GTD Cheatsheet: The Workflow
- Posted by glen on February 1st, 2007
This is the first part in a refresher series on the basics of Getting Things Done.ÂÂ
Ok, I’m going to jump right in. Getting Things Done (or GTD) is a system to free your mind of it’s resources and become more organized in the process. In short: it’s a way to become more productive and stress free, in one fell swoop. It’s a beautiful thing, really.
The book deals mainly with the processes to the GTD system which include clearing your mind (and living space) of useless clutter, organizing it, and storing it in appropriate places, and reviewing it on a consistent basis. On the surface, it’s nothing too revolutionary. Today’s post will be focusing on the business of setting up an appropriate system to collect all of your data, both physical and psychological.
The Workflow
The workflow is a very powerful thing. It’s not a hard concept to grasp, yet it’s the hardest one to put into practice. The stages of the workflow are this:
Once you see something that needs to be organized, you ask the question What is it? (Odds are you don’t need to really ask this question out loud for every object, due to our mind’s ability to stay about 9 steps ahead of our inner monologue, as well as how annoying you would sound to anyone in the room. However, asking “What is it?” out loud is acceptable if you’re referring to something you just pulled out from under your car seat that looks kinda fuzzy and smells like goat cheese. There are definitely some questions that need to be answered at that point.)
Is it doable?
Well, if it’s doable or actionable (meaning it takes 2 or less minutes to complete), go ahead and do it. Simple enough, right?
If it’s doable, but takes multiple actions, we call that a project. Dump that project into a “projects” list, as a reminder that it might take a little more time to finish. You’re going to review this project list on a regular basis, so don’t worry about forgetting it.
We’ve also got some other options for doable items. We can either delegate it (my personal favorite), or defer it (the procrastinator’s favorite). If you’re going to defer it (you lazy bum), then it should be broken down into next actions (more on that soon), or put on a calendar.
Dude, it’s not doable
Don’t fret! If the “thing” isn’t doable (or doesn’t need any action to complete it), you can either trash it, put it in a tickler file, or place it in a reference file.
The Tickler File
Ok, ok… get your snickering out now before you go any further. Trust me, it’s not what you think.
The tickler file is a file system made up of 43 folders, one for each month (12) and one for each day in the month (31). The tickler file has anything that needs reminding at regular intervals (ie. the cable bill needs to be paid on the 13th). The tickler file should be reviewed often.
Reference Files
These are collections of general or topic-based catch-alls that hold materials that can easily be retrieved. But don’t get carried away storing everything like a pack-rat, it only muddies the system. Keep what you need, nothing more.
Next Actions
Any item that takes longer than the magic number of 2 minutes should go on a “next action” list, and reviewed daily. It’s like a glorified to-do list, except these lists are divided into different physical contexts (ie “while I’m at the office” or “while I’m at the store”, etc.) We’ll have more on this to come.
Conclusions
Ok, we’ve made it through the first part. That wasn’t so bad, right?
Next up, we’ll be talking about how to use the GTD workflow to take all of the mental and physical clutter surrounding us, and organize it effectively.
February 1st, 2007 at 4:37 pm
[...] GTD Cheatsheet: The Workflow This is the first part in a refresher series on the basics of Getting Things Done, an organization concept by David Allen. [...]
February 1st, 2007 at 7:56 pm
[...] Craig: I think we need to make a tickler file. [...]
February 1st, 2007 at 9:44 pm
[...] Stansberry of LifeDev writes a pretty good summary of one of the mainstays of David Allen’s Getting Things Done: The Workflow. He highlights the [...]
February 6th, 2007 at 7:34 am
[...] GTD Cheatsheet: The Workflow [LifeDev] Author: Craig Childs Posted: Tuesday, February 6th, 2007 at 8:02 am Tags: gtd, workflow Bookmark/Share This! Leave a Reply [...]
February 6th, 2007 at 9:25 am
[...] GTD Cheatsheet: The Workflow - LifeDev [...]
February 6th, 2007 at 5:18 pm
[...] that we’ve set the groundwork for our GTD workflow, it’s time to put it into use. For a quick refresher (it was a long weekend), the workflow [...]
February 7th, 2007 at 1:40 pm
[...] GTD Cheatsheet series over at one of my favorite productivity blogs, LifeDev, starting with The Workflow. It’s a work in progress with daily updates, and he’s got some very good things to [...]
February 14th, 2007 at 12:37 pm
[...] part. We’ve brushed up on the learning curve associated with becoming familiar with the workflow. We’ve got all of our stuff collected. Now we’re ready to plow through our huge mound [...]
February 15th, 2007 at 6:56 am
[...] LifeDev has published a very good workflow for getting your things done in an efficient manner under a series started by them - GTD Cheatsheet which is a condensed version of popular book Getting Things Done by David Allen. [...]
March 3rd, 2007 at 9:56 am
[...] way to become more productive and stress free, in one fell swoop. It’s a beautiful thing, really.read more | digg story Stumble [...]
March 26th, 2007 at 2:48 am
Blog of people search
March 27th, 2007 at 9:29 am
[...] falls in line with David Allen’s 2-minute processing rule, a major part of the workflow in his magical GTD system. This feature has the potential to be quite a handy tool for those of us [...]
March 29th, 2007 at 1:39 pm
[...] falls in line with David Allen’s 2-minute processing rule, a major part of the workflow in his magical GTD system. This feature has the potential to be quite a handy tool for those of us [...]
April 10th, 2007 at 12:16 am
[...] the right sidebar, they’ve created space for action steps (like Next Actions in GTD). On the bottom of that sidebar there is a space for your “Backburner” items, or [...]
April 18th, 2007 at 2:48 am
nice blog. good photo.
