An appropriate pop GTD tool quiz ?

Sometime clarifying or <<do the further thinking>> as Meg Edward says, needs a bird eye and evaluating options or steps. I would use a single sheet of paper. Then i may use every way to make it clear such as mindmaps. The more i work with gtd the more i prefer paper. Mind maping software are great but i prefer doing them on paper !
 
FocusGuy said:
Sometime clarifying or <<do the further thinking>> as Meg Edward says, needs a bird eye and evaluating options or steps. I would use a single sheet of paper. Then i may use every way to make it clear such as mindmaps. The more i work with gtd the more i prefer paper. Mind maping software are great but i prefer doing them on paper !
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@FocusGuy

Nice . . . an unexpected invaluable GTD perspective . . . very powerful

Yes, on this end, "birds eye view" means space in GTD's capacity to capture and expand reality . . . the more GTD the more expansion with GTD tin place to keep the crazy maker in check ?

Hopefully other GTDer's will share such brilliance . . . even if they might think it be less so

Thank you very much
 
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In the case of 'further thinking needed', I would make that a next action. Claryfing should not take too long in my opinion, it's very easy to get caught up "working out of the inbox"...

Our next action lists are full of things we are already committed to, so I believe that the items we have captured need to be organized as quickly as possible so that we can make a qualified desicion on what needs to be worked on, e.g what gives the highest pay-off. This is not necessarily the item that needs further thinking...
 
gtdstudente said:
What could be a critical GTD tool between Capturing and Organizing ?
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Between Capturing and Organizing, the most critical tool for me is a standardized Clarifying process. It involves consistently answering two fundamental questions: ‘What is it?’ and ‘Is it actionable?’ As GTDers that’s where a decision tree guides us through the six possible outcomes, ensuring every item is processed correctly.

I found that relying solely on cognitive processing for this workflow, even on good days, led to inconsistencies—what Lean would call defects. It’s like trying to maintain a constant speed while driving; eventually, my mind wanders. That’s where cruise control excels, maintaining speed more effectively than manual input.

Recognizing this, I developed an interface (using coding skills) that acts as a ‘cruise control’ for my GTD process. It ensures that the clarifying to organizing flow is standardized across my ecosystem (Outlook PC desktop client, Todoist, and OneNote), reducing errors and allowing me to execute the fundamentals of GTD with near-zero defects.
 
TesTeq said:
@gtdstudente Brain.
Capture tool = inbox, notepad, voice recorder, mobile phone (to-do app inbox, notes, voice recorder, camera).
Clarify tool = brain.
Organize tool = list manager, calendar, file folders (both physical and electronic), trashcan.
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@TesTeq

Your post is most appreciated in that the Inbox can now be all the better GTD understood as a Pre-Clarifying / 'Pre-Brain' / Pre-Organizing [trash favorite included] tool to facilitate the brain at a higher capacity than the brain would be otherwise

Like the other prior post above herein expressed by @FocusGuy, @René Lie, @Y_Lherieau thank you very much for your appreciated GTD brilliance

Thank you very much sir
 
Y_Lherieau said:
Between Capturing and Organizing, the most critical tool for me is a standardized Clarifying process. It involves consistently answering two fundamental questions: ‘What is it?’ and ‘Is it actionable?’ As GTDers that’s where a decision tree guides us through the six possible outcomes, ensuring every item is processed correctly.

I found that relying solely on cognitive processing for this workflow, even on good days, led to inconsistencies—what Lean would call defects. It’s like trying to maintain a constant speed while driving; eventually, my mind wanders. That’s where cruise control excels, maintaining speed more effectively than manual input.

Recognizing this, I developed an interface (using coding skills) that acts as a ‘cruise control’ for my GTD process. It ensures that the clarifying to organizing flow is standardized across my ecosystem (Outlook PC desktop client, Todoist, and OneNote), reducing errors and allowing me to execute the fundamentals of GTD with near-zero defects.
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@Y_Lherieau

". . . That’s where cruise control excels, maintaining speed more effectively than manual input . . . It ensures that the clarifying to organizing flow is standardized across my ecosystem (Outlook PC desktop client, Todoist, and OneNote), reducing errors and allowing me to execute the fundamentals of GTD with near-zero defects."

With all due respect; really ?

Thank you very much sir
 
gtdstudente said:
@Y_Lherieau

". . . That’s where cruise control excels, maintaining speed more effectively than manual input . . . It ensures that the clarifying to organizing flow is standardized across my ecosystem (Outlook PC desktop client, Todoist, and OneNote), reducing errors and allowing me to execute the fundamentals of GTD with near-zero defects."

