professional areas. List them all.<\/p>\n
The horizontal maintains coherence in one single specific project: for example you want to create an association and you\u2019ll need to identify all of the tasks related to that project.<\/p>\n
\u201cThere is usually an inverse proportion between how much something is on your mind and how much it\u2019s getting done.\u201d So you need to get everything out of your head.<\/p>\n
The GTD method frees the mind from the inefficient need to think about all our commitments.\u00a0 To do this, all you need is:<\/p>\n
\n- \u00a0 \u00a0 \u00a0 \u00a0 Identify all the tasks you have to accomplish – now or later or one day – and integrate them into a coherent and reliable system.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 Make decisions without delay about any new tasks you have to take on.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 With a clear and uncluttered mind, you’ll be able to work more efficiently and stress-free.<\/li>\n<\/ul>\n
2- Getting Control of Your Life: The Five Stages of Mastering Workflow<\/strong><\/h2>\nGetting things done by David Allen is a method that proposes 5 steps for managing your workflow:<\/p>\n
a- Collecting the things that command our attention<\/strong><\/h3>\nTo free your mind of all the little commitments and concerns, you have to make sure that you captured all of them. You need to identify everything that might represent \u201csomething you have to do\u201d. It\u2019s important to revisit this inventory whenever you need it.<\/p>\n
All of the incomplete tasks on your mind consist of your \u201cshould\u201d, \u201cneed to, or \u201cought to\u201d do.<\/p>\n
\u201cIncompletes\u201d include the decisions you still need to make, the things that \u201cyou\u2019re going to do\u201d and any other tasks that are pending or in-progress.<\/p>\n
If you want to manage this inventory of open loops, you\u2019ll need containers that capture them. You don\u2019t have time yet to work on those items so you need to capture them. When you have a few moments, you can decide later what they are and what to do about them if necessary.<\/p>\n
I said \u201cif necessary\u201d because sometimes, we write down an item but it doesn\u2019t require any particular action or we just decide to do nothing about it.<\/p>\n
In the end, you\u2019ll need to regularly empty these containers \u201cto ensure that they remain viable collection tools\u201d<\/p>\n
The collection tools can be made in any shape or form you like, and it will then accommodate any new tasks.<\/p>\n
This first step out of the five is of paramount importance. It is the entry point to the entire system.<\/p>\n
To collect your incompletes, you can use: physical in-basket, paper-based note-taking devices, electronic note-taking devices (application, software tools), or any voice-recording devices available.<\/p>\n
David Allen mentions 3 success factors for this first step: First, every incomplete must be put in your collection system and out of your head. Second, limit the collection buckets you work with, the goal is to see them as often as possible. And finally, you must regularly empty the buckets.<\/p>\n
b- Process<\/strong><\/h3>\nThe process phase can be summarized in the following diagram.<\/p>\n
First, you\u2019ll need to collect the items on your bucket. Ask yourself \u201cwhat this item is\u201d. It\u2019s important because you decide if you\u2019ll do something about it or not.<\/p>\n
The second question is: \u201cis it actionable\u201d. YES or NO. If it\u2019s a no, there are 3 possibilities (trash, someday list, you might need it later).<\/p>\n
Finally, \u201cwhat\u2019s the next action\u201d. You need to associate a physical action, a visible activity that you need to take to progress in this project. If you prepare a speech for example, maybe your next physical action is to choose a topic and connect to the internet to make a research on that topic.<\/p>\n
Getting things done by David Allen: A tip<\/strong><\/h4>\nOne tip is to do this action immediately if it takes less than two minutes (Do it). Otherwise, you can choose to delegate or defer it.<\/p>\n
Check the diagram below:<\/p>\n
![\"Getting](\"https:\/\/www.sitrakaratsimba.com\/wp-content\/uploads\/2020\/08\/1.jpg\")
Workflow diagram – processing<\/p><\/div>\n
c- Organize<\/strong><\/h3>\n\u201cThe outer ring of the workflow diagram shows the eight discrete categories of reminders and materials that will result from your processing all your \u201cstuff.\u201d<\/p>\n
At first you can choose the non-actionable items and put them in trash, someday\/maybe, or reference.<\/p>\n
Then choose the next actions if it\u2019s part of a project.<\/p>\n
And finally, choose to wait for a task that needs to be delegated. Or put an item in your calendar if you want to defer it.<\/p>\n
![\"Getting](\"https:\/\/www.sitrakaratsimba.com\/wp-content\/uploads\/2020\/08\/2.jpg\")
<\/p>\n
d- Review<\/strong><\/h3>\nIt\u2019s one thing to note on your calendar that you have to buy a bottle of cooking oil; it\u2019s another thing to remember right when you\u2019re at the supermarket.<\/p>\n
Actually, it\u2019s important to regularly review all of your pending projects. \u201cYou need to be able to review the whole picture of your life and work at appropriate intervals and appropriate levels.\u201d<\/p>\n
The review phase should be done at least on a weekly basis.<\/p>\n
\u201cAll of your open loops (i.e., projects), active project plans, and \u201cNext Actions,\u201d \u201cAgendas,\u201d \u201cWaiting For,\u201d and even \u201cSomeday\/ Maybe\u201d lists should be reviewed once a week.\u201d<\/p>\n
Every week then is an opportunity to collect and process all of the items on and out of your mind. You\u2019ll need to review your system, cross and update your lists and finally re-organize everything.<\/p>\n
e- Do<\/strong><\/h3>\nIt consists of carrying out the planned actions.<\/p>\n
You shouldn\u2019t intuitively decide which action to take and hope it\u2019s the right one. You must be sure that it\u2019s the right choice at the right time.<\/p>\n
How can you do that? David Allen proposes a model for making action choices<\/p>\n
There are Four-Criteria for Choosing Actions in the moment: The context in which you are, your availability, your energy level (how many out of 10 do you rate? What energy level does the task require?), and your priorities.<\/p>\n
3- Getting Projects Creatively Under Way: The Five Phases of Project Planning<\/strong><\/h3>\n\u201cTHE KEY INGREDIENTS of relaxed control are\u201d:<\/p>\n
(1) \u201cClearly defined outcomes (projects) and the next actions required to move them toward closure, and<\/p>\n
(2) \u201cReminders placed in a trusted system that is reviewed regularly.\u201d<\/p>\n
What David Allen recommends here is the horizontal approach. In most situations, that\u2019s all you need. Sometimes however, you\u2019ll need a more rigorous approach to control a project; the vertical approach just solves that.<\/p>\n
In addition to the key ingredients mentioned above, you\u2019ll need to think productively in a more \u201cvertical way\u201d. The step now is to integrate the results into a personal system.<\/p>\n
When we say \u201cthink productively\u201d, it doesn’t have to be complex. Most of us do it in an informal way and all you\u2019ll need is an envelope and a pencil.<\/p>\n
David Allen recommends a natural way that we adopt when we think and plan a project.<\/p>\n
The Natural Planning Model<\/strong><\/h3>\nInstead of using complex project management tools such as the Gantt Chart, the author of Getting things done advocates the natural planning model. We use this natural way of planning almost on a daily basis. When we plan something, we don\u2019t necessarily think about it, that\u2019s why David Allen thinks it\u2019s intuitive and effective.<\/p>\n
Your brain as he says is the most brilliant and creative planner in the world. You plan your wedding, you plan your holidays, you plan to buy a car, and there are some steps your brain follow to make such things happen physically:<\/p>\n
\n- Defining purpose and principles<\/li>\n
- Outcome visioning<\/li>\n
- Brainstorming<\/li>\n
- Organizing<\/li>\n
- Identifying next actions<\/li>\n<\/ol>\n
<\/p>\n
If you organize a restaurant outing with friends for example, you\u2019ll follow those 5 steps.<\/p>\n
You were motivated by a purpose, maybe to socialize, to celebrate something or to have a special moment with your loved ones. That\u2019s your purpose. Why did you want to go to the restaurant in the first place?\u2019 (WHY)<\/p>\n
Second, you visualize the results, you define an outcome visioning. Maybe it\u2019s going to a French restaurant, how to go there and how much you would spend. It is important to visualize the end goal. Begin with the end in mind so that you can focus and be motivated for its achievement. (WHAT)<\/p>\n
With your vision, you start to brainstorm. How to go there, what\u2019s the rating of the restaurant, are there any bad reviews? What time should you go? Etc. (Beginning of the HOW phase)<\/p>\n
Once you brainstormed several ideas, you\u2019re likely to organize the thoughts and the ideas you just generated.\u00a0 \u201cOnce you\u2019ve generated various thoughts relevant to the outcome, your mind will automatically begin to sort them by components (subprojects), priorities, and\/or sequences of events.\u201d (Still in the HOW phase)<\/p>\n
Finally, you identify the next action that you need to take. Maybe you want to connect first on the internet, and then check on Google Map where the place is located.<\/p>\n
\u00a0<\/strong><\/p>\nRespect a few principles<\/strong><\/h3>\nAs you\u2019re planning something, be clear on the purpose. Ask yourself why. Clarity is power. And the more you ask why, the more it will motivate you. Be as clear and as specific as possible.<\/p>\n
There are always two steps in every creation. First, it\u2019s in your mind, and then it manifests in the physical world.<\/p>\n
\u201cBe clear of what success would look, sound, and feel like\u201d.<\/p>\n
Top athletes and high performers all highlighted the power of visualization. \u201cSomething automatic and extraordinary happens in your mind when you create and focus on a clear picture of what you want.\u201d<\/p>\n
