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Productivity Made Simple: Where to Start with GTD

Productivity Made Simple: Where to Start with GTD

    Simply GTD

    GTD (or Getting Things Done) is a widely popular personal productivity and time management methodology created by David Allen and described in his book “Getting Things Done”.

    And yes, Lifehack has had its share in covering this area already. For instance, by doing a simple search on Google you can quickly find out that there are more than 6,000 pages on Lifehack that mention GTD in one way or the other.

    So the whole idea seems discussed enough, right? Perhaps…but it is definitely worth revisiting as we enter a new year. Consider that despite thousands of articles around the internet there is still one main problem with GTD – it’s not a methodology that’s easy to grasp.

    It has a learning curve and if you simply throw yourself in the middle of it you might get the wrong overall impression about the system and abandon it after just a short while.

    So if you are new to GTD I have only one favor to ask you: have a little faith that you can get much more productive with GTD and be much less stressed out and uncertain about the tasks you should do both in your work and your personal affairs.

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    This is the true power of GTD, at first it seems complicated, but eventually it becomes one of those can’t-live-without parts of your life.

    Now, I’m not going to describe every possible aspect of GTD here. The first reason is that the book is nearly 300 pages long, and I’m not in a position to claim that I can explain it all in a single blog post. The second reason is that I only want to get you started here, and there’s only a small set of things you need to do for that.

    The GTD adventure starts with one particular exercise. It’s going to take you a while but it’s worth the effort regardless if you’re going to end up implementing the system or not.

    The Brain Dump Exercise

    Take a couple of blank pieces of paper and write down every task (i.e. every thing you have to do) that’s on your mind right now. And by “every task” I mean every task.

    Start by writing down everything work related. All the reports you need to write, all the calls you need to make, all the email you need to write or respond to, all the things your boss told you to do, all the things your clients want from you, and so on … simply everything.

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    If you’re not in a desk job don’t quit here. Simply write down all that is specific to your line of work.

    Then switch to all house related tasks. Cleaning, building, cooking, all the other chores. Also things like calling the plumber, and so on.

    Next in line is your family. Write down every task that’s a part of your family life. Things like visiting your aunt the next weekend, picking your brother up from the airport, making sure that your son does his homework, helping your daughter to choose a college, drop off you spouse for a night out with their friends, again everything you can think of.

    Health and fitness related tasks. Like that doctor’s appointment you need to make for the next week, or those prescription drugs you need to pick up for the kids on you way back from work, or visiting the gym before work to stay in shape, or this new diet you want to find out more about.

    Friends and colleagues. I’m sure there’s something on your mind that’s involving your friends. Maybe you’re meeting them today and need to make a reservation in your favorite pub, not to mention that you need to remember to be there on time. Apart from that, there are hundreds of other things that involve your social life. Give it a minute and try to write down every one of those things.

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    Most people love shopping, everybody hates paying bills. Anyway, both these things are an integral part of our lives. No matter what you do, there are still some things you want / need to buy and some bills you don’t want have to take care of. Write down everything you need to buy and every bill that has to be taken care of by the end of the month.

    We’re not done yet. Next up are books, articles, and education in general. I’m sure there’s a book you really want to read, or an article you need to remember to save for future reference, not to mention all your education related tasks. Like, for instance, remembering not to be late for your Spanish lesson, or making sure that you buy a new guitar tuner before your next guitar class. I’m sure you get the point.

    Now let’s get to some purely positive aspects of life, like hobbies and entertainment. Maybe there’s a movie you want to see, or how about that concert (“are the tickets still available?”), also, I’m sure there’s an upcoming party you want to attend. Think about your hobbies and all the things you want to do to get them going.

    I don’t have any more ideas for additional categories of things, so let me just name this final category as other activities and tasks. Just to give you an example, I’m sure there are things you’ve chosen not to clutter your mind with because you thought you didn’t have the time to do them … write them down too.

    Now, how was it? How long did it take? Do you have absolutely everything on these lists? Just a small hint, if there are less than 300 items on the lists then you haven’t been entirely honest. You need to spend a little more time and complete the list until absolutely everything is on it.

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    Examine The List

    Simply take a look at the list. Can you believe that all these things have been occupying your brain’s resources? Obviously, this is one of the reasons for you being stressed out and afraid that something important might slip your mind.

    Imagine how much better you could use your brain’s resources to think about (and eventually figure out) these things rather than to remember about these things.

    This is what GTD can do for you. It can throw all of them out of your brain and place them in a different location you can trust.

