Re-engineering your workflow system is like putting on deodorant. It doesn’t necessarily feel good or bad, but after you do it, people around you will notice a difference.
Your workflow system is there to mitigate stench and poor performance. Like deodorant, there’s no one-size-fits-all. Everyone has different workflow systems that they’ve taken a liking to. The only problem is that your workflow system shouldn’t be evaluated based on your liking to it. Instead, it should be based off the performance. Does it accomplish its purpose? Is it working?
If you like the way a particular bar of deodorant smells, or its texture, that’s fine. As long as it works.
So where am I going with this?
Well, I’ve been reading David Allen’s Getting Things Done (which I’ll be posting a review on soon). It’s got me thinking not only about workflow systems, but the tools people use for them.
Here’s the process David outlines that I believe can apply to most people:
Now, basing it off of that framework, what tools do you use to get things done? What software do you use? What notebooks do you use? What planner?
In the book, David outlines some of the following tools:
- Physical in-basket (standard plastic, wood, leather or wire tray for collecting memos, notes, phone slips, receipts, etc.)
- Writing paper and pads (loose-leaf notebooks, spiral binders, legal pads)
- Electronic note-taking (PDA’s, computers)
- Auditory capture (answering machines, voice-male, dictating equipment)
- E-mail (on computer, on the phone)
In the past I’ve been a huge supporter of pen and paper planning (notes and paper-based calendar); however, I’ve migrated towards electronic organization tools. I must say, it was hard at first. It still is an adjustment; however, I’ve managed to find a few practical tools (very low cost), that get the job done beautifully.
Here’s a rendering of how my workflow system looks:
That’s my ever-growing system. I liken it to Tag deodorant. It’s edgy, electronic and based on fairly new technology.
But some people thrive on Old Spice–basic pen and paper planning.
Again, each workflow system is fine as long as it doesn’t smell.
What works for you?
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If you’d like a tool for managing your time and projects, you can use this application inspired by David Allen’s GTD:
http://www.Gtdagenda.com
You can use it to manage and prioritize your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
A mobile version is available too.