Oftentimes, you\u2019ll need to make it up in your mind before you can manifest it in your life. Take some time to visualize the outcome.<\/p>\n
Oftentimes, parasitic thoughts, distractions and daydreaming hinder our productivity. But is it possible to fully devote yourself to a task? What would you accomplish if you can do anything without any interruption?<\/p>\n
The problem<\/strong><\/h4>\nAlmost every time, we feel overwhelmed. We have too much to handle. Other tasks keep coming in. It is as if we\u2019ll never have sufficient time to finish everything.<\/p>\n
While we live in a world that provides a certain quality of life, stress has never been this high.<\/p>\n
Projects after projects, tasks after tasks, we feel like 24 hours are not enough.<\/p>\n
To address these problems, we invented organizing tools and time-management models. But none of them offers productivity, relaxation and full-control over the tasks ahead. The good news is that the GTD method does.<\/p>\n
\u201cThe mind like water\u201d simile<\/strong><\/h4>\nAt some point, you might have experienced what martial artists call a \u201cmind like water\u201d or what top athletes refer to as the \u201czone\u201d. It\u2019s a state where everything is flowing perfectly. Your mind is clear and your productivity is at its best. It is a state both for peace of mind and for performance.<\/p>\n
In our busy world however, such a state is rare. We feel more stressed. Distractions wait at every corner.<\/p>\n
Yet, it is possible to get back to the \u201cmind like water\u201d state whenever we want. The GTD method teaches you how. With it, you will be freed from all worries and you can focus on the task ahead, the project to be achieved.<\/p>\n
How your mind works<\/strong><\/h4>\nWithout you realizing it, you have multiple unresolved commitments. We\u2019ve given ourselves those commitments but never really decided what to do with them or how to finish them.<\/p>\n
As a result, you get stressed.<\/p>\n
Maybe you told yourself: \u201cI have to clean the room\u201d, \u201cI have to call Suzan\u201d, and \u201cI should finish this paper by tomorrow\u201d all of them are now unresolved issues. They constantly tickle your mind and more often than not, they are a source of frustrations and guilt.<\/p>\n
It\u2019s important to manage those commitments and you\u2019ll need a system to do so.<\/p>\n
–\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 You first need a trusted system to capture everything you have in mind. From the smallest commitment to the biggest one, scan everything and put it into what David Allen calls a \u201ccollection bucket\u201d<\/p>\n
–\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Define exactly your next action to advance and make progress in a specific task<\/p>\n
–\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Once you decide on all the actions required, organize yourself and keep a reminder of them. You can do it either with an agenda or a to-do-list that we\u2019ll detail later.<\/p>\n
An important exercise to test this model<\/strong><\/h4>\n1- Take a piece of paper and write down a situation or a project that most \u201cbugs\u201d you. What is it that keeps constantly distracting you?<\/p>\n
For example, you might want to create a non-profit and do all the paperwork related to that.<\/p>\n
2- Do you have it? Now, describe in one sentence the outcome for this project or situation. What would be the end-result so that you can cross this project when it\u2019s finally done? It can be as simple as \u201cCreating a Toastmasters Club\u201d or \u201cTake a vacation to Berlin, Germany\u201d etc\u2026<\/p>\n
3- Finally, write down the first physical action necessary to move the situation forward. Where would you go now? Who would you need to call? Do you have to write an email?<\/p>\n
Did you do it? How do you feel right now?<\/p>\n
When I did this exercise, I remember I started to feel all relaxed as if I already achieved something. And if you’re reacting like most people, you should now feel a little more confident, relaxed and focused. Maybe, you\u2019re also more motivated to tackle the situation.<\/p>\n
\u201cIf anything at all positive happened for you in this little exercise, think about this: What changed? What happened to create that improved condition within your own experience? The situation itself is no further along, at least in the physical world. It\u2019s certainly not finished yet. What probably happened is that you acquired a clearer definition of the outcome desired and the next action required.\u201d<\/p>\n
\u201cBut what created that? The answer is, thinking. Not a lot, just enough to solidify your commitment and the resources required to fulfill it.\u201d<\/p>\n
Why things are on your mind<\/strong><\/h4>\nThe mind remains preoccupied because:<\/p>\n
– First, you didn\u2019t clarify the intended outcome,<\/p>\n
– Second, you didn\u2019t decide on the first action to be taken,<\/p>\n
– Third, you haven\u2019t created a system that would remind you of the outcome and the actions required.<\/p>\n
\u201cThat\u2019s why it\u2019s on your mind. Until those thoughts have been clarified and those decisions made, and the resulting data has been stored in a system that you absolutely know you will think about as often as you need to, your brain can\u2019t give up the job.\u201d<\/p>\n
The brain is a little bit \u201cstupid\u201d<\/strong><\/h4>\nI\u2019m joking; the brain is the most complex and best gift we would\u2019ve received from the Universe. Even if it\u2019s true, it\u2019s somehow really stupid. Let me explain.<\/p>\n
Think about it, you\u2019re preparing food and you noticed that there\u2019s no more cooking oil. It\u2019s already night so you wait until the next day to buy another one.<\/p>\n
Because you don\u2019t know the GTD method yet, you keep everything in your mind. You do the groceries but as you got back home, you suddenly realized that you forgot to buy the cooking oil.<\/p>\n
If your mind \u201chad any innate intelligence, it would remind you of the things you needed to do only when you could do something about them.\u201d<\/p>\n
For instance, your brain should\u2019ve reminded you to buy the cooking oil, right at the moment you were in the supermarket. But did it?<\/p>\n
The GTD method helps you to never experience that same situation.<\/p>\n
Getting things done: A Paradigm shift<\/strong><\/h4>\nYou see, the mind consumes a lot of energy. It incessantly reminds you of what you should do, even if you are in the middle of a completely unrelated task. You want to focus on your work but another thought might suddenly cross your mind.<\/p>\n
The GTD method frees the brain from these incessant thoughts about our commitments.<\/p>\n
Getting things done by David Allen is a method that teaches you what to do (with your time and your focus) for you to manage your actions in the best way possible.<\/p>\n
Getting things done is not about managing time, managing information or managing priorities; it\u2019s about managing your actions.<\/p>\n
David Allen, in his training and coaching highlighted that people don\u2019t lack time; they lack clarity about what needs to be done. Subsequently, they\u2019re also unclear about the next physical action to move the project forward.<\/p>\n
Horizontal and vertical action management<\/strong><\/h4>\nThe GTD system is designed to help you monitor everything that crosses your mind and what to do with these tasks.<\/p>\n
The vertical part includes different projects in different areas of your life. You might have thoughts about your finances, personal or professional areas. List them all.<\/p>\n
The horizontal maintains coherence in one single specific project: for example you want to create an association and you\u2019ll need to identify all of the tasks related to that project.<\/p>\n
\u201cThere is usually an inverse proportion between how much something is on your mind and how much it\u2019s getting done.\u201d So you need to get everything out of your head.<\/p>\n
The GTD method frees the mind from the inefficient need to think about all our commitments.\u00a0 To do this, all you need is:<\/p>\n
\n- \u00a0 \u00a0 \u00a0 \u00a0 Identify all the tasks you have to accomplish – now or later or one day – and integrate them into a coherent and reliable system.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 Make decisions without delay about any new tasks you have to take on.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 With a clear and uncluttered mind, you’ll be able to work more efficiently and stress-free.<\/li>\n<\/ul>\n
2- Getting Control of Your Life: The Five Stages of Mastering Workflow<\/strong><\/h2>\nGetting things done by David Allen is a method that proposes 5 steps for managing your workflow:<\/p>\n
a- Collecting the things that command our attention<\/strong><\/h3>\nTo free your mind of all the little commitments and concerns, you have to make sure that you captured all of them. You need to identify everything that might represent \u201csomething you have to do\u201d. It\u2019s important to revisit this inventory whenever you need it.<\/p>\n
All of the incomplete tasks on your mind consist of your \u201cshould\u201d, \u201cneed to, or \u201cought to\u201d do.<\/p>\n
\u201cIncompletes\u201d include the decisions you still need to make, the things that \u201cyou\u2019re going to do\u201d and any other tasks that are pending or in-progress.<\/p>\n
If you want to manage this inventory of open loops, you\u2019ll need containers that capture them. You don\u2019t have time yet to work on those items so you need to capture them. When you have a few moments, you can decide later what they are and what to do about them if necessary.<\/p>\n
I said \u201cif necessary\u201d because sometimes, we write down an item but it doesn\u2019t require any particular action or we just decide to do nothing about it.<\/p>\n
In the end, you\u2019ll need to regularly empty these containers \u201cto ensure that they remain viable collection tools\u201d<\/p>\n
The collection tools can be made in any shape or form you like, and it will then accommodate any new tasks.<\/p>\n
This first step out of the five is of paramount importance. It is the entry point to the entire system.<\/p>\n
To collect your incompletes, you can use: physical in-basket, paper-based note-taking devices, electronic note-taking devices (application, software tools), or any voice-recording devices available.<\/p>\n
