Learning from GTD Methodology system will take you from “Hope it’s right” status to “Trust it’s right” status.
• Hope it’s right.
I am driven by the latest and loudest, unsure about what I’m doing, unaware of what I’m not doing. My inventory of actions is incomplete and out of date. My intuition is inaccessible.
• Trust it’s right.
I trust my judgment because my inventory of actions is complete and current, and my horizons of focus are in focus and integrated. My intuition is in play, vision sharp, decisions clear, and psyche relaxed. And this leads to more energy, clarity, expansion, exploration, and expression.
GTD Workflow Map
The GTD Methodology systematically keeps you in control, relaxed, focused, and inspired.
1. Life’s random inputs
Stuff, such as conversations, papers, calls, notes, emails, idea
2. What is it?
3. Is it actionable?
NO
• Trash
• Incubate (possible later action)
1. Someday-maybe lists/folders
2. Date-specific triggers
• Reference
Paper/digital lists and folders
YES
• What’s the next action? (If single-step)
1. Do it (If less than 2 minutes)
2. Delegate
In communication system and be tracked on “waiting for” list/folder
3. Defer it
For me to do, specific to a day or time (calendar/tickler)
For me to do, as soon as I can (next action reminder lists/folders/trays)
• What’s the desired outcome? (If multi-step; Project)
1. Project Support Material (review for actions)
2. For me to do, specific to a day or time (calendar/tickler)
3. For me to do, as soon as I can (next action reminder lists/folders/trays)
4. For others to do, in communication system and be tracked on “waiting for” list/folder
(All above work flow to as pre-defined work.)
Limiting Criteria
What can I do?
Context: Pick something possible to do in my environment.
What can I do in the time I have?
Time: Pick something I can work on constructively within my time frame.
What do I have the energy to do?
Resources: Pick something which I can do successfully, with the energy and attention I have.
3-Fold Nature of Work
Unplanned Work means unscheduled work done as it appears. May or may not be the action to take in the moment. Must be evaluated against total work inventory and horizons of focus.
Pre-Defined Work means all undone actions and projects. The more complete and current the contents, the greater the ability to manage multiple commitments, negotiate change, and think at higher levels. A trusted inventory relieves the mind of the job of remembering and reminding.
Defining Work means processing in-baskets and new input, reviewing horizons, transforming “stuff” into actions and projects. The critical thinking and decision-making behavior for knowledge workers.
Horizons of Focus
Whether I trust or hope that what I am doing is the best thing depends on how complete the inventory of optional actions are, and how well my horizons of focus are in focus. Each horizon to be reviewed at its own cycler/recursion as often as is required to get it off my mind.
Review
• Calendar: When I need to know the “have-to’s” for today
• Action lists: When I have time and need to see what else can I be doing
• Projects: When I need to review my short-term commitments
• Areas of responsibility: When I need to ensure balance
• Goals: When I need to ensure I’m on track to get what I want
• Purpose/Principles: When I have major decisions to make