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Language: en

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Imagine that you are walking back from work…
excited that another successful day has gone

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by… when all of sudden you realize you never
called mike… he is your best friend and

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today is his birthday… but you were so busy
the whole day that you never had a chance

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to call..

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“no problem” you think to yourself - “as
soon as I get home I’ll wish him happy birthday”

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but when you get home, a pile of unopened
mail greets you by the door, unwashed dishes

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are calling your name and you get distracted
by other exciting house chores…

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The next morning, feeling like a horrible
friend, you wonder “how can something so

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important slip my mind”

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The reason is simple - your brain is for having
ideas, NOT for holding them.

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With a never-ending stream of demands for
you attention, both at home and at work, things

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are bound to slip through the cracks.

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Only when your mind is clear and your thoughts
are organized can you achieve effective results.

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This is where Getting Things Done, or GTD
for short, comes into play.

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It is a framework designed to help you keep
track of tasks, ideas and projects.

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The Getting Things Done system is made of
5 simple steps - capture, process, organize,

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review and engage.

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Everything begins with “capturing” all
ideas, tasks, projects, to-do items and other

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random bits of information that come your
way every single day.

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These are things like emails, letters, calls
and action items that come from talking to

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other people or they can be ideas and tasks
that are born in your own creativity and imagination.

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Wherever that information comes from, you
need to capture it, or externalize it so you

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don’t have to keep it in your brain.

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Now that you have all this information captured,
it is time to make sense of it so you can

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actually move forward with your goals, instead
of wanting to pull your hear out from the

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information overload.

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Step number 2 in GTD is processing.

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For every item that you captured ask yourself
the following question - is it actionable?

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The possible answers are two - YES or NO.

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If the item is actionable, like an email from
a colleague asking you about an update for

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the project you are working together on, ask
yourself a followup question - would it take

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2 minutes or less to complete?

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If the answer is “yes”, go ahead and do
it.

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If the answer is “no”, you need to put
this action off for later by adding them to

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an action items list (more on that in step
3).

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If it will take you 30 seconds to reply to
your colleague’s email, it makes sense to

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take care of it on the spot and move on.

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If you need to have a 20-minute conversation
on the topic, it is best to schedule it.

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If the item you are processing is “not actionable”
- like a confirmation of a payment you made

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for your monthly internet bill - you have
2 choices - discard it or keep it as reference

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in case you need that info down the road.

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Repeat the same process for every piece of
information

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You’ve processed the information, things
are already looking up for you, now you need

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to organize it.

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This is where the magic happens.

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You have an action list from all the actionable
items that you did not already do in the previous

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step.

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Now you need to organize and prioritize them
based on the following 3 criteria:

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- by project, by time and by context

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Actions related to particular project, such
as building a deck for your next presentation,

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or organizing the halloween party for your
kids, can be grouped together.

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Actions that have some sort of a deadline,
or a time specific (like Mike’s birthday)

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should go on your calendar so you can take
care of them when the time is right.

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You can also group actions by context, such
as phone calls you need to make or groceries

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that you need to pick up.

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Of course you can also mix and match and put
things in more than one category - like that

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video you need to create on Friday, the 17th.

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This is where you need to tweak and personalize
GTD to fit your needs.

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You know best how to group and prioritize
your items.

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One thing to always keep top of mind though
is this question - what is the next action?

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If you sit down to call Mike for his birthday,
but don’t have his number, you aren to being

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very efficient.

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The next action should’ve been “find Mike’s
number”, not “call Mike”.

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Asking yourself that question will help you
sequence things better.

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Now, you’ve organized your action items,
the sun is shining brighter and the world

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is a happier place.

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But what about the non-actionable items?

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That’s easy.

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They can either be kept for reference - like
that manual for your TV that you don’t need

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until your kid turns on the spanish closed
captioning and you need to figure out how

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to reverse it.

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Or they can be deferred for later - like that
idea for a business that you would like to

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keep and revisit in 6 months when you have
more time - add it to a “someday maybe”

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list and create an action item to review this
list in 6 months.

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Done!

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High five!

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All the random information is now organized
and you are ready to take over the world.

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The next step is Review.

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With so many demands for your attention, things
are bound to go out of place.

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This is where the review comes into play.

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Every week, review your items and make any
adjustments if needed.

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Is everything where it supposed to be?

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Is there a pile of information somewhere that
you need to process?

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A weekly review is essential to keeping everything
running smoothly.

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Every month, take some time to review your
short-terms goals.

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Are your action items moving your towards
your goals, or are you just keeping yourself

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busy?

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Are you saving for that car, are you learning
the Spanish you want or are you in reaction

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mode?

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Schedule these regular reviews and reflection
periods so you can ensure the train is heading

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down the right tracks.

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The last part step in GTD is called “engage”.

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This is where you actually roll up the sleeves
and get cracking.

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You calendar should contain all the tasks
that you need to do today.

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Your project list will tell you what you need
to do to move a project forward.

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Your contexts will help you batch things together.

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As you go about your day, crossing all of
those items, next information is bound to

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come you way.

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Now you know what to do with it - capture
it, decide if it actionable, if the answer

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is yes and you can get it done in 2 minutes
or less, do it, if not add it to the appropriate

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action list.

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If the information is not actionable, it gets
stored or ends up in the trash.

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Nothing to it.

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You are now as cool, calm and collected as
a buddhist zen master deep in meditation.

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Now, Mike will never have to spend another
birthday without wishes from his best friend.

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And if you want more video such as this one