With all due respect; really ?

Thank you very much sir
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Yes, really! Let me explain further. The analogy to cruise control is about automating repetitive and critical processes that typically require consistent, manual attention. In the GTD methodology, the transition from capturing to organizing can often be error-prone, especially when it relies solely on human cognition.

Science shows that when humans perform repetitive tasks over time, their cognitive performance declines. This phenomenon, often referred to as decision fatigue, occurs because our mental resources get depleted as we make more decisions throughout the day. Studies have shown that the likelihood of errors increases, and the quality of decision-making decreases, the longer a person engages in a repetitive or mentally taxing task. We can argue that clarifying to organizing is not “taxing” the brain but in my case I believe it can.

This is why even experts can make mistakes when the process is manual and prolonged. I recommend to do a test, record oneself with an inbox of say 50 items to be clarified and check if it executed according to the book. There bound to be reworks here and then. Those reworks take the form of items not being properly clarified because I think I am clever at that moment and tend to shortcut the flow. How many times have I pressed the button delete because I didn’t ask ‘What is it’, is this actionable? And I really mean pausing to ask myself those questions. Often it’s very easy for me to declare that an item is actionable because it gives me security that I won’t be losing a potential golden nuggets. Hence having a systematic approach that forces the moment to pause at decision moment is very critical.

Eventually all of that becomes a number game with funnel dynamics in movement. Hence I believe Pareto probably applies too, 20% of original unclarified items will drive 80% of the desired outcomes. This is why in my case if I let that clarify to organizing flow only driven without the support of a standard digital gate keeper, it may derail eventually at the bottom of the funnel.

Moreover, cognitive drift is another factor; when performing routine tasks, the mind can easily wander, leading to missed steps or incorrect actions. It’s like trying to maintain a constant speed while driving: eventually, your focus shifts, and the speed fluctuates, no matter how attentive you try to be. That’s where cruise control excels—by automating this process, it ensures consistency without requiring continuous manual input.
 
Y_Lherieau said:
Yes, really! Let me explain further. The analogy to cruise control is about automating repetitive and critical processes that typically require consistent, manual attention. In the GTD methodology, the transition from capturing to organizing can often be error-prone, especially when it relies solely on human cognition.

Science shows that when humans perform repetitive tasks over time, their cognitive performance declines. This phenomenon, often referred to as decision fatigue, occurs because our mental resources get depleted as we make more decisions throughout the day. Studies have shown that the likelihood of errors increases, and the quality of decision-making decreases, the longer a person engages in a repetitive or mentally taxing task. We can argue that clarifying to organizing is not “taxing” the brain but in my case I believe it can.

This is why even experts can make mistakes when the process is manual and prolonged. I recommend to do a test, record oneself with an inbox of say 50 items to be clarified and check if it executed according to the book. There bound to be reworks here and then. Those reworks take the form of items not being properly clarified because I think I am clever at that moment and tend to shortcut the flow. How many times have I pressed the button delete because I didn’t ask ‘What is it’, is this actionable? And I really mean pausing to ask myself those questions. Often it’s very easy for me to declare that an item is actionable because it gives me security that I won’t be losing a potential golden nuggets. Hence having a systematic approach that forces the moment to pause at decision moment is very critical.

Eventually all of that becomes a number game with funnel dynamics in movement. Hence I believe Pareto probably applies too, 20% of original unclarified items will drive 80% of the desired outcomes. This is why in my case if I let that clarify to organizing flow only driven without the support of a standard digital gate keeper, it may derail eventually at the bottom of the funnel.

Moreover, cognitive drift is another factor; when performing routine tasks, the mind can easily wander, leading to missed steps or incorrect actions. It’s like trying to maintain a constant speed while driving: eventually, your focus shifts, and the speed fluctuates, no matter how attentive you try to be. That’s where cruise control excels—by automating this process, it ensures consistency without requiring continuous manual input.
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@Y_Lherieau

Thank you for your reply and concur that all is sufficiently consistent with "laws of diminishing returns" and experience and the solution to 'taxing fatigue' could/would be most reasonably helpful:

"by automating this process, it ensures consistency without requiring continuous manual input."

Thus, the question remains; how can/does a GTDer

As in paraphrasing: how does one 'automate processing from the Inbox to Organize while being assured of consistency without requiring continuous manual input' ?

Thank you very much
 
I personally use Evernote because it allows me to quickly jot down ideas and tasks as they come to mind, and then I can organize them later when I have more time. Plus, it syncs across all my devices, so I can capture a thought on my phone and then organize it on my laptop later.
 
gtdstudente said:
@Y_Lherieau[/UThank you for your reply and concur that all is sufficiently consistent with "laws of diminishing returns" and experience and the solution to 'taxing fatigue' could/would be most reasonably helpful:

"by automating this process, it ensures consistency without requiring continuous manual input."