April 24th, 2007 at 3:59 pm
[...] thing. It’s not a hard concept to grasp, yet it’s the hardest one to put into practice.” MORE ➲ This entry was posted on Tuesday, April 24th, 2007 at 12:00 am and is filed under April 2007, [...]
May 8th, 2007 at 8:25 am
[...] Here is a cheat sheet: http://lifedev.net/2007/02/gtd-cheatsheet-the-workflow/ [...]
May 15th, 2007 at 3:23 am
[...] GTD Cheatsheet: Workflow and [...]
June 6th, 2007 at 6:09 pm
[...] (here and here)GTD flowchartGTD Workflow Assessment/Tips ChecklistLifeDev GTD Cheatsheet: Workflow and [...]
June 7th, 2007 at 12:39 am
[...] (here and here) GTD flowchart GTD Workflow Assessment/Tips Checklist LifeDev GTD Cheatsheet: Workflow and [...]
June 25th, 2007 at 3:57 pm
[...] you’ve delved into GTD, this type of simple decision-making-aide will look familiar. The most obvious difference is the first question point: “Will I enjoy this?” GTD, [...]
July 8th, 2007 at 1:28 pm
Hi
I can’t be bothered with anything these days, but shrug. I just don’t have anything to say recently.
Bye
July 10th, 2007 at 2:29 am
[...] even include a detailed description of the GTD workflow: * Workflow Diagram Advanced (DavidCo) * GTD Cheatsheet: The Workflow * My personal GTD workflow * GTD Workflow - What to Do with What I Have * 3 more GTD [...]
July 16th, 2007 at 4:52 pm
As for the calendar section of the workflow you might want to look at the 43 folders concept for organizing future tasks. Like your system it is pretty straight forward to use.
July 31st, 2007 at 1:41 am
[...] Learn the GTD Workflow. An excellent into to GTD for the novice, a great refresher for the experienced. [...]
July 31st, 2007 at 12:08 pm
[...] Learn the GTD Workflow. An excellent into to GTD for the novice, a great refresher for the experienced. [...]
July 31st, 2007 at 10:35 pm
[...] Learn the GTD Workflow. An excellent into to GTD for the novice, a great refresher for the experienced. [...]
August 5th, 2007 at 10:04 am
[...] Learn the GTD Workflow. An excellent into to GTD for the novice, a great refresher for the experienced. [...]
August 23rd, 2007 at 10:00 pm
[...] Learn the GTD Workflow. An excellent into to GTD for the novice, a great refresher for the experienced. [...]
August 24th, 2007 at 6:32 am
[...] Learn the GTD Workflow. An excellent into to GTD for the novice, a great refresher for the experienced. [...]
August 30th, 2007 at 11:24 pm
[...] it’s place, what I devised was a workflow not unlike the GTD one featured here. So now when books come in the first thing I do is code and date them (arrival date, price paid, [...]
September 12th, 2007 at 2:44 pm
[...] should yield an outline of what needs to be done, and the actionable steps required to take them. Keeping track of what you’ve done will also keep the motivation level [...]
September 16th, 2007 at 6:26 pm
[...] keep the end goal in mind This should yield an outline of what needs to be done, and the actionable steps required to take them. Keeping track of what you’ve done will also keep the motivation level [...]
October 8th, 2007 at 11:19 pm
[...] GTD Cheatsheet at lifedev.net [...]
October 30th, 2007 at 7:02 am
[...] busy or too lazy to read the book (both problems which GTD would help with, btw), here is a great pictorial synopsis of the process. Here is a another more thorough look at it in graphic [...]
December 11th, 2007 at 2:43 pm
verwolf130678
December 11th, 2007 at 11:22 pm
[...] GTD Cheatsheet: Workflow and [...]
January 2nd, 2008 at 12:16 pm
[...] GTD Cheatsheet: The Workflow: According to LifeDev.net, the workflow method of GTD is “the hardest one to put into [...]
January 3rd, 2008 at 7:49 pm
[...] GTD Cheatsheet: The Workflow: According to LifeDev.net, the workflow method of GTD is “the hardest one to put into [...]
February 20th, 2008 at 8:10 am
[...] Kicking the multi-tasking habit - Do one thing at a time, then go on to the next thing. About a week ago I started making a concerted effort to clear the inbox at my desk. Before it was filled with trade publications, article clippings, and various bits of inspiration waiting to be acted upon. Now, one or two mornings a week, I walk away from my email and browser, review each item, and either create a to-do, add it to my calendar, file it for later, or throw it away. The GTD workflow has been a big help to me in learning how to handle this. [...]
February 22nd, 2008 at 9:33 pm
[...] GTD Cheatsheet: The Workflow (tags: gtd) [...]
March 10th, 2008 at 3:37 pm
[...] interpretations of GTD. Why? It’s not that it’s particularly flexible. Look at the workflow diagram, that’s GTD right there. The rest of the book doesn’t so much describe how you can [...]
March 13th, 2008 at 7:22 am
Just beginning to implement this system myself. iGTD seems like a good program to start. Do you recommend this program above a paper based system?
April 16th, 2008 at 9:28 am
Hello,
For implementing GTD you might try out my application for time management and productivity,
http://www.gtdagenda.com
You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
Hope you like it.
May 8th, 2008 at 12:22 am
As with the last update, now Gtd Agenda has due date for tasks (you’ll see in the calendar on the right if you have tasks due today), task notes, and Email & Print support.
May 15th, 2008 at 4:16 am
May 15:
Now Gtdagenda has full Someday/Maybe functionality, you can easily move your tasks and projects between “Active”, “Someday/Maybe” and “Archive”. This will clear your mind, and will boost your productivity.