Fellow GTDers,
Always a little perplexed in the following:
How do GTDers differentiate between Support Materials and Reference Materials?
Is 'everything' that is not in use might need/will need Reference and 'becomes' Support when in use?
Thank you very much
Your question touches on a critical distinction in the GTD methodology that often puzzles many: differentiating between Support Materials and Reference Materials. This distinction is crucial for keeping your workflow streamlined and your system efficient.
In my ecosystem, I use OneNote to manage both Project Support Material and Reference Material, with a clear demarcation to maintain organization and efficiency. All material for project support resides in a OneNote binder named "GTD," within a group section called "Horizon 1." Each section in this group mirrors my Project List in Todoist, ensuring a seamless integration between the two. For every project created in OneNote, I utilize a template page to serve as an index with hyperlinks. This setup allows me to swiftly retrieve each required support project material stored as pages under the template page, neatly indented. For instance, for a project like 'File Income Tax 2023,' the front page contains links to emails, PDFs, and all elements I consider important to keep as support material, ensuring completeness.
Upon a project's completion, I follow a two-step process: 1) the project is archived in Todoist to maintain a clean workspace, and 2) its corresponding support material in OneNote is moved into a "Completed Project Year XX" group section. This system not only keeps my current projects organized and accessible but also systematically archives completed work for future reference.
For Reference Material, I maintain two OneNote binders: "General Reference" and "Technical Reference," organized using the A-Z filing methodology. This approach allows me to categorize and retrieve information efficiently. For example, banking materials (contracts, credit cards Terms & Conditions, etc.) are placed in the "B" group section under "B-Bank - name of the bank," with each PDF landing as pages titled clearly for quick retrieval through OneNote's search function.
In conclusion, the distinction in my system is clear: if it's merely reference material, it finds its place in the A-Z organized binders. If it's project support material, it's structured within the GTD binder under "Horizon 1," reflecting my Project List in Todoist. This method ensures that every piece of information, whether for immediate use or future reference, is exactly where I need it to be, streamlining my GTD process.
I hope sharing my setup provides a practical example of how to differentiate and manage Support Materials and Reference Materials effectively within the GTD framework. Embracing such a system can significantly enhance your productivity and ensure a well-organized, clutter-free workflow.