David Allen mentions 3 success factors for this first step: First, every incomplete must be put in your collection system and out of your head. Second, limit the collection buckets you work with, the goal is to see them as often as possible. And finally, you must regularly empty the buckets.<\/p>\n
b- Process<\/strong><\/h3>\nThe process phase can be summarized in the following diagram.<\/p>\n
First, you\u2019ll need to collect the items on your bucket. Ask yourself \u201cwhat this item is\u201d. It\u2019s important because you decide if you\u2019ll do something about it or not.<\/p>\n
The second question is: \u201cis it actionable\u201d. YES or NO. If it\u2019s a no, there are 3 possibilities (trash, someday list, you might need it later).<\/p>\n
Finally, \u201cwhat\u2019s the next action\u201d. You need to associate a physical action, a visible activity that you need to take to progress in this project. If you prepare a speech for example, maybe your next physical action is to choose a topic and connect to the internet to make a research on that topic.<\/p>\n
Getting things done by David Allen: A tip<\/strong><\/h4>\nOne tip is to do this action immediately if it takes less than two minutes (Do it). Otherwise, you can choose to delegate or defer it.<\/p>\n
Check the diagram below:<\/p>\n
Workflow diagram – processing<\/p><\/div>\n
c- Organize<\/strong><\/h3>\n\u201cThe outer ring of the workflow diagram shows the eight discrete categories of reminders and materials that will result from your processing all your \u201cstuff.\u201d<\/p>\n
At first you can choose the non-actionable items and put them in trash, someday\/maybe, or reference.<\/p>\n
Then choose the next actions if it\u2019s part of a project.<\/p>\n
And finally, choose to wait for a task that needs to be delegated. Or put an item in your calendar if you want to defer it.<\/p>\n
<\/p>\n
d- Review<\/strong><\/h3>\nIt\u2019s one thing to note on your calendar that you have to buy a bottle of cooking oil; it\u2019s another thing to remember right when you\u2019re at the supermarket.<\/p>\n
Actually, it\u2019s important to regularly review all of your pending projects. \u201cYou need to be able to review the whole picture of your life and work at appropriate intervals and appropriate levels.\u201d<\/p>\n
The review phase should be done at least on a weekly basis.<\/p>\n
\u201cAll of your open loops (i.e., projects), active project plans, and \u201cNext Actions,\u201d \u201cAgendas,\u201d \u201cWaiting For,\u201d and even \u201cSomeday\/ Maybe\u201d lists should be reviewed once a week.\u201d<\/p>\n
Every week then is an opportunity to collect and process all of the items on and out of your mind. You\u2019ll need to review your system, cross and update your lists and finally re-organize everything.<\/p>\n
e- Do<\/strong><\/h3>\nIt consists of carrying out the planned actions.<\/p>\n
You shouldn\u2019t intuitively decide which action to take and hope it\u2019s the right one. You must be sure that it\u2019s the right choice at the right time.<\/p>\n
How can you do that? David Allen proposes a model for making action choices<\/p>\n
There are Four-Criteria for Choosing Actions in the moment: The context in which you are, your availability, your energy level (how many out of 10 do you rate? What energy level does the task require?), and your priorities.<\/p>\n
3- Getting Projects Creatively Under Way: The Five Phases of Project Planning<\/strong><\/h3>\n\u201cTHE KEY INGREDIENTS of relaxed control are\u201d:<\/p>\n
(1) \u201cClearly defined outcomes (projects) and the next actions required to move them toward closure, and<\/p>\n
(2) \u201cReminders placed in a trusted system that is reviewed regularly.\u201d<\/p>\n
What David Allen recommends here is the horizontal approach. In most situations, that\u2019s all you need. Sometimes however, you\u2019ll need a more rigorous approach to control a project; the vertical approach just solves that.<\/p>\n
In addition to the key ingredients mentioned above, you\u2019ll need to think productively in a more \u201cvertical way\u201d. The step now is to integrate the results into a personal system.<\/p>\n
When we say \u201cthink productively\u201d, it doesn’t have to be complex. Most of us do it in an informal way and all you\u2019ll need is an envelope and a pencil.<\/p>\n
David Allen recommends a natural way that we adopt when we think and plan a project.<\/p>\n
The Natural Planning Model<\/strong><\/h3>\nInstead of using complex project management tools such as the Gantt Chart, the author of Getting things done advocates the natural planning model. We use this natural way of planning almost on a daily basis. When we plan something, we don\u2019t necessarily think about it, that\u2019s why David Allen thinks it\u2019s intuitive and effective.<\/p>\n
Your brain as he says is the most brilliant and creative planner in the world. You plan your wedding, you plan your holidays, you plan to buy a car, and there are some steps your brain follow to make such things happen physically:<\/p>\n
\n- Defining purpose and principles<\/li>\n
- Outcome visioning<\/li>\n
- Brainstorming<\/li>\n
- Organizing<\/li>\n
- Identifying next actions<\/li>\n<\/ol>\n
<\/p>\n
If you organize a restaurant outing with friends for example, you\u2019ll follow those 5 steps.<\/p>\n
You were motivated by a purpose, maybe to socialize, to celebrate something or to have a special moment with your loved ones. That\u2019s your purpose. Why did you want to go to the restaurant in the first place?\u2019 (WHY)<\/p>\n
Second, you visualize the results, you define an outcome visioning. Maybe it\u2019s going to a French restaurant, how to go there and how much you would spend. It is important to visualize the end goal. Begin with the end in mind so that you can focus and be motivated for its achievement. (WHAT)<\/p>\n
With your vision, you start to brainstorm. How to go there, what\u2019s the rating of the restaurant, are there any bad reviews? What time should you go? Etc. (Beginning of the HOW phase)<\/p>\n
Once you brainstormed several ideas, you\u2019re likely to organize the thoughts and the ideas you just generated.\u00a0 \u201cOnce you\u2019ve generated various thoughts relevant to the outcome, your mind will automatically begin to sort them by components (subprojects), priorities, and\/or sequences of events.\u201d (Still in the HOW phase)<\/p>\n
Finally, you identify the next action that you need to take. Maybe you want to connect first on the internet, and then check on Google Map where the place is located.<\/p>\n
\u00a0<\/strong><\/p>\nRespect a few principles<\/strong><\/h3>\nAs you\u2019re planning something, be clear on the purpose. Ask yourself why. Clarity is power. And the more you ask why, the more it will motivate you. Be as clear and as specific as possible.<\/p>\n
There are always two steps in every creation. First, it\u2019s in your mind, and then it manifests in the physical world.<\/p>\n
\u201cBe clear of what success would look, sound, and feel like\u201d.<\/p>\n
Top athletes and high performers all highlighted the power of visualization. \u201cSomething automatic and extraordinary happens in your mind when you create and focus on a clear picture of what you want.\u201d<\/p>\n
Oftentimes, you\u2019ll need to make it up in your mind before you can manifest it in your life. Take some time to visualize the outcome.<\/p>\n
At some point, you might have experienced what martial artists call a \u201cmind like water\u201d or what top athletes refer to as the \u201czone\u201d. It\u2019s a state where everything is flowing perfectly. Your mind is clear and your productivity is at its best. It is a state both for peace of mind and for performance.<\/p>\n
In our busy world however, such a state is rare. We feel more stressed. Distractions wait at every corner.<\/p>\n
Yet, it is possible to get back to the \u201cmind like water\u201d state whenever we want. The GTD method teaches you how. With it, you will be freed from all worries and you can focus on the task ahead, the project to be achieved.<\/p>\n
How your mind works<\/strong><\/h4>\nWithout you realizing it, you have multiple unresolved commitments. We\u2019ve given ourselves those commitments but never really decided what to do with them or how to finish them.<\/p>\n
As a result, you get stressed.<\/p>\n
Maybe you told yourself: \u201cI have to clean the room\u201d, \u201cI have to call Suzan\u201d, and \u201cI should finish this paper by tomorrow\u201d all of them are now unresolved issues. They constantly tickle your mind and more often than not, they are a source of frustrations and guilt.<\/p>\n
It\u2019s important to manage those commitments and you\u2019ll need a system to do so.<\/p>\n
–\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 You first need a trusted system to capture everything you have in mind. From the smallest commitment to the biggest one, scan everything and put it into what David Allen calls a \u201ccollection bucket\u201d<\/p>\n
–\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Define exactly your next action to advance and make progress in a specific task<\/p>\n
–\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Once you decide on all the actions required, organize yourself and keep a reminder of them. You can do it either with an agenda or a to-do-list that we\u2019ll detail later.<\/p>\n
An important exercise to test this model<\/strong><\/h4>\n1- Take a piece of paper and write down a situation or a project that most \u201cbugs\u201d you. What is it that keeps constantly distracting you?<\/p>\n
For example, you might want to create a non-profit and do all the paperwork related to that.<\/p>\n
2- Do you have it? Now, describe in one sentence the outcome for this project or situation. What would be the end-result so that you can cross this project when it\u2019s finally done? It can be as simple as \u201cCreating a Toastmasters Club\u201d or \u201cTake a vacation to Berlin, Germany\u201d etc\u2026<\/p>\n
3- Finally, write down the first physical action necessary to move the situation forward. Where would you go now? Who would you need to call? Do you have to write an email?<\/p>\n
Did you do it? How do you feel right now?<\/p>\n
