Hi Tombo, something I recently heard from David that really helped me was something along the lines of if you don't have the GTD system basics down then no amount of fancy planning software is going to help it just adds to the confusion. It was so right, I have used a lot of programs and they are perfect platforms to add complication. I have gone back to fully paper (except my calendar) so I can get the basics right and then once I have things the way that works for me and it is second nature, then I will look at software (maybe!). I have slowed right down, trying to ignore the work urgency and make sure that I properly address each item and go through the steps. Today I put something on one of my lists and felt a great sense of relief, so I knew it was working because my mind did not have to think about it again. I have only been doing it a couple of weeks so I was happy that things are working out so quickly. A couple of things that worked for me (bearing in mind I am using a paper-based system), is when I put an item in the next action list for a project I leave 3 lines after it so if I have finished a project for the day, I can scrub out the last next action and then add in the new next action without having to put it at the bottom of the list. At the end of the day I put the next actions I would like to achieve the next day on an index card, to help me feel like I have a plan (I read that David used to do something like this initially). I posted on here about my confusion around the list of next actions for a project (I can break a lot of mine down at the start) and got some great advice and now put the next action breakdowns for a project in the project support resources and use the first next action as a marker of where to start. I also slashed my projects list and put a lot of client jobs on someday maybe, now my projects list is only the immediate jobs, this helped smash some overwhelm barries straight away as the jobs to start next month were making things look worse than they were. I got rid of any made-up due dates and only have the actual set in stone deadlines or none at all, this has stopped me wasting time constantly shifting the goalposts. Lastly, I took all my backlog and parked the physical items in a crate and the electronic items in a folder and added a project, next action, select one item from each and deal with it. I am actually now dealing with it faster than before and it is not cluttering up my workspace. Hope this helps and watch as many webinars and path to mastery videos as you can these help a lot.
Hi Tamara,My experience is that, as long as you have the behaviors down, the selection of tool is less critical.
I've been on GTD for a long time, but my tools have changed occasionally. The grass is always greener, I guess. But I always come back to the idea that, for me, simple is better. I use the tools already at my disposal: Outlook, OneNote, and (the one thing I actively sought out) TaskTask on my phone. Whenever I try to branch out to something more complicated, it falls apart.
For years, my spouse was on a quest for The Perfect GTD App, and it stopped him from implementing the necessary behaviors. We work together and our corporate email comes in through Outlook, so he finally just started using it "to get started" and, this time, it stuck.
Thanks so much for the helpful advice. I need to sit down and try to get the bAsics down I just can’t seem to sync it up to my life. It’s not a behavior I currently poses. I noticed the other day I had some down time and wasted most of it because I had no plan despite having a ton things to do.Hi Tombo, something I recently heard from David that really helped me was something along the lines of if you don't have the GTD system basics down then no amount of fancy planning software is going to help it just adds to the confusion. It was so right, I have used a lot of programs and they are perfect platforms to add complication. I have gone back to fully paper (except my calendar) so I can get the basics right and then once I have things the way that works for me and it is second nature, then I will look at software (maybe!). I have slowed right down, trying to ignore the work urgency and make sure that I properly address each item and go through the steps. Today I put something on one of my lists and felt a great sense of relief, so I knew it was working because my mind did not have to think about it again. I have only been doing it a couple of weeks so I was happy that things are working out so quickly. A couple of things that worked for me (bearing in mind I am using a paper-based system), is when I put an item in the next action list for a project I leave 3 lines after it so if I have finished a project for the day, I can scrub out the last next action and then add in the new next action without having to put it at the bottom of the list. At the end of the day I put the next actions I would like to achieve the next day on an index card, to help me feel like I have a plan (I read that David used to do something like this initially). I posted on here about my confusion around the list of next actions for a project (I can break a lot of mine down at the start) and got some great advice and now put the next action breakdowns for a project in the project support resources and use the first next action as a marker of where to start. I also slashed my projects list and put a lot of client jobs on someday maybe, now my projects list is only the immediate jobs, this helped smash some overwhelm barries straight away as the jobs to start next month were making things look worse than they were. I got rid of any made-up due dates and only have the actual set in stone deadlines or none at all, this has stopped me wasting time constantly shifting the goalposts. Lastly, I took all my backlog and parked the physical items in a crate and the electronic items in a folder and added a project, next action, select one item from each and deal with it. I am actually now dealing with it faster than before and it is not cluttering up my workspace. Hope this helps and watch as many webinars and path to mastery videos as you can these help a lot.
