Getting things done on our to-do-list consumes us all. If I asked you to stop reading this page, you brain would easily fill the space with a to-do-list of things.
Technology is supposed to manage all of this, and it does so quite well. It lulls us into adding things to our to-do-list where we somehow believe that we can still be productive.
In 2001, David Allen a time management and productivity proponent wrote Getting Things Done: The Art of Stress-Free Productivity. He was not the first nor the last linking the reduction of stress as a means of increasing productivity and enhancing critical thinking.
However, he is unique because he formulated a practical system that draws on years of experience in 35 different jobs, Buddhist meditation, and martial arts mastery. You might imagine him a Western devotee enlightening the minds of material-minded businessmen. Rather, he speaks the corporate language of performance in such a way that the virtues of emptying one’s mind are doable without years of practice.
As all beginning meditators know, sitting in silence, focusing on the breath and emptying the mind can be a herculean task. And, for those who are time-driven, results should come sooner not later.
Allen understands both worlds. Rather, than trying to dismiss the mental chatter, he recognizes it as the brain’s means of tracking an overflow of information – which the brain is not designed to do.
The brain needs space to focus and concentrate. Click To TweetAllen’s GTD method is to address the urgency of thoughts by getting them out of your brain and into a container system for later action. This creates space the brain needs to focus and concentrate on what’s important at the moment without stress and distraction.
The GTD (Getting It Done) Method
- Capture: record the to do thoughts that are vying for attention.
- Clarify: What is this thought about and is it meaningful?
- Organize: Assign each an action category and note what’s the first action step needed.
- Reflect: Actively review what’s on the list, prioritize, review again and update.
- Engage: Allocate time and work from each action step to the next.
For example, an extraneous thought for the free report came to mind while I was working on my bank reconciliation. I immediately recognized it as brilliant (my personal judgment) and momentarily let my mind wander to a catchy title. My brain was so ready to drop the banking statement in favor of this new hot idea. Normally, I would put the bank statement aside and jump at the chance to let my brain get fired up with all sorts of new ideas.
If I follow Allen’s GTD system. I capture the thought and record it. In my case, a spiral notebook which keeps me from sorting through an avalanche of loose papers.
Next, to clarify. Is this an action meaningful and worth pursuing? Well, I need to create a free report as part of my marketing strategy. This idea interests me so I’ll consider looking into this further.
In terms of organization, I’ll add it to my notebook category section marked “project ideas.” My first action step may be to do a quick Google keyword search and see what kind of information already exists on the topic. And, a next step could be to scan some of the entries and see if this is a worthwhile topic to pursue. These two steps should suffice to tell me if I should continue or send it to the trash bin.
Next, I’m ready to pursue this topic further. But, where am I going to find the time, given my other commitments? This is where, according to Allen, I have to reflect and prioritize this into my schedule and continue to monitor my progress.
Finally, I allocate my time to work on this project and begin a process of engaging in a series of action steps.
I’ve included a short 3-minute video of a David Allen excerpt, which highlights his system. There are other videos of his that you can find on YouTube where he details his approach to increasing productivity and critical thinking.
What is it that you do that makes you think you are productive?
Sources:
http://www.cnn.com/2016/03/10/health/zen-and-art-of-getting-things-done-wisdom-project/
https://en.wikipedia.org/wiki/David_Allen_(author)
http://gettingthingsdone.com/fivesteps/
Image: Pixabay 394145
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I love the GTD method. And your example is something that happens to me all the time as a writer. Just this morning, while working on another task, the idea for my next blog post appeared in my brain. I let it run a bit, wrote it down, and then came back later and decided it was worth writing about.
I think that we all want to believe that our brains are always filled with great ideas worth pursuing. When in fact there some not so great ideas in there. However, we have to give our brain credit for trying and tell it to send us better stuff next time.
I think that we all want to believe that our brains are always filled with great ideas worth pursuing. When in fact there some not so great ideas in there. However, we have to give our brain credit for trying and tell it to send us better stuff next time.
