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Productivity Made Simple: The 7 Main Elements of GTD

Productivity Made Simple: The 7 Main Elements of GTD

    Just like the five elements (Fire, Earth, Metal, Water and Wood), GTD has its own elements. Only there are seven instead of five…and not nearly as epic.

    In the previous parts of this series we were talking about things like how to select what to do next, and how to compile your projects list (and your next tasks list). Today it’s time to get deeper into this topic, and explain the main elements a little more in detail.

    Not to keep you hanging any longer…let me tell you what the seven main elements of GTD are:

    • Projects List
    • Next Tasks List
    • Future/maybe List
    • Calendar
    • “Waiting for” List
    • Resource Files
    • The Intangible One (wait for it…)

    Being familiar with these elements, knowing how to use them, and understanding their purpose is key to implementing GTD successfully.

    I know that it sounds like a lot of work, and that some of the elements are not clear at this point, but I assure you, it’s much easier than it seems.

    Let’s take it from the top, and talk about the first element on the list:

    Projects List

    We briefly talked about this one in the previous post — Selecting What to Do Next with GTD. Feel free to check it out if you haven’t already. The post also explains the meaning of projects as defined in GTD.

    In essence, your Projects List is where all of your current projects are listed.

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    Each project has its own section in the Projects List. Each section is a somewhat complete collection of various things regarding a project.

    Such a project section usually contains things like:

    • A short description of the project. This is helpful when you want to come back to a given project after a while of inactivity, and you can’t remember what the project was about exactly.
    • A list of tasks that need to be done to complete the project.
    • References to other materials that might come handy when working on the project.

    The first element is pretty self explanatory. The second one has been explained in the previous post. So we’re left with the last one – references to other materials. The truth is that whenever you’re working on something, you need a set of different things for reference (or other information that will help you to get the project done).

    Let’s use the simplest of examples just to explain this briefly – our car fixing example. Some references to other materials might include: listing of all professional garages in your area, phone numbers, important paperwork for the car.

    Of course, every project has different characteristics, so there’s no universal template for those references, but I’m sure you get the idea.

    Next Tasks List

    Like I was saying in the previous post, this is where you spend most of your time when working with GTD.

    Essentially, Next Tasks List contains only one task from each of your projects. Not more, just one single task.

    Again, the previous post (Selecting What to Do Next with GTD) explains the purpose and the construction of the Next Tasks List in detail.

    Future/Maybe List

    This is a new element. We haven’t talked about it yet.

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    The purpose of this list is very simple in nature. It contains everything that you know you won’t be able to take action on right now ( Future), or things that you’re not yet sure if you’re going to take action on them ever (Maybe).

    The purpose of this list is to give you a place to store all your ideas, possible projects, things that simply seem interesting, things you don’t want to forget about, etc.

    The construction of the list is not defined exactly, so anything you want can find its place there. In particular, things like:

    • Short descriptions of new projects.
    • Single tasks you’re thinking about doing.
    • Random, yet actionable thoughts on anything.
    • Things (requests, projects, tasks) other people have sent you.
    • Summaries of interesting articles/posts you might want to take action on in the future.

    Virtually, everything that’s worthy of keeping for possible future actions finds its place in the Future/Maybe List. There are no other rules more important than this one.

    Calendar

    A calendar seems like a pretty obvious thing. But it’s not. Many people fall into a trap of putting everything in a calendar. It’s a habit. And it’s a bad one.

    The biggest problem with a calendar is that we often use it to list some things we think we’re going to be able to do on a given day. So we end up with tens of tasks, one on top of the other, each not done on the desired day. This also makes it really easy to overlook some tasks that absolutely need to be done on a given day.

    Your calendar is sacred. The real purpose of a GTD calendar is to let you know that if you put something in it, it means that this specific thing can only be done on the exact date you’ve picked…or NEVER.

    I’m serious. It really is your only chance of doing the thing. After you miss it, it’s lost for eternity.

    What’s the purpose of all this? It’s simple. It’s for so that all of the truly time-sensitive tasks don’t get overlooked.

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    Let’s say you’ve got a doctor’s appointment. Such appointments are always set to a specific date and hour. If you miss it, well, you missed it, and you have to make another appointment. You can’t just show up the next day and say “Sorry, I’m late.” This won’t work.

    The doctor’s example is actually perfect for explaining the purpose of a GTD calendar. It really is a sacred place. If something gets put into the calendar there’s no way of rescheduling it, or postponing it. It’s like it’s been written in stone.

    What’s the main benefit? You’ll be amazed how little things you’ll have in your calendar once you implement this.