It’s not a behavior I currently poses. I noticed the other day I had some down time and wasted most of it because I had no plan despite having a ton things to do.
Hi Tamara,
I think you might have hit the nail on the head. maybe I do not have the behaviors down.
How does one adopt those behaviors? How were you and your spouse able to integrate gtd?
Thanks,
Tom
Thank you so much for your generous reply this was very helpful.David Allen suggests a full weekend blitz to start, which is great for completing your current set-up. After that, you need to work on the the habit-building part. This is what I suggested to my spouse (and what I recommend to people in my company that I coach on this):
Right now, set up two calendar appointments:
Every morning, when you get dressed: Put your capture tools in your pocket or bag. I use my phone because I always have that in my pocket. I also put a 5.5 x 8.5 notebook and nice pen in my bag for when I want to take longer notes, or in meetings. Set an alarm for about the time when you're finishing up getting dressed: "Do I have my [phone][notebook and pen][whatever}?"
- Weekly Review. Mark it recurring and Busy. If you can, schedule it right after another standing meeting or lunch, so you can flow right into it afterward. Make it rewarding with your beverage of choice, some music, a snack -- whatever will make you want to do it. Use the Guided Weekly Review webinar to take the guess-work out of what you're doing. I always schedule two time blocks -- a primary and a fall-back. If I don't make my Thursday review, my fall-back position is Saturday morning.
- In To Empty. Also recurring and Busy. Review your calendar, empty your inboxes (email, voicemail, paper, notebook) and clarify/organize into your tool of choice. If your workplace isn't conducive to being there but not available for the first 30 minutes, consider doing it at home before you go into work, or get to work a little early.
Throughout the day:
I hope there's something in there at helps you.
- Thinking, saying, or hearing the words "You/I should..." and "Will/Can you..." are triggers to write something down.
- In meetings or phone calls, pick up your capture tool first thing. Be listening for Actions with your pen in your hand. A meeting without a capture tool is a waste of time. When it seems to be wrapping up, ask yourself the critical question: "Do I know what I'm supposed to DO about this, how to deliver it, to whom, and by when?" If you don't know that, ask, and write it down..
- Write a brief reminder somewhere where you'll see it. A post-it on the frame of your monitor or capture notebook, or make a PC desktop wallpaper. I have a fine-tipped Sharpie that, in moments of desperation, I've used to write things like "GTD", "CCORE", or "CAPTURE!" on the inside of my wrist.
Thanks again for your support this is a very kind and supportive community!Tom - you are definitely not alone
However I believe that just by being here and asking the question you're definitely on the right track. That's a huge plus.
Taking on GTD behavioral and lifestyle changes is like starting to exercise or adopting a new diet or changing any other kind of habit. It will take time and effort. It's not a straight-line journey and there are no shortcuts. There will be ups, downs, headwinds, tailwinds, potholes, speed bumps and obstacles along the way. That's why there's also a lot of discussion about people "falling off the GTD wagon" - it happens.
When I first listened to the podcasts and audiobook I thought I "got" the principles and in theory it wouldn't be that difficult - or as DA says it's essentially "advanced common sense". However when I sat down and started "capturing" with a mindsweep it was kind of overwhelming having to face up to my current reality - knowing that I then had to "think through" (i.e. clarify) all this stuff. This kind of "thinking through" is certainly not a common way of operating in the modern day world - a lot of people (including myself) are often in "hurry hurry, do do, work harder work harder, react react" mode most of the time - so for me the whole "slow down to speed up" was a big conceptual breakthrough.