For me, the 1st part of the GTD sequence is the key: Capture: record the to do thoughts that are vying for attention. Sometimes it’s surprising how many different things are vying for my attention. If I can ID them, I can prioritize and act accordingly. It’s amazing how often thoughts in the back of my mind play interference with the subject at hand. Sometimes, it’s a good thing (I left the oven on) but often it’s something that can be put aside or dealt with quickly so that I can FOCUS on the job at hand.
Yes, a very good thing when your brain is reminding you that you left the oven on. Sometimes I miss the hint until I smell something burning. LOL.
I’ve read about Allen’s work before but have not been disciplined enough to fully apply it. I do a “brain dump” of all to-do’s which helps clear my brain but need to do the next action step to make it more meaningful – otherwise I just have a huge list! Shared this post with my career coaching clients.
Unfortunately, a lot of us have lots of lists. I was always amazed when I found one that I didn’t have a clue as why it was important when I wrote it down. Now, I make a point of dating the list and adding some key thought to job my memory. I’m honored that you are sharing this with your clients.
I have a couple of David Allen’s GTD products. I still apply his “do it, delegate it, defer it, drop it” rule.
Great news Rachel that you’re already a Dave Allen convert to success.
Love the GTD Method/. Now to slow down and apply!
You’ve hit on the key words Lisa, slow down and apply. This is where the success begins.
I am trying out being more organised and remembering to do the things I love doing more, rather than just remembering the housekeeping stuff of dates and times and when to get deadlines met. I sync my calendars for the housekeeping stuff from my phone and PC, and use my minds “secret garden” for meditation for remember the great things I love doing!
What a beautiful idea a “secret garden” within your mind.
This is really awesome Joyce thank you for sharing this awesome way to getting things done better 🙂 Definately will be utilizing it to help me 🙂
Great share!
It’s great to hear that the idea has resonated with you.
I love that you used an example as that is how I understand to implement. I love his distinction to have space. I always write/jot things down. I seldom say I need more time. I need to empty my mind so I can stay focused. Love the topics you bring to us. Stimulating, informative and useful.
Sounds like we have a deal going, Roz. You bring me beauty and I bring you topics.
Sounds like we have a deal going, Roz. You bring me beauty and I bring you topics.
I’ve heard of GTD a lot but never really looked into it. Your post has got me interested. Very helpful steps to control those impulsive thoughts that often take me after from my main goal of the day. Thanks for the very clear example too!
Great to hear that you’re interested in learning more about GTD. Allen has several videos on YouTube with lots of examples. I’ve noticed how much more I’m getting done by just committing to take the first step. Good luck on taming those impulsive thoughts.
Great Joyce and love the David Allen quote about procrastinators- that’s me I have been struggling with getting systems in place and doing that this weekend. Great video and good reminder the GDT list
It’s so easy to get overwhelmed by what we have to do. Allen’s method makes sense and it’s easy to do. You’ll find yourself working more efficiently and getting a lot more done. And, that’s a good thing according to Martha Stewart.
This book is on my list of must reads. Perhaps this is a hint that I should move it up the queue.
I feel most productive when I work through a plan.
Many people get overwhelmed by their plan. But, by following Allen’s guidelines it becomes a simple next step, next step process. So, in line with this thinking, what’s your next step to move it up the queue?
This is great information, Joyce! Like you, I am a person who constantly has wonderful ideas float through my consciousness and I’m learned (especially when it comes to songwriting) to write them down in a “lyric” journal or to note them in an audio on my phone, so I don’t lose them. As far as my style of writing, I have always been one to stream seemingly unrelated pieces of information and then somehow my “mind” finds a correlation between all the disparate pieces and I sit down to write. I am attempting to streamline and write these ideas down now before I sit down to write, Something new for me. Although I never thought of myself as a procrastinator, I see through his comments in the video that possible there is a hint of that involved. So many people stop themselves because the “HOW” is not clear and his idea of assigning a next action step, brings it into the present. I love hearing that “procrastinators are some of the most sensitive, creative and intelligent people”. Those are all wonderful traits, obviously as long as you can “harness” the creativity and intelligence and bring it into reality! Enjoyed this post. Food for thought.
