Getting things done

Some of you may have noticed that I have not been around very much lately. The reason has to do with a personal problem of mine: productivity. I pride myself on being an efficient, 21st century multi-tasking ninja and always have a million things going on at once, but recently I started feeling the burn. Like many of you I engage in “knowledge work” (my own graphic/web design biz), have a significant other (fiancé), do regular recreation activities (gym, rugby, poker), and engage in intellectual activities as well (reading, blogging). Add on to these litigation investigation into a client; moving from one side of the ocean to the other, then moving from one side of Canada to the other; studying in preparation for graduate school ; organizing a marriage license and permanent residence visa; etcetera etcetera ad infinitum. “Yeah, yeah, everyone has stress. Suck it up Barbie!” you say, and hence my explanation for my recent absence.

For the past three days I have locked myself in my basement, implementing the personal management techniques of David Allen, author of the enthusiastically evangelized Getting Things Done: The Art of Stress-Free Productivity. GTD (definition of GTD here) is based on the following principles (simplified):

• you will have more creative energy/clarity/concentration if your mind is clear of stuff
• thus, you must get your stuff out of your head and in some system that you trust, and can refer back to
• a decision should be made as to the next physical action as soon as you are presented with a new stuff

The key to GTD and maintaining productivity is determing the “Next Action” of any task/project in front of you. Here is a quote from Mark Twain (GTD, pp.239):

The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one.

Once stuff comes into your inbox, you process it, filing it into your trash/archives/calender/to do list etc. like so:

(More on processing from BusinessWeek)

This works wonders with your stress level. By depositing everything on your mind into a system that you can review later, and deciding on the next action for any tasks ahead of time, you free up your mind to be more relaxed and creative. Common sense, yet brilliant!

GTD has developed into somewhat of a cult, not only for high-power business execs, but also for your average multi-tasking productivity ninja. It has earned a lot of “nerd cred” on the web with a number of sites if not dedicated to GTD, sure do talk about it a lot. I first learned of GTD through one of my avidly read blogs Lifehacker and particularly 43 Folders. About a month ago I switched to Gmail (get a free account, no invitation required) and reorganized my inbox in a GTD manner. This saved me so much time and stress (instant results!) I had to get ahold of the book and organize the rest of my life. As soon as I started reading the book I was hooked, and knew I had to sequester myself and revolutionize my workflow.

The GTD system I have currently put together consists of the following:

• Plastic INBOX | ACTION | READ/REVIEW | WAITING | SOMEDAY/MAYBE boxes on my desk for processing paper-based items (memos, bills, my recent Economist)
• General file system in alphabetical order for archiving paper-based items
• Hipster PDA variant using my Moleskin, some 3X5 index cards and 3X5 Post-Its for on the go
• Email with INBOX | ACTION | READ/REVIEW | WAITING | SOMEDAY/MAYBE | ARCHIVE folders
• iCal to keep track of events/appointments
• GTDTiddlyWiki to keep track of all my @NextAction lists

I am also contemplating setting up a Tickler File.

I wish I had done this much sooner, and I can see how this will definitely be a boon in trying to balance my school/work/personal life once I am in Kingston. I highly recommend you check out GTD whether or not you are somebody like me with lots on the go. If you would like to share some techniques on how you organize your life, or discuss GTD further, please leave a comment or email me through the following form:

For more on GTD, check out the following:

• David Allen’s Blog
• A Guide to Getting Things Done
• Lifehacker
• 43 Folders
• a million monkeys typing
• Working Smart
• and read the book!!