When I did this exercise, I remember I started to feel all relaxed as if I already achieved something. And if you’re reacting like most people, you should now feel a little more confident, relaxed and focused. Maybe, you\u2019re also more motivated to tackle the situation.<\/p>\n
\u201cIf anything at all positive happened for you in this little exercise, think about this: What changed? What happened to create that improved condition within your own experience? The situation itself is no further along, at least in the physical world. It\u2019s certainly not finished yet. What probably happened is that you acquired a clearer definition of the outcome desired and the next action required.\u201d<\/p>\n
\u201cBut what created that? The answer is, thinking. Not a lot, just enough to solidify your commitment and the resources required to fulfill it.\u201d<\/p>\n
Why things are on your mind<\/strong><\/h4>\nThe mind remains preoccupied because:<\/p>\n
– First, you didn\u2019t clarify the intended outcome,<\/p>\n
– Second, you didn\u2019t decide on the first action to be taken,<\/p>\n
– Third, you haven\u2019t created a system that would remind you of the outcome and the actions required.<\/p>\n
\u201cThat\u2019s why it\u2019s on your mind. Until those thoughts have been clarified and those decisions made, and the resulting data has been stored in a system that you absolutely know you will think about as often as you need to, your brain can\u2019t give up the job.\u201d<\/p>\n
The brain is a little bit \u201cstupid\u201d<\/strong><\/h4>\nI\u2019m joking; the brain is the most complex and best gift we would\u2019ve received from the Universe. Even if it\u2019s true, it\u2019s somehow really stupid. Let me explain.<\/p>\n
Think about it, you\u2019re preparing food and you noticed that there\u2019s no more cooking oil. It\u2019s already night so you wait until the next day to buy another one.<\/p>\n
Because you don\u2019t know the GTD method yet, you keep everything in your mind. You do the groceries but as you got back home, you suddenly realized that you forgot to buy the cooking oil.<\/p>\n
If your mind \u201chad any innate intelligence, it would remind you of the things you needed to do only when you could do something about them.\u201d<\/p>\n
For instance, your brain should\u2019ve reminded you to buy the cooking oil, right at the moment you were in the supermarket. But did it?<\/p>\n
The GTD method helps you to never experience that same situation.<\/p>\n
Getting things done: A Paradigm shift<\/strong><\/h4>\nYou see, the mind consumes a lot of energy. It incessantly reminds you of what you should do, even if you are in the middle of a completely unrelated task. You want to focus on your work but another thought might suddenly cross your mind.<\/p>\n
The GTD method frees the brain from these incessant thoughts about our commitments.<\/p>\n
Getting things done by David Allen is a method that teaches you what to do (with your time and your focus) for you to manage your actions in the best way possible.<\/p>\n
Getting things done is not about managing time, managing information or managing priorities; it\u2019s about managing your actions.<\/p>\n
David Allen, in his training and coaching highlighted that people don\u2019t lack time; they lack clarity about what needs to be done. Subsequently, they\u2019re also unclear about the next physical action to move the project forward.<\/p>\n
Horizontal and vertical action management<\/strong><\/h4>\nThe GTD system is designed to help you monitor everything that crosses your mind and what to do with these tasks.<\/p>\n
The vertical part includes different projects in different areas of your life. You might have thoughts about your finances, personal or professional areas. List them all.<\/p>\n
The horizontal maintains coherence in one single specific project: for example you want to create an association and you\u2019ll need to identify all of the tasks related to that project.<\/p>\n
\u201cThere is usually an inverse proportion between how much something is on your mind and how much it\u2019s getting done.\u201d So you need to get everything out of your head.<\/p>\n
The GTD method frees the mind from the inefficient need to think about all our commitments.\u00a0 To do this, all you need is:<\/p>\n
\n- \u00a0 \u00a0 \u00a0 \u00a0 Identify all the tasks you have to accomplish – now or later or one day – and integrate them into a coherent and reliable system.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 Make decisions without delay about any new tasks you have to take on.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 With a clear and uncluttered mind, you’ll be able to work more efficiently and stress-free.<\/li>\n<\/ul>\n
2- Getting Control of Your Life: The Five Stages of Mastering Workflow<\/strong><\/h2>\nGetting things done by David Allen is a method that proposes 5 steps for managing your workflow:<\/p>\n
a- Collecting the things that command our attention<\/strong><\/h3>\nTo free your mind of all the little commitments and concerns, you have to make sure that you captured all of them. You need to identify everything that might represent \u201csomething you have to do\u201d. It\u2019s important to revisit this inventory whenever you need it.<\/p>\n
All of the incomplete tasks on your mind consist of your \u201cshould\u201d, \u201cneed to, or \u201cought to\u201d do.<\/p>\n
\u201cIncompletes\u201d include the decisions you still need to make, the things that \u201cyou\u2019re going to do\u201d and any other tasks that are pending or in-progress.<\/p>\n
If you want to manage this inventory of open loops, you\u2019ll need containers that capture them. You don\u2019t have time yet to work on those items so you need to capture them. When you have a few moments, you can decide later what they are and what to do about them if necessary.<\/p>\n
I said \u201cif necessary\u201d because sometimes, we write down an item but it doesn\u2019t require any particular action or we just decide to do nothing about it.<\/p>\n
In the end, you\u2019ll need to regularly empty these containers \u201cto ensure that they remain viable collection tools\u201d<\/p>\n
The collection tools can be made in any shape or form you like, and it will then accommodate any new tasks.<\/p>\n
This first step out of the five is of paramount importance. It is the entry point to the entire system.<\/p>\n
To collect your incompletes, you can use: physical in-basket, paper-based note-taking devices, electronic note-taking devices (application, software tools), or any voice-recording devices available.<\/p>\n
David Allen mentions 3 success factors for this first step: First, every incomplete must be put in your collection system and out of your head. Second, limit the collection buckets you work with, the goal is to see them as often as possible. And finally, you must regularly empty the buckets.<\/p>\n
b- Process<\/strong><\/h3>\nThe process phase can be summarized in the following diagram.<\/p>\n
First, you\u2019ll need to collect the items on your bucket. Ask yourself \u201cwhat this item is\u201d. It\u2019s important because you decide if you\u2019ll do something about it or not.<\/p>\n
The second question is: \u201cis it actionable\u201d. YES or NO. If it\u2019s a no, there are 3 possibilities (trash, someday list, you might need it later).<\/p>\n
Finally, \u201cwhat\u2019s the next action\u201d. You need to associate a physical action, a visible activity that you need to take to progress in this project. If you prepare a speech for example, maybe your next physical action is to choose a topic and connect to the internet to make a research on that topic.<\/p>\n
Getting things done by David Allen: A tip<\/strong><\/h4>\nOne tip is to do this action immediately if it takes less than two minutes (Do it). Otherwise, you can choose to delegate or defer it.<\/p>\n
Check the diagram below:<\/p>\n
Workflow diagram – processing<\/p><\/div>\n
c- Organize<\/strong><\/h3>\n\u201cThe outer ring of the workflow diagram shows the eight discrete categories of reminders and materials that will result from your processing all your \u201cstuff.\u201d<\/p>\n
At first you can choose the non-actionable items and put them in trash, someday\/maybe, or reference.<\/p>\n
Then choose the next actions if it\u2019s part of a project.<\/p>\n
And finally, choose to wait for a task that needs to be delegated. Or put an item in your calendar if you want to defer it.<\/p>\n
<\/p>\n
d- Review<\/strong><\/h3>\nIt\u2019s one thing to note on your calendar that you have to buy a bottle of cooking oil; it\u2019s another thing to remember right when you\u2019re at the supermarket.<\/p>\n
Actually, it\u2019s important to regularly review all of your pending projects. \u201cYou need to be able to review the whole picture of your life and work at appropriate intervals and appropriate levels.\u201d<\/p>\n
The review phase should be done at least on a weekly basis.<\/p>\n
\u201cAll of your open loops (i.e., projects), active project plans, and \u201cNext Actions,\u201d \u201cAgendas,\u201d \u201cWaiting For,\u201d and even \u201cSomeday\/ Maybe\u201d lists should be reviewed once a week.\u201d<\/p>\n
Every week then is an opportunity to collect and process all of the items on and out of your mind. You\u2019ll need to review your system, cross and update your lists and finally re-organize everything.<\/p>\n
e- Do<\/strong><\/h3>\nIt consists of carrying out the planned actions.<\/p>\n
You shouldn\u2019t intuitively decide which action to take and hope it\u2019s the right one. You must be sure that it\u2019s the right choice at the right time.<\/p>\n
How can you do that? David Allen proposes a model for making action choices<\/p>\n
There are Four-Criteria for Choosing Actions in the moment: The context in which you are, your availability, your energy level (how many out of 10 do you rate? What energy level does the task require?), and your priorities.<\/p>\n
3- Getting Projects Creatively Under Way: The Five Phases of Project Planning<\/strong><\/h3>\n\u201cTHE KEY INGREDIENTS of relaxed control are\u201d:<\/p>\n
(1) \u201cClearly defined outcomes (projects) and the next actions required to move them toward closure, and<\/p>\n
(2) \u201cReminders placed in a trusted system that is reviewed regularly.\u201d<\/p>\n