    The lists from this exercise will be the cornerstone for the system, something you will build upon in the next steps. Reflect on it for a while, and make sure that truly everything is there. If not, do a quick update,

    Next time: What to do with the list and how to start implementing GTD the easy way.

    Have you tried GTD yet? How is it working for you? Let us know in the comments.

    (Photo credit: Productivity or Motivation Reminder via Shutterstock)

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    Last Updated on December 17, 2018

    Read this and stop feeling overwhelmed…for good!

    Read this and stop feeling overwhelmed…for good!

    We live in a time of productivity overload.

    Everywhere you turn are articles and books about how to be more productive, how to squeeze 27 hours of work out of every 24, how to double your work pace, how to do more and more all in the name of someday getting out of the rat race. Well this is about the side effects of those ideas. If we aren’t multitasking, we feel lazy. If we aren’t doing everything, we feel like we’re slacking. We compare ourselves to others who we think are doing more, having more, getting more and achieving more, and it’s driving us crazy. We feel overwhelmed when we think we have too much to do, too much is expected of us, or that a stressor is too much for us to handle. And we respond by lashing out with emotions of anger, irritability, anxiety, doubt and helplessness.

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    This season especially is the most stressful time of year. Between the holidays, final exams, family gatherings and general feelings of guilt that it’s the end of the year, it’s easy to get overwhelmed thinking of all the things you still need to get done. But if you use these tips, not only will you get the important stuff done, you’ll keep your sanity while doing it!

      Is this you?

      Change your thought pattern-stop thinking negatively

      When you feel overwhelmed, the first thing you do is start thinking negatively or begin to resent why it’s your responsibility in the first place! The first thing you have to do is to stop! Stop thinking negatively immediately. Instead, focus on the positive. If you’re stuck in traffic, think of how great it is to have some time to yourself. If you’re rushing trying to get things done by a deadline, think how lucky you are to have a purpose and to be working towards it. If you’re stressing about a final exam, think of how fortunate you are to be given the opportunity of higher education. After you’ve changed your thought patterns, you must then say to yourself “I can do this.” Keep saying it until you believe it and you’re more than halfway to ending feeling overwhelmed.

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      Take a deep breath/change your body posture

      When you’re stressed certain things happen to your body. You start to breath shallowly, you hunch over, you immediately tense up and all that tension drives your feelings of stress even more. Relax! Straighten your posture and take at least ten deep, cleansing, breaths. Force yourself to smile and do something to change your state. It could be as simple as giving yourself a hug or as silly as clapping your hands three times, throwing them up in the air and shouting “I GOT THIS!” Think to yourself, how would I sit/stand if I had perfect confidence and control of the situation?

      Focus on right now

      Now that you are in a better state of mind and are no longer thinking negatively, you need to focus on the here and now. Ask yourself this question: What is the most important thing I have control of and can act on right now? Keep asking yourself this until you have a concrete next step.

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      Take Action

      Now that you know what’s most important and what to do about it, do it! Start with the first step and focus on getting that done. Don’t worry about anything else right now, just on what your first step is and how to get it done. Once that’s done with, determine the next most important step and get that done.

      Let go of what you can’t control (the gambler’s theory)

      Seasoned gamblers understand the importance of due diligence and knowing when to let go. The Gambler’s Theory is that once your bet is placed there is nothing you can do, so you might as well relax and enjoy the process. The time to worry is when you’re figuring out the best odds and making the decision of what to bet when you can actually take action. I used this one a lot in college. After an exam, there is absolutely no point in stressing about it. There’s nothing you can do. And the same goes for feeling overwhelmed. If you can do something about your situation, do it, focus and take action. But if you’ve done what you could and now are just waiting, or if you’re worried about something you have no control over, realize that there’s no point. You might as well relax and enjoy the moment.

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      yoga-422196_1280
        Relax and enjoy the moment

        Stop feeling guilty

        Finally, stop comparing yourself to others. If you are at your wits end trying to keep up with what you think you should be doing, you aren’t being fair to yourself. This isn’t to say that you shouldn’t strive for improvement, just don’t go overboard because you feel like you have to. Only you know what’s really important to you, and your personal success journey so focus on what your top priorities are, not someone else’s.

        Everyone feels overwhelmed sometimes. The important thing is to realize it’s normal and that you can do something about it by taking focused and deliberate action. Happy Holidays!

        Featured photo credit: Stress Therapy via flickr.com

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