Today I’m starting my renewed focus on David Allen’s Getting Things Done (GTD) system. In my review of the book Getting Things Done, I mentioned that I am using the system in a fashion, but I’ve wandered off the path a bit and I’m not getting as much done as I’d like. The procrastination monster is resurfacing.
The first step in GTD is to collect all the “stuff” that you have to do. The idea is that if you’re brain isn’t focusing (consciously or subconsciously) on all the things you have to do or remember you will be better able to handle what you should be doing.
Collection tools
If you’re joining me on this GTD journey, there are a few very basic tools that you will need to begin. The book suggests having:
- In tray
- A small pad or stack of paper
- Pen/pencil
- Post its
- Stationery such as paperclips, stapler, tape & rubber bands
There are a few additional tools, but they relate to later steps so I’ll get to those in the relevant posts.
Collection of stuff
My collection routine works well for me and I haven’t lost anything yet, so I can trust it. My problem tends to be in the actual getting things out of my head and into the collection system. The physical pieces of paper (eg bills) that come in are easy for me to deal with. I put them into the in tray. I’m also good at noting appointments (I’m so paranoid about missing appointments after I stood my chiropractor up three times in one week!). I’m not so good at collecting the things I think about. This step works well to corral those types of things.
So my first job, and yours if you’re joining me 
is to collect all the stuff that I need to action in some way or another. In GTD this means everything from big projects to urgent items to that’d be good to do one day type things. Everything. Empty out your brain and get it into your collection system. In order to get the things out of your head, write each item on a seperate piece of paper, then put the paper into your in tray. You can use post-its or cut up some scrap paper or a small notepad – what ever you have. It might also mean doing a trawl of your house and collecting bits and pieces that you have “stored” in different places – the phone number in your purse, the excursion form on the fridge, the mail order catalogue on the bench. Into the tray they go. If something is too big or not practical to put into your in tray (like the 15 emails you want to action) write a note for each of them on a piece of paper and pop that in the tray.
My in tray is now full (actually a little overflowing) of stuff now. Here are some of the things I have in there:
- Bills to be paid
- Excusion forms
- Photos that I want to do something with
- Blog ideas
- Budget
- Holiday ideas
- Medicare receipts
- Notes to:
- Get the car serviced
- Organise the pantry
- Purge the kids’ clothes
- Buy an ironing trolley (a la Planning Queen)
- Work on kinder committee stuff
- Clean the kickboards in the kitchen
- Organise an electrician
- Get the dishwasher fixed
Everyone’s life is a little different so their things to do are going to be a little different. The key is to try to get as many things into your collection system as possible.
Whew! There’s the first step done. I always get a great “weight of my shoulders” feeling after doing this sort of thing. It really is a load off my mind. How are you feeling? Tomorrow is the next step, processing the in tray.
Other posts in this series
- Getting things done at home – Emptying the in tray
- Getting things done at home – Organising and doing
- Getting things done at home – Reviewing
- Getting things done at home – Summary
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{ 5 comments… read them below or add one }
Hmmm… I suffer badly from lack of motivation and procrastination.. not to mention a terrible memory…. you are certainly inspiring me to think about ways to get over all of this. Maybe I need an ‘in tray’… thanks for getting my brain working on this stuff!
For implementing GTD you might try out this web-based application:
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.
A mobile version is available too.
As with the last update, 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.
Hope you like it.
Sometimes I need a bit of a shove to get things going as well Kate. I don’t know why. The feeling of getting these things out of they way is so good.
Dan, I’m not really a huge online tool user but I’ll take a look. Thanks for the suggestion.
is that really your IN try … if so I feel relieved mine is no worse.
I am slowly working on it a room or tray at a time.
Trishs last blog post..Aerobix and other heavy stuff
That’s it
And the best bit is, it’s empty now except for the collections that I’ve put in over the last few days!
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