What David Allen recommends here is the horizontal approach. In most situations, that\u2019s all you need. Sometimes however, you\u2019ll need a more rigorous approach to control a project; the vertical approach just solves that.<\/p>\n
In addition to the key ingredients mentioned above, you\u2019ll need to think productively in a more \u201cvertical way\u201d. The step now is to integrate the results into a personal system.<\/p>\n
When we say \u201cthink productively\u201d, it doesn’t have to be complex. Most of us do it in an informal way and all you\u2019ll need is an envelope and a pencil.<\/p>\n
David Allen recommends a natural way that we adopt when we think and plan a project.<\/p>\n
The Natural Planning Model<\/strong><\/h3>\nInstead of using complex project management tools such as the Gantt Chart, the author of Getting things done advocates the natural planning model. We use this natural way of planning almost on a daily basis. When we plan something, we don\u2019t necessarily think about it, that\u2019s why David Allen thinks it\u2019s intuitive and effective.<\/p>\n
Your brain as he says is the most brilliant and creative planner in the world. You plan your wedding, you plan your holidays, you plan to buy a car, and there are some steps your brain follow to make such things happen physically:<\/p>\n
\n- Defining purpose and principles<\/li>\n
- Outcome visioning<\/li>\n
- Brainstorming<\/li>\n
- Organizing<\/li>\n
- Identifying next actions<\/li>\n<\/ol>\n
<\/p>\n
If you organize a restaurant outing with friends for example, you\u2019ll follow those 5 steps.<\/p>\n
You were motivated by a purpose, maybe to socialize, to celebrate something or to have a special moment with your loved ones. That\u2019s your purpose. Why did you want to go to the restaurant in the first place?\u2019 (WHY)<\/p>\n
Second, you visualize the results, you define an outcome visioning. Maybe it\u2019s going to a French restaurant, how to go there and how much you would spend. It is important to visualize the end goal. Begin with the end in mind so that you can focus and be motivated for its achievement. (WHAT)<\/p>\n
With your vision, you start to brainstorm. How to go there, what\u2019s the rating of the restaurant, are there any bad reviews? What time should you go? Etc. (Beginning of the HOW phase)<\/p>\n
Once you brainstormed several ideas, you\u2019re likely to organize the thoughts and the ideas you just generated.\u00a0 \u201cOnce you\u2019ve generated various thoughts relevant to the outcome, your mind will automatically begin to sort them by components (subprojects), priorities, and\/or sequences of events.\u201d (Still in the HOW phase)<\/p>\n
Finally, you identify the next action that you need to take. Maybe you want to connect first on the internet, and then check on Google Map where the place is located.<\/p>\n
\u00a0<\/strong><\/p>\nRespect a few principles<\/strong><\/h3>\nAs you\u2019re planning something, be clear on the purpose. Ask yourself why. Clarity is power. And the more you ask why, the more it will motivate you. Be as clear and as specific as possible.<\/p>\n
There are always two steps in every creation. First, it\u2019s in your mind, and then it manifests in the physical world.<\/p>\n
\u201cBe clear of what success would look, sound, and feel like\u201d.<\/p>\n
Top athletes and high performers all highlighted the power of visualization. \u201cSomething automatic and extraordinary happens in your mind when you create and focus on a clear picture of what you want.\u201d<\/p>\n
Oftentimes, you\u2019ll need to make it up in your mind before you can manifest it in your life. Take some time to visualize the outcome.<\/p>\n
1- Take a piece of paper and write down a situation or a project that most \u201cbugs\u201d you. What is it that keeps constantly distracting you?<\/p>\n
For example, you might want to create a non-profit and do all the paperwork related to that.<\/p>\n
2- Do you have it? Now, describe in one sentence the outcome for this project or situation. What would be the end-result so that you can cross this project when it\u2019s finally done? It can be as simple as \u201cCreating a Toastmasters Club\u201d or \u201cTake a vacation to Berlin, Germany\u201d etc\u2026<\/p>\n
3- Finally, write down the first physical action necessary to move the situation forward. Where would you go now? Who would you need to call? Do you have to write an email?<\/p>\n
Did you do it? How do you feel right now?<\/p>\n
When I did this exercise, I remember I started to feel all relaxed as if I already achieved something. And if you’re reacting like most people, you should now feel a little more confident, relaxed and focused. Maybe, you\u2019re also more motivated to tackle the situation.<\/p>\n
\u201cIf anything at all positive happened for you in this little exercise, think about this: What changed? What happened to create that improved condition within your own experience? The situation itself is no further along, at least in the physical world. It\u2019s certainly not finished yet. What probably happened is that you acquired a clearer definition of the outcome desired and the next action required.\u201d<\/p>\n
\u201cBut what created that? The answer is, thinking. Not a lot, just enough to solidify your commitment and the resources required to fulfill it.\u201d<\/p>\n
Why things are on your mind<\/strong><\/h4>\nThe mind remains preoccupied because:<\/p>\n
– First, you didn\u2019t clarify the intended outcome,<\/p>\n
– Second, you didn\u2019t decide on the first action to be taken,<\/p>\n
– Third, you haven\u2019t created a system that would remind you of the outcome and the actions required.<\/p>\n
\u201cThat\u2019s why it\u2019s on your mind. Until those thoughts have been clarified and those decisions made, and the resulting data has been stored in a system that you absolutely know you will think about as often as you need to, your brain can\u2019t give up the job.\u201d<\/p>\n
The brain is a little bit \u201cstupid\u201d<\/strong><\/h4>\nI\u2019m joking; the brain is the most complex and best gift we would\u2019ve received from the Universe. Even if it\u2019s true, it\u2019s somehow really stupid. Let me explain.<\/p>\n
Think about it, you\u2019re preparing food and you noticed that there\u2019s no more cooking oil. It\u2019s already night so you wait until the next day to buy another one.<\/p>\n
Because you don\u2019t know the GTD method yet, you keep everything in your mind. You do the groceries but as you got back home, you suddenly realized that you forgot to buy the cooking oil.<\/p>\n
If your mind \u201chad any innate intelligence, it would remind you of the things you needed to do only when you could do something about them.\u201d<\/p>\n
For instance, your brain should\u2019ve reminded you to buy the cooking oil, right at the moment you were in the supermarket. But did it?<\/p>\n
The GTD method helps you to never experience that same situation.<\/p>\n
Getting things done: A Paradigm shift<\/strong><\/h4>\nYou see, the mind consumes a lot of energy. It incessantly reminds you of what you should do, even if you are in the middle of a completely unrelated task. You want to focus on your work but another thought might suddenly cross your mind.<\/p>\n
The GTD method frees the brain from these incessant thoughts about our commitments.<\/p>\n
Getting things done by David Allen is a method that teaches you what to do (with your time and your focus) for you to manage your actions in the best way possible.<\/p>\n
Getting things done is not about managing time, managing information or managing priorities; it\u2019s about managing your actions.<\/p>\n
David Allen, in his training and coaching highlighted that people don\u2019t lack time; they lack clarity about what needs to be done. Subsequently, they\u2019re also unclear about the next physical action to move the project forward.<\/p>\n
Horizontal and vertical action management<\/strong><\/h4>\nThe GTD system is designed to help you monitor everything that crosses your mind and what to do with these tasks.<\/p>\n
The vertical part includes different projects in different areas of your life. You might have thoughts about your finances, personal or professional areas. List them all.<\/p>\n
The horizontal maintains coherence in one single specific project: for example you want to create an association and you\u2019ll need to identify all of the tasks related to that project.<\/p>\n
\u201cThere is usually an inverse proportion between how much something is on your mind and how much it\u2019s getting done.\u201d So you need to get everything out of your head.<\/p>\n
The GTD method frees the mind from the inefficient need to think about all our commitments.\u00a0 To do this, all you need is:<\/p>\n
\n- \u00a0 \u00a0 \u00a0 \u00a0 Identify all the tasks you have to accomplish – now or later or one day – and integrate them into a coherent and reliable system.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 Make decisions without delay about any new tasks you have to take on.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 With a clear and uncluttered mind, you’ll be able to work more efficiently and stress-free.<\/li>\n<\/ul>\n
2- Getting Control of Your Life: The Five Stages of Mastering Workflow<\/strong><\/h2>\nGetting things done by David Allen is a method that proposes 5 steps for managing your workflow:<\/p>\n
a- Collecting the things that command our attention<\/strong><\/h3>\nTo free your mind of all the little commitments and concerns, you have to make sure that you captured all of them. You need to identify everything that might represent \u201csomething you have to do\u201d. It\u2019s important to revisit this inventory whenever you need it.<\/p>\n
All of the incomplete tasks on your mind consist of your \u201cshould\u201d, \u201cneed to, or \u201cought to\u201d do.<\/p>\n
\u201cIncompletes\u201d include the decisions you still need to make, the things that \u201cyou\u2019re going to do\u201d and any other tasks that are pending or in-progress.<\/p>\n
If you want to manage this inventory of open loops, you\u2019ll need containers that capture them. You don\u2019t have time yet to work on those items so you need to capture them. When you have a few moments, you can decide later what they are and what to do about them if necessary.<\/p>\n
