My GTD implementation (long, long post)
Mardo,
I'll do my best to explain my implementation, especially focusing on the docketing, timekeeping, and recordkeeping issues you brought up.
First, the equipment, tools, and setup.
I have a Sony Clie running Palm OS 4.1. I use DA's plain vanilla approach with some slight modifications. I use DateBk5 because I just can't shake my need for a week view; that's all I use it for. I use AddressPlus simply because it was the first app I bought, and after 9 months of seeing the screen, I'm used to it. I no longer use categories with my contact list, though - everything's in one list. I use Cryptopad because I keep some sensitive info on my PDA and I just don't quite trust Palm's security.
At work, I use Outlook 2002; on my home computer, the Palm Desktop. I sync the PDA to both, using PocketMirror at work and the Palm conduits at home. PocketMirror lets me keep truly private information off of my computer at work. I have implemented most, but not all, of the strategies discussed the the GTD Outlook White Paper, not the add-in.
At work, I have an inbox and a filing box. My inbox gets processed continuously throughout the day, and rarely has something in it. My filing box only gets the things that I'm done with; they go to our central filing repository. I have a corner of my desk, soon to be a box or tray, for things that I give to my assistant: documents to copy, documents to send, documents to edit, etc.
I also have three Read/Review files at work: Actionable Read/Review for things I need to read that I know will require action on my part; FYI Read/Review for journals, articles, new cases that someone thought I should know about; and Junk/Shopping for the catalogs I get and for my favorite rags, Washington Law & Politics and the ABA Journal.
I have bookshelves, which hold my books and my current project files. And I have a lateral cabinet, which holds my reference material. I don't have, but desperately need, my own printer.
In my PDA and in Outlook, I have the following categories for tasks or to dos:
@Anywhere
@Calls
@Email
@Errands
@Home
@Internet
@Waiting For
@Work
Projects-Pers.
Projects-Prof.
Someday/Maybe
I have an email category because I can, with my PDA and my phone, email from almost anywhere. I do like to keep them separate from the anywhere category, though. The rest are as DA describes in the book or in the Tips & Tools on setting up a Palm.
My memo categories are:
.Lists
Focus: 20k & up
Jokes
Notes
Passwords
Personal
Quotes/Inspir's
Reference
Work
Travel
Wine/Food
"Lists" gets a period at the beginning to put it at the top. Most of my lists in this category are inspired by those found on this site. Focus is where I plan to keep my 20k-50k information, once I take some time to really develop it. Notes is my miscellaneous. Right now in there is a tip from my mother on the latest herbal cold remedy, instructions for receiving faxes on my cell phone that I don't know where to file but I know I need to keep, etc. Work is all of my work information: holiday schedule, a list of all client codes that I bill to, our firm's calling-card information, etc. Reference has articles or information that I want to keep handier than in a reference folder at home. The rest, I hope, are self-explanatory.
I have traveling folders that stay in my briefcase:
IN
@Calls
@Errands
Read/Review
Return to Work
Return to Home
I use these pretty much as DA does. I empty them constantly, though. If I put something in my R/R folder, took it home, but didn't read it, when I get to work the next day, it comes out and goes into the appropriate R/R folder at work.
Now, here's how this all works for me.
I'm a litigator, so my work is case driven. I'm also an associate, so I work on several cases, assisting several partners. I visualize and record most cases that I'm on as a 20k area of responsibility, rather than a project. My projects are the components of each case that I'm responsible, such as drafting or responding to certain discovery, drafting motions, taking depositions, interviewing witnesses or experts, and other activities on that level. I say most cases are a 20k area of responsibility: sometimes someone will ask me to do a truly discrete project for a case, so the case isn't really an area of responsibility for me.
Each project gets a file. It could be a file folder, or it could be a 2-5 inch redwell or bucket, depending on what you call them. I'm not shy about having lots of them on my shelves. For example, today I drafted three types of discovery for one case, all to the same party. Each got its own folder. Inside the folder are all of the reference materials I need for the project. Reference materials might include a copy of the complaint in the case, a copy of a letter someone wrote, my notes from a meeting, etc. If the project requires anything other than a couple of actions, I plan the project, even on a rudimentary level.
When projects are completed, I purge the file. Copies of documents get tossed because the originals are in central filing. My notes, if they are completely processed, go to central filing. If the project creates a hard deadline or a waiting-for next action, I record it. I do my best to keep only current projects on my shelves, and I do my best to keep the materials for only one project on my desk at any one time. Fewer disctrations = mind like water.
I duplicate my firm's calendaring and docketing on my own calendar. My firm keeps a central calendar system; I take the time to monitor and double-check deadlines from it and put them on my own calendar.
For timekeeping, I do it the old-fashioned way. I have a piece of paper at my desk or with me if I'm out, and I write down my time and work description as I go. I enter my time at the end of the day, or at the start of the next day. Trying to modify various journal applications or other ways was far too complicated.
Email has been tough for me. After trying several methods, I've come up with a relatively simple use of Outlook for it. I keep one Inbox, and within it are folders for each case I'm on. (I also have folders for firm admin and personal.) I fully use the two-minute rule. I found that I can, in two minutes, sometimes read, digest, and respond to some fairly complex emails. For those that I can't, I still process them. Rather than keep read/review, action, and waiting-for email folders, I've put them into other places. Read/review emails get printed out and put into a R/R folder. If they are case related, they get dragged to the appropriate case folder. If not, they're deleted. For emails that require action, I drag them to the Tasks icon, which opens up a new task with the entire email as the associated note. I formulate the next action, file the task, and then file the email in the case folder. I bcc myself on all outgoing emails; most become waiting-for tasks once they pop into my inbox. It's not as complex as it sounds, and I've found that it works.
How does this keep me calm and make me more effective? Right now I can tell you all of the projects I'm currently working on. I can also tell you what all of my next actions are. I know where my cases are, where they are going, and what needs to be done, simply by looking at my PDA, my Outlook screens. I can tell you every person that I'm waiting on, and what they owe me. When I'm at my desk, working on a project, I'm comfortable knowing that everything else is patiently waiting for me, with an appropriate reminder in a place that will give me the right reminder.
Today I had a relatively quiet block of time at my desk. I pulled up my @Calls list and started dialing. I made an appointment to have my car repaired, contacted 4 possible experts in one case, contacted 2 possible experts in another case, and talked with a client about a suit they want to file. Took less than an hour. It was so invigorating to have accomplished so much in so little time.
My system isn't perfect. I'm one of those people who does a monthly weekly review. But I do a mini-review every couple of days when I have time. I go through all of my next-action lists to mark things off or move things around (an email goes to a waiting-for; a waiting-for goes to a call). I look through my projects and think about each one. I glance through my someday/maybes to see if I can make any a project. I do it to the level that I need to in order to feel comfortable that everything is accounted for.
I hope that helps, at least a little. And if it didn't, ask.
BrianK