    “Waiting for” List

    This is a new element too. Quite simply, this list contains all the things you are waiting for.

    “Things you are waiting for” is a vague explanation so let me give you some examples:

    • Emails you’re waiting for other people to send you.
    • A call your real estate agent was supposed to make to you.
    • The price of Mexican Peso to go down so you can buy some currency for your vacation.
    • Your car to be fixed so you can pick it up.
    • Your post to be published on Lifehack.org.

    This list is a place for all things that are somewhat independent of your actions, yet you are still waiting for them to happen.

    What’s the purpose? Simply not to forget about the fact that someone was supposed to do something for you, and they’re late. It’s so you don’t wake up one day and say, “Wait a minute, my article was supposed to be published like 2 months ago!

    Resource Files

    Resource Files contain every piece of information you might need to get on with your projects, work, and…essentially…life. ”Resource Files” isn’t the best name in the world, so let’s show some examples:

    • Articles that might come handy.
    • Blog posts you’ve read (or written).
    • Your directory of tabs and notes (if you’re a guitarist, for example).
    • Your notebook of contacts.
    • Your list of the best restaurants in the city.
    • Certain books you want to review.
    • Every piece of important information that’s stored on your computer’s hard drive.
    • Pictures from your last holiday.
    • and so on…

    I guess that the only rule is to store everything that isn’t actionable in any way, but you want to keep it nevertheless.

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    As you’d imagine, this is probably the biggest element in volume of them all. Nothing else comes even close to your Resource File. Thankfully, these days we’re doing most of our stuff on a computer, so we don’t have to play around with tons of paper.

    The Intangible Element

    This is the final and most important element of them all. It’s the intangible one: Trust.

    If you don’t have trust for GTD then nothing else can make the system work for you. If you want GTD to help you make your life and work more organized you have to trust that GTD can indeed do that for you.

    Trust is not that important for other, simpler methodologies. But GTD is different. It is somewhat complex. It hasn’t been invented overnight. It’s a result of years of work and experience of its author – David Allen. It is not accidental. And that is why it works.

    But to make it work you have to trust it, or – as some like to call it – suspend your disbelief while you learn GTD. It will pay off soon.

    There have been three parts of the Productivity Made Simple series already. At this point, do you trust that it can change the way you work? Share your thoughts in the comments.

    (Photo credit: Tutorial or Advice Concept via Shutterstock)

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    Karol Krol

    Blogger, published author, and founder of a site that's all about delivering online business advice

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    Last Updated on January 13, 2020

    50 Motivational Quotes for Work to Inspire Success

    50 Motivational Quotes for Work to Inspire Success

    Let’s face it – no matter how excited you are about a new project or priority in your life, there will always be days when your motivation lags. Days when – despite all the progress you’ve made in the past – it just sounds easier to sit on the couch playing video games than to buckle down and crank out the work needed to meet your goals.

    In order to be successful, you must be able to motivate yourself past these humps. Whenever you feel your drive and determination lagging, turn to these motivational quotes for work to provide the extra spark of passion needed to keep you on track.

    Quotes about Goal Setting

    Whether you’re still in the planning phases of your business or whether you’re plotting a plan of attack to bring about your long-range vision, setting good goals is a critical part of succeeding in business.

    Check out these quotes for extra inspiration on how to turn your dreams into reality:

    quote-Benjamin-E.-Mays-the-tragedy-in-life-doesnt-lie-in-106113

      “The tragedy in life doesn’t lie in not reaching your goal. The tragedy lies in having no goal to reach.”– Benjamin Mays


      “By recording your dreams and goals on paper, you set in motion the process of becoming the person you most want to be. Put your future in good hands — your own.”–Mark Victor Hansen


      “Give yourself an even greater challenge than the one you are trying to master and you will develop the powers necessary to overcome the original difficulty.”–William J. Bennett – The Book of Virtues


      “The entrepreneur is essentially a visualizer and actualizer… He can visualize something, and when he visualizes it he sees exactly how to make it happen.”–Robert L. Schwartz

      Quotes about Achieving Excellence in Work

      Once you’ve got your goals together, you’ll need to put in 110% of your effort in order to transform these visions into reality. To increase your motivation to work at a consistently high level, take a look at the following words of wisdom:

      “Excellence is an art won by training and habituation. We do not act rightly because we have virtue or excellence, but we rather have those because we have acted rightly. We are what we repeatedly do. Excellence, then, is not an act but a habit.”–Aristotle