I said \u201cif necessary\u201d because sometimes, we write down an item but it doesn\u2019t require any particular action or we just decide to do nothing about it.<\/p>\n
In the end, you\u2019ll need to regularly empty these containers \u201cto ensure that they remain viable collection tools\u201d<\/p>\n
The collection tools can be made in any shape or form you like, and it will then accommodate any new tasks.<\/p>\n
This first step out of the five is of paramount importance. It is the entry point to the entire system.<\/p>\n
To collect your incompletes, you can use: physical in-basket, paper-based note-taking devices, electronic note-taking devices (application, software tools), or any voice-recording devices available.<\/p>\n
David Allen mentions 3 success factors for this first step: First, every incomplete must be put in your collection system and out of your head. Second, limit the collection buckets you work with, the goal is to see them as often as possible. And finally, you must regularly empty the buckets.<\/p>\n
b- Process<\/strong><\/h3>\nThe process phase can be summarized in the following diagram.<\/p>\n
First, you\u2019ll need to collect the items on your bucket. Ask yourself \u201cwhat this item is\u201d. It\u2019s important because you decide if you\u2019ll do something about it or not.<\/p>\n
The second question is: \u201cis it actionable\u201d. YES or NO. If it\u2019s a no, there are 3 possibilities (trash, someday list, you might need it later).<\/p>\n
Finally, \u201cwhat\u2019s the next action\u201d. You need to associate a physical action, a visible activity that you need to take to progress in this project. If you prepare a speech for example, maybe your next physical action is to choose a topic and connect to the internet to make a research on that topic.<\/p>\n
Getting things done by David Allen: A tip<\/strong><\/h4>\nOne tip is to do this action immediately if it takes less than two minutes (Do it). Otherwise, you can choose to delegate or defer it.<\/p>\n
Check the diagram below:<\/p>\n
Workflow diagram – processing<\/p><\/div>\n
c- Organize<\/strong><\/h3>\n\u201cThe outer ring of the workflow diagram shows the eight discrete categories of reminders and materials that will result from your processing all your \u201cstuff.\u201d<\/p>\n
At first you can choose the non-actionable items and put them in trash, someday\/maybe, or reference.<\/p>\n
Then choose the next actions if it\u2019s part of a project.<\/p>\n
And finally, choose to wait for a task that needs to be delegated. Or put an item in your calendar if you want to defer it.<\/p>\n
<\/p>\n
d- Review<\/strong><\/h3>\nIt\u2019s one thing to note on your calendar that you have to buy a bottle of cooking oil; it\u2019s another thing to remember right when you\u2019re at the supermarket.<\/p>\n
Actually, it\u2019s important to regularly review all of your pending projects. \u201cYou need to be able to review the whole picture of your life and work at appropriate intervals and appropriate levels.\u201d<\/p>\n
The review phase should be done at least on a weekly basis.<\/p>\n
\u201cAll of your open loops (i.e., projects), active project plans, and \u201cNext Actions,\u201d \u201cAgendas,\u201d \u201cWaiting For,\u201d and even \u201cSomeday\/ Maybe\u201d lists should be reviewed once a week.\u201d<\/p>\n
Every week then is an opportunity to collect and process all of the items on and out of your mind. You\u2019ll need to review your system, cross and update your lists and finally re-organize everything.<\/p>\n
e- Do<\/strong><\/h3>\nIt consists of carrying out the planned actions.<\/p>\n
You shouldn\u2019t intuitively decide which action to take and hope it\u2019s the right one. You must be sure that it\u2019s the right choice at the right time.<\/p>\n
How can you do that? David Allen proposes a model for making action choices<\/p>\n
There are Four-Criteria for Choosing Actions in the moment: The context in which you are, your availability, your energy level (how many out of 10 do you rate? What energy level does the task require?), and your priorities.<\/p>\n
3- Getting Projects Creatively Under Way: The Five Phases of Project Planning<\/strong><\/h3>\n\u201cTHE KEY INGREDIENTS of relaxed control are\u201d:<\/p>\n
(1) \u201cClearly defined outcomes (projects) and the next actions required to move them toward closure, and<\/p>\n
(2) \u201cReminders placed in a trusted system that is reviewed regularly.\u201d<\/p>\n
What David Allen recommends here is the horizontal approach. In most situations, that\u2019s all you need. Sometimes however, you\u2019ll need a more rigorous approach to control a project; the vertical approach just solves that.<\/p>\n
In addition to the key ingredients mentioned above, you\u2019ll need to think productively in a more \u201cvertical way\u201d. The step now is to integrate the results into a personal system.<\/p>\n
When we say \u201cthink productively\u201d, it doesn’t have to be complex. Most of us do it in an informal way and all you\u2019ll need is an envelope and a pencil.<\/p>\n
David Allen recommends a natural way that we adopt when we think and plan a project.<\/p>\n
The Natural Planning Model<\/strong><\/h3>\nInstead of using complex project management tools such as the Gantt Chart, the author of Getting things done advocates the natural planning model. We use this natural way of planning almost on a daily basis. When we plan something, we don\u2019t necessarily think about it, that\u2019s why David Allen thinks it\u2019s intuitive and effective.<\/p>\n
Your brain as he says is the most brilliant and creative planner in the world. You plan your wedding, you plan your holidays, you plan to buy a car, and there are some steps your brain follow to make such things happen physically:<\/p>\n
\n- Defining purpose and principles<\/li>\n
- Outcome visioning<\/li>\n
- Brainstorming<\/li>\n
- Organizing<\/li>\n
- Identifying next actions<\/li>\n<\/ol>\n
<\/p>\n
If you organize a restaurant outing with friends for example, you\u2019ll follow those 5 steps.<\/p>\n
You were motivated by a purpose, maybe to socialize, to celebrate something or to have a special moment with your loved ones. That\u2019s your purpose. Why did you want to go to the restaurant in the first place?\u2019 (WHY)<\/p>\n
Second, you visualize the results, you define an outcome visioning. Maybe it\u2019s going to a French restaurant, how to go there and how much you would spend. It is important to visualize the end goal. Begin with the end in mind so that you can focus and be motivated for its achievement. (WHAT)<\/p>\n
With your vision, you start to brainstorm. How to go there, what\u2019s the rating of the restaurant, are there any bad reviews? What time should you go? Etc. (Beginning of the HOW phase)<\/p>\n
Once you brainstormed several ideas, you\u2019re likely to organize the thoughts and the ideas you just generated.\u00a0 \u201cOnce you\u2019ve generated various thoughts relevant to the outcome, your mind will automatically begin to sort them by components (subprojects), priorities, and\/or sequences of events.\u201d (Still in the HOW phase)<\/p>\n
Finally, you identify the next action that you need to take. Maybe you want to connect first on the internet, and then check on Google Map where the place is located.<\/p>\n
\u00a0<\/strong><\/p>\nRespect a few principles<\/strong><\/h3>\nAs you\u2019re planning something, be clear on the purpose. Ask yourself why. Clarity is power. And the more you ask why, the more it will motivate you. Be as clear and as specific as possible.<\/p>\n
There are always two steps in every creation. First, it\u2019s in your mind, and then it manifests in the physical world.<\/p>\n
\u201cBe clear of what success would look, sound, and feel like\u201d.<\/p>\n
Top athletes and high performers all highlighted the power of visualization. \u201cSomething automatic and extraordinary happens in your mind when you create and focus on a clear picture of what you want.\u201d<\/p>\n
Oftentimes, you\u2019ll need to make it up in your mind before you can manifest it in your life. Take some time to visualize the outcome.<\/p>\n
I\u2019m joking; the brain is the most complex and best gift we would\u2019ve received from the Universe. Even if it\u2019s true, it\u2019s somehow really stupid. Let me explain.<\/p>\n
Think about it, you\u2019re preparing food and you noticed that there\u2019s no more cooking oil. It\u2019s already night so you wait until the next day to buy another one.<\/p>\n
Because you don\u2019t know the GTD method yet, you keep everything in your mind. You do the groceries but as you got back home, you suddenly realized that you forgot to buy the cooking oil.<\/p>\n
If your mind \u201chad any innate intelligence, it would remind you of the things you needed to do only when you could do something about them.\u201d<\/p>\n
For instance, your brain should\u2019ve reminded you to buy the cooking oil, right at the moment you were in the supermarket. But did it?<\/p>\n
The GTD method helps you to never experience that same situation.<\/p>\n
Getting things done: A Paradigm shift<\/strong><\/h4>\nYou see, the mind consumes a lot of energy. It incessantly reminds you of what you should do, even if you are in the middle of a completely unrelated task. You want to focus on your work but another thought might suddenly cross your mind.<\/p>\n
The GTD method frees the brain from these incessant thoughts about our commitments.<\/p>\n
Getting things done by David Allen is a method that teaches you what to do (with your time and your focus) for you to manage your actions in the best way possible.<\/p>\n
Getting things done is not about managing time, managing information or managing priorities; it\u2019s about managing your actions.<\/p>\n
David Allen, in his training and coaching highlighted that people don\u2019t lack time; they lack clarity about what needs to be done. Subsequently, they\u2019re also unclear about the next physical action to move the project forward.<\/p>\n
Horizontal and vertical action management<\/strong><\/h4>\nThe GTD system is designed to help you monitor everything that crosses your mind and what to do with these tasks.<\/p>\n
The vertical part includes different projects in different areas of your life. You might have thoughts about your finances, personal or professional areas. List them all.<\/p>\n