I’ve been sorting through some old books and ran across a few on developing creativity. Came to realize creating creativity is not my problem (and obviously not yours). Will be donating these books and focusing on Allen’s next step process. I have a number of things to take off my procrastination list. Thanks for sharing yourself. I always feel better after reading your responses.
I can see where this method would be beneficial. Must try this so I can reduce my hours worked.
Give it a try, Christy. Anything that reduces the hours at work is worth trying.
Good stuff! I do a lot of time management and productivity work with women and can certain get behind what you’re saying. I do a couple of things to ensure productivity: (1) Make a prioritized to-do list. Absolutely vital. (2) Focus on the 3 most important things on the list. (3) Use my most productive time of the day for the work that will give me the best ROI. (4) Time-blocking for certain must-do things, such as business building. And…that’s all I can think of right now. 😉
Sounds like you’ve got it under control Jackie. For some, it takes a long time to learn they don’t have to keep hitting their head against the wall in order to get things done.
Scheduling posts and planning my calendar for the week makes me feel like I’ve been productive, Joyce. I do a lot every day, but we all know that doesn’t always turn into feeling things actually got done. When I know my calendar is set, I feel like I can do the rest of what needs to be taken care of. And that is so right on about making space, so you can concentrate. Too much physical and emotional clutter are a drag.
Meghan, that’s a good point about the physical clutter being a drag. I’ve been working on decluttering since late last year. Still have a way to go, but it’s worth it to free up physical space as well as mental space as well.
Loving your GTD plan of attack… more folks need to understand or be able to grasp how to get things done when they get too much on their plate.
As the old saying goes, Kristen, “you can lead a horse to water but you can’t make them drink.” Getting them to understand is one thing; getting them to do is another. What I like about Alllen’s process is that you only have to focus on one step at a time. Many times just getting past the first step is the hardest. But, once you’re into the process all the rest of the pieces fall into place.
I could really identify with this. I have always been a lover of lists (my family is always laughing about it) and when my mind chatter gets too noisy I stop whatever I’m doing to make a list, or several, to quiet the noise. That way I can return to what I was doing with renewed focus and the knowledge my ideas will not disappear. Later, I refine the lists, prioritizing and scheduling.
Looks like you’ve mastered the art of being able to tame all those thoughts, Tamuria. One more productive and efficient brain in the world. Congratulations!
I have read this book and it is a good one. Consistency is my goal! You are helping with this article and so much that you share with audience too. Thank you!
Thanks for the compliment, Teresa. This is a great group to share information with and support. I’ve learned so much and it keeps me on my toes to want to be able to create a meaningful post each week.
I use Evernote to keep all my ideas. My problem is that I don’t always schedule time to work on those ideas. I sometimes think am productive just because I am tired, but that is not a good measure of productivity and need to keep working on working smarter, not harder.
Ah, productivity measured by tiredness. I wonder how many of us have been there? Way too many is my guess. Evernote is good. Then what’s the first step you need to take to schedule time for those ideas? Sorry, can’t resist.T
I love David Allen’s theories. It’s something my husband and I have been using.
I do many things throughout the day. So, writing down the tasks that I don’t already have on my calendar, helps me realize what I did throughout the day. It also helps me realize what I need to stop doing and move to maybe once a week. It works for me. I also like reviewing what I need to do tomorrow before I leave work for the day also helps me. Thanks for sharing.
Thanks for sharing your positive experience using David Allen, Sabrina. Sometimes people think something is a good idea but question if it will work for them. Well, you and your husband are living proof that it does!
What a great method for optimizing those mental distractions, Joyce! I just love this. Just by recording the thought, I instantly feel better. It may indeed be brilliant when I take another look, but often, well, isn’t. LOL. Either way, it takes the stress out of zipping from one to another.
Thank You!
It’s amazing how these brilliant thoughts can be stressful. We can appreciate them for their brilliance, but do they always have to pop up out of nowhere and make us lose our train of thought?
This is a highly effective and popular method. Your bank statement example was quite helpful for implementation. Thank you for this.
Renee, glad you liked the bank statement example. I’ll do almost anything to get out of doing it.