Thus, the question remains; [I]how [/I]can/does a [B]GTD[/B]er

As in paraphrasing: how does one '[I]automate[/I] processing from the [B]Inbox[/B] to [B]Organize[/B] while being assured of consistency [I]without requiring[/I] continuous manual input' ?

Thank you very much
[/QUOTE]

The automation of the GTD flow from Inbox to Organizing, ensuring consistency and reducing manual input, was developed using principles from Lean/6 Sigma. It began with an As-Is state analysis—essentially an audit of my existing workflow. Much like auditing a production or supply chain process, this initial step involved mapping out the entire clarifying-to-organizing sequence in detail, to capture all current steps I execute without bias.

Recording myself processing around 50 items provided a valuable, unbiased view of my actual steps. This recording served as a basis for Value Stream Mapping (VSM), a visual representation of every step from clarifying to organizing. Using tools like whiteboards or software such as PowerPoint or Visio, I mapped out the process from start to finish. Prior to VSM, I also performed a SIPOC analysis (Supplier, Input, Process, Output, Customer), which helped establish a high-level overview:

• Supplier: Includes both myself and others who place demands on my time or tasks in my workflow.

• Input: All unclarified items from myself or others.

• Process: The sequence of steps I take to clarify and organize.

• Output: Achieving clarity through the organizing step.

• Customer: Ultimately, myself, with a focus on producing actionable steps toward my desired outcomes.

Once I completed SIPOC and VSM, I reviewed the diagram to identify error-prone areas, marking them with red circles to denote areas with potential defects. In Lean methodology, these errors can align with the 7 types of waste:

1. Overproduction: Spending time on items that don’t lead to actionable steps.

2. Waiting: Delays when items pile up without a clear process to address them.

3. Transport: Shifting tasks between platforms without a streamlined flow.

4. Extra Processing: Unnecessary steps in clarifying or organizing.

5. Inventory: Accumulation of unprocessed items that create backlog.

6. Motion: Repetitive actions that could be automated or reduced.

7. Defects: Errors from cognitive drift or inconsistent execution.

Purist will argue that there’s an 8th one - Lack of skills and competences.

With these insights, I then moved to design a Future State Map. This new diagram represented an optimized process, with steps standardized and areas of error reduced through automation—what we refer to in 6 Sigma as reducing process variation.

In practical terms, I developed an interface through programming that acts as a ‘digital gatekeeper,’ automating repetitive steps in my GTD process. Here’s how it works:

1. System-Prompted Clarification: Each item landing in my ‘IN’ folder is automatically prompted with GTD’s clarifying questions—‘What is it?’ and ‘Is it actionable?’ This prevents me from skipping these essential questions or making assumptions.

2. Decision Tree Automation: Based on my responses, the system follows a decision tree that directs the item accordingly. If actionable, it routes to specific categories in my GTD setup, such as Todoist for next actions or OneNote for reference. This ensures items don’t get miscategorized or overlooked. For illustration, here I have developed a 2’ timer floating window for when it branches into “can do in less than 2’”.

Error Reduction through Standardization: Embedding these steps into the digital flow removes the mental load of constantly asking these questions. The system pauses for me at each decision point, helping prevent errors due to cognitive drift or fatigue.

There are additional tools within Lean methodology that can enhance GTD for both ‘As-Is’ analysis and ‘Future State’ designing. For example, measuring Takt Time helps align the pace of processing tasks with the demand for outcomes, ensuring that workflow is efficient and balanced. A ‘LEANed’ process should ideally result in shorter cycle times from start to finish with fewer errors.

Likewise, applying the “5 Why(s) questionning, and/or “Fishbone” techniques enables deeper root-cause analysis of recurring issues, uncovering underlying reasons behind inefficiencies or errors in the flow and providing actionable insights for improvement.
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@Y_Lherieau

Very good . . . very much look forward to going through the parameters you have the accomplished the the above with using: Outlook PC desktop client, Todoist for Next Actions, and OneNote for Reference

Very clever in reducing the "administrative cost" low enough to be able to 'GTD-ify' actions that take "Less than Two Minutes" very good

While on this end, currently limited digitally to the gmail suite, undoubtedly many other GTDers will be able to duplicate your 'GTD application' and we will all be eager to hear of its replication

All seems very GTD thorough . . . congratulations . . . very good GTD job !

Thank you very much
 
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