      “If you are going to achieve excellence in big things, you develop the habit in little matters. Excellence is not an exception, it is a prevailing attitude.”–Charles R. Swindoll

      Desire is the key to motivation

        “Desire is the key to motivation, but it’s determination and commitment to an unrelenting pursuit of your goal — a commitment to excellence — that will enable you to attain the success you seek.”–Mario Andretti


        “The secret of joy in work is contained in one word – excellence. To know how to do something well is to enjoy it.”–Pearl Buck


        “The quality of a person’s life is in direct proportion to their commitment to excellence, regardless of their chosen field of endeavor.”–Vince Lombardi

        Quotes about Determination and Persistence

        Since every business or other endeavor is bound to hit some rough patches, it’s often a person’s level of determination and patience that brings about either success or failure. These positive quotes give you an extra boost of encouragement:

        “Enter every activity without giving mental recognition to the possibility of defeat. Concentrate on your strengths, instead of your weaknesses… on your powers, instead of your problems.”–Paul J. Meyer


        “Knowing trees, I understand the meaning of patience. Knowing grass, I can appreciate persistence.”–Hal Borland


        “Nothing in the world can take the place of Persistence. Talent will not; nothing is more common than unsuccessful men with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination alone are omnipotent. The slogan ‘Press On’ has solved and always will solve the problems of the human race.”–Calvin Coolidge

        quote-Thomas-Fuller-an-invincible-determination-can-accomplish-almost-anything-92190

          “An invincible determination can accomplish almost anything and in this lies the great distinction between great men and little men.”–Thomas Fuller

          Quotes about Leadership

          Whether you use it to engage your employees, to encourage teamwork or motivate others to follow your unique way of thinking, leadership is crucial. Take your leadership cues from these renowned leaders’ famous sayings:

          “The most dangerous leadership myth is that leaders are born — that there is a genetic factor to leadership. This myth asserts that people simply either have certain charismatic qualities or not. That’s nonsense; in fact, the opposite is true. Leaders are made rather than born.” –Warren G. Bennis


          “All of the great leaders have had one characteristic in common: it was the willingness to confront unequivocally the major anxiety of their people in their time. This, and not much else, is the essence of leadership.”–John Kenneth Galbraith

          Leadership is not magnetic personality

            “Leadership is not magnetic personality — that can just as well be a glib tongue. It is not ‘making friends and influencing people’ — that is flattery. Leadership is lifting a person’s vision to high sights, the raising of a person’s performance to a higher standard, the building of a personality beyond its normal limitations.”–Peter F. Drucker


            “The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.”–John Buchan


            “High sentiments always win in the end. The leaders who offer blood, toil, tears and sweat always get more out of their followers than those who offer safety and a good time. When it comes to the pinch, human beings are heroic.”–George Orwell

            Quotes for Success

            Think of success as a holistic process – one which results from the combination of goal-setting, excellence, patience, determination and leadership you prioritize throughout your career. These highly successful people provide you with an excellent source of motivation:

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            “Be patient with yourself. Self-growth is tender; it’s holy ground. There’s no greater investment.”–Stephen Covey


            “Believe in yourself! Have faith in your abilities! Without a humble but reasonable confidence in your own powers you cannot be successful or happy.”–Norman Vincent Peale

            Success is the ability to go from one failure to another with no loss of enthusiasm.

              “Success consists of going from failure to failure without loss of enthusiasm.”–Winston Churchill


              “Successful and unsuccessful people do not vary greatly in their abilities. They vary in their desires to reach their potential.”–John Maxwell


              “Would you like me to give you a formula for success? It’s quite simple, really. Double your rate of failure. You are thinking of failure as the enemy of success. But it isn’t at all. You can be discouraged by failure or you can learn from it, So go ahead and make mistakes. Make all you can. Because remember that’s where you will find success.”– Thomas J. Watson


              “The great successful men of the world have used their imagination.  They think ahead and create their mental picture in all its details, filling in here, adding a little there, altering this a bit and that a bit, but steadily building – steadily building.”–Robert Collier


              “It is a paradoxical but profoundly true and important principle of life that the most likely way to reach a goal is to be aiming not at that goal itself but at some more ambitious goal beyond it.”–Arnold Toynbee

              Sports Quotes for Athletes

              You don’t need to be a Michael Jordan-caliber athlete to draw inspiration from the following quotes. Even if you’re just a recreational player or someone who’s using sports as a means to get back in shape after long periods of inactivity, the following motivational sports quotes will encourage you:

              “My attitude is that if you push me towards something that you think is a weakness, then I will turn that perceived weakness into a strength.”–Michael Jordan


              “Pain is temporary. It may last a minute, or an hour, or a day, or a year, but eventually it will subside and something else will take its place. If I quit, however, it lasts forever.”–Lance Armstrong

              Strength does not come from winning. Your struggles develop your strengths.

