Action support folders...my version...
jtabbi said:
Peter - could you clarify exactly how you implement your next action support folder(s)? Do you have one, or seperate ones for each context? James
Thanks for your question! The problem of action (and project) support folders was one of the more subtle aspects of GTD that I had to get my head around, and experiment with several solutions.
Here's what I currently have in terms of "gear":
- I carry a set of David Allen-issue plastic folders (they're available on the online store), including folders for: Inbox, Action Support (more about this shortly), To Home, To Office, Read and Review (very handy), plus a series of plastic pouches, appropriately labeled, that hold material specific to a single project in each folder.
- All of these folders are tucked into a small accordion file that lives inside my laptop bag, and goes most places with me on a daily basis. It's a bit heavy, but the ability to be productive anywhere is definitely worth it.
- I have a small 5x7 bound journal that I use to take notes in meetings, brainstorm ideas, etc.
Important: if I jot down something in the journal that represents a Next Action, including something for me or something I've delegated, I draw a square checkbox in the margin beside the entry. During my Weekly Review, I'm prompted by my Outlook-based Weekly Review category (a collection of recurring tasks that forms a checklist for me) to review this notebook and to capture all Next Actions out of it. I do this almost daily, and treat it like another inbox. As each next action is captured, I mark through the box I drew with a "C", for Captured. Very handy.
- I have a small collection of "field support" materials in my accordion file as well - a couple of blank CDs (nice for burning a CD to listen to in the car), some envelopes and stamps for quick mailings, and a laminated copy of the Advanced Workflow diagram (downloadable for free from the online store) to remind me of the GTD process when I need to refresh.
Here's what I do:
- every incoming scrap of paper goes into the mobile Inbox folder for processing. No exceptions.
- Once processed, a single piece of paper or a small collection of papers, or a coupon, CD, or other piece of "action support" material goes into the Action Support folder, with a corresponding Next Action in my system, ending with [CS] to remind me that the location of the material is my Current Support file. Tagging Next Actions with the location of the relevant physical material is often handy if it can be in more than one place.
- To Home and To Office are used to put processed material that needs to get filed in its place, though I do sometimes put an actionable item in there, so these files are actually dumped into my Home and Office physical inboxes for final processing / filing. Maybe a bit redundant, but it prevents missing a Next Action that I'm responsible to myself or others for - which is worth it!
- Each project, such as "Prepare Fiscal 2007 Operating Plan" gets one of the plastic folders, with a label stuck on the outside of the folder. Later, when this project is complete, the contents of the plastic file end up in a cardboard file folder, and I just peel the label off the plastic folder and use it as the permanent file label on the paper file - coundn't be easier.
- For the day's meetings, I will pull additional support files out of my Home or Office A-Z filing system and stick them in my accordion file, then drop them back into the files when I'm done with them. This helps me be prepared and informed for meetings.
- Whenever I'm waiting for someone, or in a dentist or doctors' office, or at the airport, out comes my own "Read and Review" file.
Aside from the physical weight of carrying this stuff around, it's a great solution. Everything is always at hand, and there's no "overkill" on creating files for single pieces of paper that have a short "life span" (though I am perfectly willing to create and label a file for a single piece of paper if it's long-term reference material.
To recap, the best trick out of all of this in my opinion is the "Action Support" file. Try it for a week yourself and see, if you don't have one already.
Hopefully this addresses Stodge's post as well.
Regards,
Peter