Getting Things Done

Getting Things Done, by David Allen unleashes a detailed, insightful list of lessons on productivity. David believes “our productivity is directly proportional to our ability to relax.” From simple paradigm shifting lessons to reviewing actual hardware necessary to getting things done, David dives into quite a bit of detail. And, as I referenced in my prior post, there’s a lot of little nuggets of wisdom one can derive from his book.

He’s like a non-judgmental dad, that is kind of cool, in a way. Like wine, though, I find that this genre of books pairs best with others of its kind. Going into the genre of “productivity,” it’s best to understand that there’s no one-size-fits all. Instead, bits and pieces of each must each be extracted and molded into your lifestyle. For more on that, check out this article.

In 267 pages, David packs a prolific punch into the world of task management. Yet, instead of pummeling you with New York Times journal-speak jargon, I think sharing actual lessons would give your time and attention more value

The first “Take away” from David’s books was the following:

Look at your to-do list and ask yourself two things:

1) What does the outcome look like?
2) What’s the next action I must take in order to accomplish the task?

Put number 2 on your “next action list,” and if it’s under two minutes, do it.

Additionally, there were many little take-aways:

When you decide what the next action step is, you have three options:

The 3 D’s

(i) Do it (if less than 2 minutes)
(ii) Delegate it
(iii) Defer it (calendar it)

Why things are on your mind:

Most often, the reason something is “on your mind” is that you want it to be different than it currently is, and yet:

- You haven’t clarified what the intended outcome is

- You haven’t decided what the very next physical action step is

- you haven’t put reminders of the outcome and the action required in your system of trust (calendar, action list)

The Five Stages of Mastering Work Flow:

1) Collect things that command our attention (collect through calendar, email, inbox basket, to-do list)

2) Process what they mean and what to do about them

3) Organize results

4) Review them

5) Do.

The Collection Success Factors

1) Every loop must be in your collection system and out of your head

2) You must have as few collection buckets as you can get by with

3) You must empty them regularly

Everyone should implement a “Weekly Review,” which should entail:

- Gathering and processing all your “stuff.”

- Reviewing your system

- Updating your lists (action lists)

- Get clean, clear, current and complete

The Six-Level Model for Reviewing Your Own Work:

- 50,000+ feet: Life

- 40,000 feet: Three to five-year vision

- 30,000 feet: One- to to-year goals

- 20,000 feet: Areas of responsibility

- 10,000 feet: Current projects

- Runway: Current actions

The Power of asking “Why?”

David recommends first identifying an undertaking’s purpose before brainstorming. It makes sense. I believe that this not only  applies to projects you’re working on, a team you’re trying to lead or tasks that you accomplish; it also applies to your life. Set aside five minutes, and ask yourself why am I doing what I’m doing right now? After giving yourself a reason, again, ask why? And keep on going until you can’t ask “Why?” any more. This really will help you understand your motives and the reason why you’re doing what you’re doing.

Basic steps to developing a vision:

1) View the project from beyond the completion date

2) Envision “WILD SUCCESS”! (Suspend “Yeah, but…”)

3) Capture features, aspects, qualities you imagine in place

How David’s Book Reads:

Admittedly, it’s hard to complete because the entire time you’re reading it, you think of things that you, yourself, have to-do… and you do it.

Maybe it’s just my short attention span that has been furiously harvested from Google reader, blogs and my tendency to get straight to the point; maybe, it’s just the nature of the beast. Fact is, it will take some discipline to sit down and plow through GTD.

David dives deeper and deeper into specific aspects of organization systems. He recommends using post-it notes for specific types of items, he identifies each item and gives clear examples of what defines an item. He unveils certain ideas I’ve never even thought of using (e.g. @WaitingFor and @action files, organizing projects by personal/professional, delegated projects, specific types of projects, subdividing lists, sub-projects, ad-hoc projects, e-mail databases for future use, attached notes, general-reference filing, large category filing, someday/maybe lists).

Exhausted yet?

Certainly David doesn’t avoid detail.

Like Lloyd in Dumb and Dumber, David redeems himself by simplifying what one’s habits will most likely look like everyday:

a) Your calendar will be the first thing you check
b) Your “next action list” is the second thing reviewed
c) Specific to-do lists are next
d) On a weekly basis you should review your activities, which will entail:

- Pull out any loose papers and decide what must be done with them (the three D’s)
- Review any journal entries, notes or scrap paper that you’ve written on
- Review the past activities in your calendar and look at the future calendar events coming up
- Empty your head: write down any projects, tasks, or items that you’ve yet to accomplish
- Review your “next actions” list
- Review relevant checklists
- Review “someday/maybe” list
- Be creative and courageous (add anything innovative to your system)

e) The “bigger picture” review (vision, mission, purpose, goals)

In the end:

This book is definitely worth checking out. Whether you read it in one night, or over a year, or listen to it on tape, you’re certain to find one lesson that helps you get things done and become more productive.

I’ll be applying a couple of David’s lessons into my life:

- Writing down the next action it takes to accomplish a task

- Implementing weekly reviews

- Doing things immediately if it takes less than 2-minutes

Again, like wine, you should definitely pair this book with others out there, as well as your own lifestyle design.

What’s worked for you?