I'm speaking internally to myself here too but I think it's best to first take a deep breath and then just take it one step at a time. Even if you just do one small thing like "making your bed" it can give you a quick "win" to start the momentum. There's a great Youtube video and book by Admiral William H. McRaven on this concept:
The more I read on this forum and listen to the webinars and dig up other resources the more I realise that setting up my GTD system and aiming to (eventually) achieve the state of "stress-free productivity" (or "mind like water") is definitely not going to happen overnight - but even the small "wins" along the way are positive signs and the momentum tends to snowball. I've also been advised that it takes considerable time to pull all the parts together into your own system (and everyone is different in their needs and what tools/systems they choose to use and tweak over time). And even after you set up your system it can still take up to 6-8 weeks (i.e. 2 months) for your brain to even start to let go - i.e. until it starts to begin to "trust" your external brain system (so until that time don't be surprised if you've still got a lot of things on your mind). I'm by no means there yet either - but I am comforted knowing that it does and will take time so I don't have excessively high expectations of myself to have it all set up "yesterday" - that's just not going to happen.
I was also just listening to the webinar about "optimizing your GTD system" and participating on the call were GTD verterans and relative newbies alike - so it's not a one-time "set and forget" process - it requires constant iterative maintenance and management to stay in control to "surf above your world" rather than be "dumped under the waves". DA acknowledges that he's still a student like all other practitioners - in this way the path to GTD mastery is very much like a martial art - it's a journey, not a destination - and each step (small or big) means you are on the way.
I remember when I was living overseas and studying the language of the country that for a long time I couldn't understand the news on the radio or TV despite studying really hard and learning lots of vocabulary and grammar - until one day without realizing it I understood exactly what the announcer was saying on the broadcast (i.e. my understanding of the spoken word had reached "auto-pilot" or "cruise control"). I'm looking forward to a similar kind of experience with GTD as all the parts eventually come together - knowing all the while that there will be some moments of awkward internal stuggle along the way.
Hang in there!
That’s great to hear. Be gentle with yourself if you have setbacks day to day. It’s normal, and happens to everyone. “Slow down to speed up” is always good advice when things seem a bit out of control.Honestly, I got a horrible sleep last night none the less I found myself walking around noticing things that need to get done like the clog sink, clean the shower, so I started inputting then into my phone so far reminders on iOS has been the only thing that has worked for me but even that is getting ahead of myself. Awareness is the first step aware that things are overwhelming and out of control aware that when I notice something i need to capture it. Also,I’m aware that I need to review the inbox and that is something I need to work on. I also made my bed. I hope that I can generate enough steam to power through the next two weeks as I will try out some of Tamara’s ideas.
Thanks again
Tombo
David Allen suggests a full weekend blitz to start, which is great for completing your current set-up. After that, you need to work on the the habit-building part. This is what I suggested to my spouse (and what I recommend to people in my company that I coach on this):
Right now, set up two calendar appointments:
Every morning, when you get dressed: Put your capture tools in your pocket or bag. I use my phone because I always have that in my pocket. I also put a 5.5 x 8.5 notebook and nice pen in my bag for when I want to take longer notes, or in meetings. Set an alarm for about the time when you're finishing up getting dressed: "Do I have my [phone][notebook and pen][whatever}?"
- Weekly Review. Mark it recurring and Busy. If you can, schedule it right after another standing meeting or lunch, so you can flow right into it afterward. Make it rewarding with your beverage of choice, some music, a snack -- whatever will make you want to do it. Use the Guided Weekly Review webinar to take the guess-work out of what you're doing. I always schedule two time blocks -- a primary and a fall-back. If I don't make my Thursday review, my fall-back position is Saturday morning.
- In To Empty. Also recurring and Busy. Review your calendar, empty your inboxes (email, voicemail, paper, notebook) and clarify/organize into your tool of choice. If your workplace isn't conducive to being there but not available for the first 30 minutes, consider doing it at home before you go into work, or get to work a little early.
Throughout the day:
I hope there's something in there at helps you.
- Thinking, saying, or hearing the words "You/I should..." and "Will/Can you..." are triggers to write something down.
- In meetings or phone calls, pick up your capture tool first thing. Be listening for Actions with your pen in your hand. A meeting without a capture tool is a waste of time. When it seems to be wrapping up, ask yourself the critical question: "Do I know what I'm supposed to DO about this, how to deliver it, to whom, and by when?" If you don't know that, ask, and write it down..
- Write a brief reminder somewhere where you'll see it. A post-it on the frame of your monitor or capture notebook, or make a PC desktop wallpaper. I have a fine-tipped Sharpie that, in moments of desperation, I've used to write things like "GTD", "CCORE", or "CAPTURE!" on the inside of my wrist.