                “Strength does not come from winning. Your struggles develop your strengths. When you go through hardships and decide not to surrender, that is strength.”–Arnold Schwarzenegger


                “I know what I have to do, and I’m going to do whatever it takes. If I do it, I’ll come out a winner, and it doesn’t matter what anyone else does.”–Florence Griffith Joyner


                “Every time you stay out late; every time you sleep in; every time you miss a workout; every time you don’t give 100% – You make it that much easier for me to beat you.”–Unknown


                “If you are hurt, whether in mind or body, don’t nurse your bruises. Get up and light-heartedly, courageously, good temperedly get ready for the next encounter. This is the only way to take life – this is also ‘playing’ the game!”–Emily Post


                “We must train from the inside out. Using our strengths to attack and nullify any weaknesses. It’s not about denying a weakness may exist but about denying its right to persist.”–Vince McConnell

                Quotes to Motivate Learning

                Committing yourself to pursuing knowledge in a single area is a tremendous endeavor – one that often seems overwhelming given the depth and breadth of information that’s available today. Keep the following motivational quotes in mind if you’re learning:

                “How far you go in life depends on your being tender with the young, compassionate with the aged, sympathetic with the striving and tolerant of the weak and the strong. Because someday in life you will have been all of these.”–George Washington Carver

                quote-William-Arthur-Ward-if-you-can-imagine-it-you-can-36189

                  “If you can imagine it, you can achieve it; if you can dream it, you can become it.”–William Arthur Ward


                  “It is the mark of an educated mind to be able to entertain a thought without accepting it.”– Aristotle


                  “Success is not the key to happiness.Happiness is the key to success.If you love what you are doing, you will be successful.”–Albert Schweitzer


                  “Wear your learning, like your watch, in a private pocket: and do not pull it out and strike it, merely to show that you have one.”–Philip Stanhope, 4th Earl of Chesterfield


                  “He who asks is a fool for five minutes, but he who does not ask remains a fool forever.”–Chinese Proverb


                  “Study while others are sleeping; work while others are loafing; prepare while others are playing; and dream while others are wishing.”–William Arthur Ward


                  “Books can be dangerous. The best ones should be labeled ‘This could change your life’.”–Helen Exley


                  “A book is like a garden carried in the pocket.”–Chinese Proverb

                  All-Time Favorite Positive Quotes

                  Finally, whatever your goals are in life, you can’t go wrong by taking the advice of the following famous motivational quotes:

                  “Change your thoughts and you change your world.”–Norman Vincent Peale


                  “Your time is limited, don’t waste it living someone else’s life. Don’t be trapped by dogma, which is living the result of other people’s thinking. Don’t let the noise of other’s opinion drowned your own inner voice. And most important, have the courage to follow your heart and intuition, they somehow already know what you truly want to become. Everything else is secondary.”–Steve Jobs


                  “Nobody can go back and start a new beginning, but anyone can start today and make a new ending.”–Maria Robinson


                  “Out of clutter, find Simplicity. From discord, find Harmony. In the middle of difficulty lies Opportunity.”–Albert Einstein


                  “Yesterday is not ours to recover, but tomorrow is ours to win or lose.”–Lyndon Johnson

                  If we did all the things we are capable of, we would literally astound ourselves.

                    “If we did all the things we are capable of, we would astound ourselves.”–Thomas Edison


                    “You miss 100% of the shots you don’t take.”–Wayne Gretzky


                    “Success is not final, failure is not fatal: it is the courage to continue that counts.”–Winston Churchill


                    “What lies behind us and what lies before us are tiny matters compared to what lies within us.”–Ralph Waldo Emerson

                    Final Thoughts

                    To use these motivational quotes effectively, find the one that speaks to you. Although all of the phrases listed above can be considered “motivational,” only you can decide which one resonates with you most directly.

                    Next, take the quote you’ve settled on and copy it onto small index cards or other pieces of paper that can be stored around your home and workspace.

                    If you’re creative, you can create inspiration boards, signs or other decorative displays featuring your favorite motivational quotes – really, though, the most important thing is that your chosen phrase be accessible in a variety of different places. This will make it easy to access and review whenever you feel your motivation slipping away.

                    More Inspiring Quotes

                    Featured photo credit: Kyle Glenn via unsplash.com

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