The horizontal maintains coherence in one single specific project: for example you want to create an association and you\u2019ll need to identify all of the tasks related to that project.<\/p>\n
\u201cThere is usually an inverse proportion between how much something is on your mind and how much it\u2019s getting done.\u201d So you need to get everything out of your head.<\/p>\n
The GTD method frees the mind from the inefficient need to think about all our commitments.\u00a0 To do this, all you need is:<\/p>\n
\n- \u00a0 \u00a0 \u00a0 \u00a0 Identify all the tasks you have to accomplish – now or later or one day – and integrate them into a coherent and reliable system.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 Make decisions without delay about any new tasks you have to take on.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 With a clear and uncluttered mind, you’ll be able to work more efficiently and stress-free.<\/li>\n<\/ul>\n
2- Getting Control of Your Life: The Five Stages of Mastering Workflow<\/strong><\/h2>\nGetting things done by David Allen is a method that proposes 5 steps for managing your workflow:<\/p>\n
a- Collecting the things that command our attention<\/strong><\/h3>\nTo free your mind of all the little commitments and concerns, you have to make sure that you captured all of them. You need to identify everything that might represent \u201csomething you have to do\u201d. It\u2019s important to revisit this inventory whenever you need it.<\/p>\n
All of the incomplete tasks on your mind consist of your \u201cshould\u201d, \u201cneed to, or \u201cought to\u201d do.<\/p>\n
\u201cIncompletes\u201d include the decisions you still need to make, the things that \u201cyou\u2019re going to do\u201d and any other tasks that are pending or in-progress.<\/p>\n
If you want to manage this inventory of open loops, you\u2019ll need containers that capture them. You don\u2019t have time yet to work on those items so you need to capture them. When you have a few moments, you can decide later what they are and what to do about them if necessary.<\/p>\n
I said \u201cif necessary\u201d because sometimes, we write down an item but it doesn\u2019t require any particular action or we just decide to do nothing about it.<\/p>\n
In the end, you\u2019ll need to regularly empty these containers \u201cto ensure that they remain viable collection tools\u201d<\/p>\n
The collection tools can be made in any shape or form you like, and it will then accommodate any new tasks.<\/p>\n
This first step out of the five is of paramount importance. It is the entry point to the entire system.<\/p>\n
To collect your incompletes, you can use: physical in-basket, paper-based note-taking devices, electronic note-taking devices (application, software tools), or any voice-recording devices available.<\/p>\n
David Allen mentions 3 success factors for this first step: First, every incomplete must be put in your collection system and out of your head. Second, limit the collection buckets you work with, the goal is to see them as often as possible. And finally, you must regularly empty the buckets.<\/p>\n
b- Process<\/strong><\/h3>\nThe process phase can be summarized in the following diagram.<\/p>\n
First, you\u2019ll need to collect the items on your bucket. Ask yourself \u201cwhat this item is\u201d. It\u2019s important because you decide if you\u2019ll do something about it or not.<\/p>\n
The second question is: \u201cis it actionable\u201d. YES or NO. If it\u2019s a no, there are 3 possibilities (trash, someday list, you might need it later).<\/p>\n
Finally, \u201cwhat\u2019s the next action\u201d. You need to associate a physical action, a visible activity that you need to take to progress in this project. If you prepare a speech for example, maybe your next physical action is to choose a topic and connect to the internet to make a research on that topic.<\/p>\n
Getting things done by David Allen: A tip<\/strong><\/h4>\nOne tip is to do this action immediately if it takes less than two minutes (Do it). Otherwise, you can choose to delegate or defer it.<\/p>\n
Check the diagram below:<\/p>\n
Workflow diagram – processing<\/p><\/div>\n
c- Organize<\/strong><\/h3>\n\u201cThe outer ring of the workflow diagram shows the eight discrete categories of reminders and materials that will result from your processing all your \u201cstuff.\u201d<\/p>\n
At first you can choose the non-actionable items and put them in trash, someday\/maybe, or reference.<\/p>\n
Then choose the next actions if it\u2019s part of a project.<\/p>\n
And finally, choose to wait for a task that needs to be delegated. Or put an item in your calendar if you want to defer it.<\/p>\n
<\/p>\n
d- Review<\/strong><\/h3>\nIt\u2019s one thing to note on your calendar that you have to buy a bottle of cooking oil; it\u2019s another thing to remember right when you\u2019re at the supermarket.<\/p>\n
Actually, it\u2019s important to regularly review all of your pending projects. \u201cYou need to be able to review the whole picture of your life and work at appropriate intervals and appropriate levels.\u201d<\/p>\n
The review phase should be done at least on a weekly basis.<\/p>\n
\u201cAll of your open loops (i.e., projects), active project plans, and \u201cNext Actions,\u201d \u201cAgendas,\u201d \u201cWaiting For,\u201d and even \u201cSomeday\/ Maybe\u201d lists should be reviewed once a week.\u201d<\/p>\n
Every week then is an opportunity to collect and process all of the items on and out of your mind. You\u2019ll need to review your system, cross and update your lists and finally re-organize everything.<\/p>\n
e- Do<\/strong><\/h3>\nIt consists of carrying out the planned actions.<\/p>\n
You shouldn\u2019t intuitively decide which action to take and hope it\u2019s the right one. You must be sure that it\u2019s the right choice at the right time.<\/p>\n
How can you do that? David Allen proposes a model for making action choices<\/p>\n
There are Four-Criteria for Choosing Actions in the moment: The context in which you are, your availability, your energy level (how many out of 10 do you rate? What energy level does the task require?), and your priorities.<\/p>\n
3- Getting Projects Creatively Under Way: The Five Phases of Project Planning<\/strong><\/h3>\n\u201cTHE KEY INGREDIENTS of relaxed control are\u201d:<\/p>\n
(1) \u201cClearly defined outcomes (projects) and the next actions required to move them toward closure, and<\/p>\n
(2) \u201cReminders placed in a trusted system that is reviewed regularly.\u201d<\/p>\n
What David Allen recommends here is the horizontal approach. In most situations, that\u2019s all you need. Sometimes however, you\u2019ll need a more rigorous approach to control a project; the vertical approach just solves that.<\/p>\n
In addition to the key ingredients mentioned above, you\u2019ll need to think productively in a more \u201cvertical way\u201d. The step now is to integrate the results into a personal system.<\/p>\n
When we say \u201cthink productively\u201d, it doesn’t have to be complex. Most of us do it in an informal way and all you\u2019ll need is an envelope and a pencil.<\/p>\n
David Allen recommends a natural way that we adopt when we think and plan a project.<\/p>\n
The Natural Planning Model<\/strong><\/h3>\nInstead of using complex project management tools such as the Gantt Chart, the author of Getting things done advocates the natural planning model. We use this natural way of planning almost on a daily basis. When we plan something, we don\u2019t necessarily think about it, that\u2019s why David Allen thinks it\u2019s intuitive and effective.<\/p>\n
Your brain as he says is the most brilliant and creative planner in the world. You plan your wedding, you plan your holidays, you plan to buy a car, and there are some steps your brain follow to make such things happen physically:<\/p>\n
\n- Defining purpose and principles<\/li>\n
- Outcome visioning<\/li>\n
- Brainstorming<\/li>\n
- Organizing<\/li>\n
- Identifying next actions<\/li>\n<\/ol>\n
<\/p>\n
If you organize a restaurant outing with friends for example, you\u2019ll follow those 5 steps.<\/p>\n
You were motivated by a purpose, maybe to socialize, to celebrate something or to have a special moment with your loved ones. That\u2019s your purpose. Why did you want to go to the restaurant in the first place?\u2019 (WHY)<\/p>\n
Second, you visualize the results, you define an outcome visioning. Maybe it\u2019s going to a French restaurant, how to go there and how much you would spend. It is important to visualize the end goal. Begin with the end in mind so that you can focus and be motivated for its achievement. (WHAT)<\/p>\n
With your vision, you start to brainstorm. How to go there, what\u2019s the rating of the restaurant, are there any bad reviews? What time should you go? Etc. (Beginning of the HOW phase)<\/p>\n
Once you brainstormed several ideas, you\u2019re likely to organize the thoughts and the ideas you just generated.\u00a0 \u201cOnce you\u2019ve generated various thoughts relevant to the outcome, your mind will automatically begin to sort them by components (subprojects), priorities, and\/or sequences of events.\u201d (Still in the HOW phase)<\/p>\n
Finally, you identify the next action that you need to take. Maybe you want to connect first on the internet, and then check on Google Map where the place is located.<\/p>\n
\u00a0<\/strong><\/p>\nRespect a few principles<\/strong><\/h3>\nAs you\u2019re planning something, be clear on the purpose. Ask yourself why. Clarity is power. And the more you ask why, the more it will motivate you. Be as clear and as specific as possible.<\/p>\n
There are always two steps in every creation. First, it\u2019s in your mind, and then it manifests in the physical world.<\/p>\n
\u201cBe clear of what success would look, sound, and feel like\u201d.<\/p>\n
Top athletes and high performers all highlighted the power of visualization. \u201cSomething automatic and extraordinary happens in your mind when you create and focus on a clear picture of what you want.\u201d<\/p>\n
Oftentimes, you\u2019ll need to make it up in your mind before you can manifest it in your life. Take some time to visualize the outcome.<\/p>\n
The GTD system is designed to help you monitor everything that crosses your mind and what to do with these tasks.<\/p>\n
The vertical part includes different projects in different areas of your life. You might have thoughts about your finances, personal or professional areas. List them all.<\/p>\n
The horizontal maintains coherence in one single specific project: for example you want to create an association and you\u2019ll need to identify all of the tasks related to that project.<\/p>\n
\u201cThere is usually an inverse proportion between how much something is on your mind and how much it\u2019s getting done.\u201d So you need to get everything out of your head.<\/p>\n
The GTD method frees the mind from the inefficient need to think about all our commitments.\u00a0 To do this, all you need is:<\/p>\n
- \n
- \u00a0 \u00a0 \u00a0 \u00a0 Identify all the tasks you have to accomplish – now or later or one day – and integrate them into a coherent and reliable system.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 Make decisions without delay about any new tasks you have to take on.<\/li>\n
- \u00a0 \u00a0 \u00a0 \u00a0 With a clear and uncluttered mind, you’ll be able to work more efficiently and stress-free.<\/li>\n<\/ul>\n
2- Getting Control of Your Life: The Five Stages of Mastering Workflow<\/strong><\/h2>\n
Getting things done by David Allen is a method that proposes 5 steps for managing your workflow:<\/p>\n
a- Collecting the things that command our attention<\/strong><\/h3>\n
To free your mind of all the little commitments and concerns, you have to make sure that you captured all of them. You need to identify everything that might represent \u201csomething you have to do\u201d. It\u2019s important to revisit this inventory whenever you need it.<\/p>\n
All of the incomplete tasks on your mind consist of your \u201cshould\u201d, \u201cneed to, or \u201cought to\u201d do.<\/p>\n
\u201cIncompletes\u201d include the decisions you still need to make, the things that \u201cyou\u2019re going to do\u201d and any other tasks that are pending or in-progress.<\/p>\n
If you want to manage this inventory of open loops, you\u2019ll need containers that capture them. You don\u2019t have time yet to work on those items so you need to capture them. When you have a few moments, you can decide later what they are and what to do about them if necessary.<\/p>\n
I said \u201cif necessary\u201d because sometimes, we write down an item but it doesn\u2019t require any particular action or we just decide to do nothing about it.<\/p>\n
In the end, you\u2019ll need to regularly empty these containers \u201cto ensure that they remain viable collection tools\u201d<\/p>\n
The collection tools can be made in any shape or form you like, and it will then accommodate any new tasks.<\/p>\n
This first step out of the five is of paramount importance. It is the entry point to the entire system.<\/p>\n
To collect your incompletes, you can use: physical in-basket, paper-based note-taking devices, electronic note-taking devices (application, software tools), or any voice-recording devices available.<\/p>\n
David Allen mentions 3 success factors for this first step: First, every incomplete must be put in your collection system and out of your head. Second, limit the collection buckets you work with, the goal is to see them as often as possible. And finally, you must regularly empty the buckets.<\/p>\n
b- Process<\/strong><\/h3>\n
The process phase can be summarized in the following diagram.<\/p>\n
First, you\u2019ll need to collect the items on your bucket. Ask yourself \u201cwhat this item is\u201d. It\u2019s important because you decide if you\u2019ll do something about it or not.<\/p>\n
The second question is: \u201cis it actionable\u201d. YES or NO. If it\u2019s a no, there are 3 possibilities (trash, someday list, you might need it later).<\/p>\n
Finally, \u201cwhat\u2019s the next action\u201d. You need to associate a physical action, a visible activity that you need to take to progress in this project. If you prepare a speech for example, maybe your next physical action is to choose a topic and connect to the internet to make a research on that topic.<\/p>\n
Getting things done by David Allen: A tip<\/strong><\/h4>\n
One tip is to do this action immediately if it takes less than two minutes (Do it). Otherwise, you can choose to delegate or defer it.<\/p>\n
Check the diagram below:<\/p>\n
Workflow diagram – processing<\/p><\/div>\n
c- Organize<\/strong><\/h3>\n
\u201cThe outer ring of the workflow diagram shows the eight discrete categories of reminders and materials that will result from your processing all your \u201cstuff.\u201d<\/p>\n
At first you can choose the non-actionable items and put them in trash, someday\/maybe, or reference.<\/p>\n
Then choose the next actions if it\u2019s part of a project.<\/p>\n
And finally, choose to wait for a task that needs to be delegated. Or put an item in your calendar if you want to defer it.<\/p>\n
<\/p>\nd- Review<\/strong><\/h3>\n
It\u2019s one thing to note on your calendar that you have to buy a bottle of cooking oil; it\u2019s another thing to remember right when you\u2019re at the supermarket.<\/p>\n
Actually, it\u2019s important to regularly review all of your pending projects. \u201cYou need to be able to review the whole picture of your life and work at appropriate intervals and appropriate levels.\u201d<\/p>\n
The review phase should be done at least on a weekly basis.<\/p>\n
\u201cAll of your open loops (i.e., projects), active project plans, and \u201cNext Actions,\u201d \u201cAgendas,\u201d \u201cWaiting For,\u201d and even \u201cSomeday\/ Maybe\u201d lists should be reviewed once a week.\u201d<\/p>\n
Every week then is an opportunity to collect and process all of the items on and out of your mind. You\u2019ll need to review your system, cross and update your lists and finally re-organize everything.<\/p>\n
e- Do<\/strong><\/h3>\n
It consists of carrying out the planned actions.<\/p>\n
You shouldn\u2019t intuitively decide which action to take and hope it\u2019s the right one. You must be sure that it\u2019s the right choice at the right time.<\/p>\n
How can you do that? David Allen proposes a model for making action choices<\/p>\n
There are Four-Criteria for Choosing Actions in the moment: The context in which you are, your availability, your energy level (how many out of 10 do you rate? What energy level does the task require?), and your priorities.<\/p>\n
3- Getting Projects Creatively Under Way: The Five Phases of Project Planning<\/strong><\/h3>\n
\u201cTHE KEY INGREDIENTS of relaxed control are\u201d:<\/p>\n
(1) \u201cClearly defined outcomes (projects) and the next actions required to move them toward closure, and<\/p>\n
(2) \u201cReminders placed in a trusted system that is reviewed regularly.\u201d<\/p>\n
What David Allen recommends here is the horizontal approach. In most situations, that\u2019s all you need. Sometimes however, you\u2019ll need a more rigorous approach to control a project; the vertical approach just solves that.<\/p>\n
In addition to the key ingredients mentioned above, you\u2019ll need to think productively in a more \u201cvertical way\u201d. The step now is to integrate the results into a personal system.<\/p>\n
When we say \u201cthink productively\u201d, it doesn’t have to be complex. Most of us do it in an informal way and all you\u2019ll need is an envelope and a pencil.<\/p>\n
David Allen recommends a natural way that we adopt when we think and plan a project.<\/p>\n
The Natural Planning Model<\/strong><\/h3>\n
Instead of using complex project management tools such as the Gantt Chart, the author of Getting things done advocates the natural planning model. We use this natural way of planning almost on a daily basis. When we plan something, we don\u2019t necessarily think about it, that\u2019s why David Allen thinks it\u2019s intuitive and effective.<\/p>\n
Your brain as he says is the most brilliant and creative planner in the world. You plan your wedding, you plan your holidays, you plan to buy a car, and there are some steps your brain follow to make such things happen physically:<\/p>\n
- \n
- Defining purpose and principles<\/li>\n
- Outcome visioning<\/li>\n
- Brainstorming<\/li>\n
- Organizing<\/li>\n
- Identifying next actions<\/li>\n<\/ol>\n
<\/p>\n
If you organize a restaurant outing with friends for example, you\u2019ll follow those 5 steps.<\/p>\n
You were motivated by a purpose, maybe to socialize, to celebrate something or to have a special moment with your loved ones. That\u2019s your purpose. Why did you want to go to the restaurant in the first place?\u2019 (WHY)<\/p>\n
Second, you visualize the results, you define an outcome visioning. Maybe it\u2019s going to a French restaurant, how to go there and how much you would spend. It is important to visualize the end goal. Begin with the end in mind so that you can focus and be motivated for its achievement. (WHAT)<\/p>\n
With your vision, you start to brainstorm. How to go there, what\u2019s the rating of the restaurant, are there any bad reviews? What time should you go? Etc. (Beginning of the HOW phase)<\/p>\n
Once you brainstormed several ideas, you\u2019re likely to organize the thoughts and the ideas you just generated.\u00a0 \u201cOnce you\u2019ve generated various thoughts relevant to the outcome, your mind will automatically begin to sort them by components (subprojects), priorities, and\/or sequences of events.\u201d (Still in the HOW phase)<\/p>\n
Finally, you identify the next action that you need to take. Maybe you want to connect first on the internet, and then check on Google Map where the place is located.<\/p>\n
\u00a0<\/strong><\/p>\n
Respect a few principles<\/strong><\/h3>\n
As you\u2019re planning something, be clear on the purpose. Ask yourself why. Clarity is power. And the more you ask why, the more it will motivate you. Be as clear and as specific as possible.<\/p>\n
There are always two steps in every creation. First, it\u2019s in your mind, and then it manifests in the physical world.<\/p>\n
\u201cBe clear of what success would look, sound, and feel like\u201d.<\/p>\n
Top athletes and high performers all highlighted the power of visualization. \u201cSomething automatic and extraordinary happens in your mind when you create and focus on a clear picture of what you want.\u201d<\/p>\n
Oftentimes, you\u2019ll need to make it up in your mind before you can manifest it in your life. Take some time to visualize the outcome.<\/p>\n