All Posts Tagged Tag: ‘gtd’
Tickler file
What should you do with letters, invoices, bills etc where some action is needed but it’s in the future?
Where should you keep those items so they don’t get lost?
Getting Things Done system suggests to use a tickler file.
What’s tickler file?
It’s set of 43 folders where you store items that you need to be reminded of in the future. The main categories would include invoices, bills, leaflets, coupons , air tickets, hotel confirmations, various forms etc.
There are 31 folders for each day of current month and 12 for every month. Then each day, respective folders are reviewed to check what is for today.
As with many GTD behaviours the key to success with tickler file is to review it regularly and keep it updated. A one tip that has been mentioned by David Allen and Jason Womack to make using tickler more fun was to put randomly some money into folders. You would get those surprises where 10-20 dollar bill would pop up so you could buy a nice coffee or something.
Tickler in the age of bits
For many people tickler file would be the most physical element of GTD implementation. There is a bunch of folders, there are some trays or box to hold those. However in today’s age less and less things come in paper format. We can opt for email delivery of bills, scan invoices, coupon codes from favourite shops, etc. All this makes setting up a full blown tickler not practical.
With advent of digital solutions for managing tasks and calendar setting up a tickler file in an electronic format is very simple. Just create calendar in Google Calendar or Outlook and call it "tickler" and your are done. Every time you will need to set a reminder for bill or a invoice but don’t want to clog your main calendar view leave the memo in that special calendar.
The problem and a solution
The problem arises with the few things that still come in in paper form. Probably there isn’t a lot of them, perhaps a handful in a year maybe a dozen or two. Setting up a 43 folder cabinet to simply manage occasional letters and leaflets would cause more hassle that benefit and would quickly be abandoned.
However to keep things organised you shouldn’t left stuff lying around even if this is just a couple of letters or forms. It’s quite likely that when you need that bill or that invoice you wont be able to find it. Still you need some sort of solution.
Why not making the most out of electronic and paper by supplementing first with the second .
Use an electronic calendar to record dates and setup reminders. Every time you get a reminder from your tickler calendar go to your folder (see below) pick up the item and complete the necessary action. You should leverage your current approach so there is no need to change your behaviours.
With the papers put them in a folder that will serve as a storage solution for all items you need to keep track of. Anything you would need reminder of later is stored there.
Depending on the number of items coming your way you can setup 1 or more folders to be able to find things easily enough. If you need more folders you could use: two for every six month, three folders for every four months and four folders for every 3 months.
With this limited number of folders the whole system is simple and there is very little overhead – it’s just maximum of four folders.
If you find that four folders is not enough to handle the stream of papers consider one of the two things. Either set up a folder for each month to divide those documents or examine ways to reduce the number of things that reach you in paper form. Perhaps some things can be eliminated completely or simply be send as .pdf file.
Tickler file is a useful way to keep track of bills, coupons, vouchers and invoices. Although it’s very much tied to the physical world of paper it can be successfully adapted into the world where electronic calendars and devices dominate.
Special Thanks to AMcDermott for inspiring the idea for this post.
New GTD toolkit. Android, cloud and paper.
In in the post from late last year I went through a description of my setup. At that time I was using Onenote and Filofax to manage main pillars of Getting Things Done. Since then things have changed quite drastically.
The biggest game changer for me was purchase of an android smart-phone. As this is one of the few things that we carry everywhere with us. It was no brainer that I would use it as one of the key elements of my GTD setup.
Tasks.
I’ve looked at number of applications for task management that are available on the PC and Android platform and decided to settle on Rememeber the Milk (RTM).
The setup I’m using is very simple. I decided to stick with basics and use just a handful of lists. At this moment I have following lists: Next Actons, Projects, Errands, Inbox, Somday, Blog.
I’ve experimented with various scenarios of using combinations of tags, lists and location. Although having these features can be useful it was not necessary for me. Using those caused my system to become too complex.
Also I deliberately don’t use contexts because I try to limit no of things on my lists. The main idea is to put only those actions that I really want to complete in coming week or two.
It would be great if RTM would allow to better link actions with the projects. It’s not a deal breaker for me as most of my projects are simple and I can easy think of any actions. However If a project is more complex I would create a note in Evernote and list all the actions milestones etc.
Project support, Reference, Storage.
In previous setup the main repository of reference material was Onenote now I’ve replaced it with Evernote.
Why I’ve chosen Evernote over Onenote? Mainly because of the syncing with Android phone and ability to use it anywhere. For me it’s perfect capture tool. I can get any type of information there text, images, audio, even files. It’s always in sync once. I’ve captured something on my phone it’s available on my computer in seconds. I don’t need transfer any data, make sure I connect computer etc. All the syncing happens over the air.
Android client makes capture anytime and anywhere a breeze. It may not be as advanced as the iPhone version but it does the job of capturing very well. I hope that over time new functionality will arrive and match the capabilities existing on other clients. In addition to that I really like the overall integration with Android system. Basically any item that can be shared can also be send to Evernote. This way I can capture tweets, links to pages, emails directly form the smartphone and send them straight to Evernote. Not fiddling with copy paste etc.
The main purpose of Evernote is to be a single point of reference for all my information needs. At the moment I’m using just 4 notebooks.
Inbox – As I mentioned above I use Evernote on my smartphone but I also on my desktop and in Firefox so any time anything pops into my head it gets captured and send to this notebook. Then every 2-3 days I review the content of this notebook and make a decision about each of the items. I stick with three choices: save it for later, do it, delete it.
GTD – This folder has dual purpose. First it serves as place to go to for all my current work. It will contain things like project plans, outlines, drafts etc. Second main purpose is to support my GTD implementation. I will store there my someday/maybe, checklists, agendas etc.
Blogging – This notebook is dedicated to blogging. All the post ideas, ideas for changes on the blog, tips, design changes, cool templates, articles related to blogging and writing all end up here.
Reference – this is catch all notebook. Everything that I want to keep record of end in there, online receipts, productivity tips, business ideas, various thoughts, observations, lessons learned, logs etc.
For the moment this Evernote setup seems to be working very well for me but no information is useful if you don’t use it or can’t find it. Every piece of information in Evernote can be tagged however I’ve decided to use only a very limited number of tags just to separate some key categories. I would use @someday or PostIdea tag just to make sure that those types of notes can be easily retrieved. As for the rest I rely o search. This way I don’t clog the tag view and there is no problem with selecting the most appropriate tag.
I’ve listened workflow episode with Merlin Mann and decided to stick with his advise that only things that are likely to be used in the future deserve tag, if you use consistent names than any search query will find exact what you want. So asking simple question "do I need this information handy?" helps me to decide whether to use tags or not.
Paper
Despite proliferation off electronic tools paper has still place in my setup. I think aiming to be completely paperless cannot be achieved unless your are willing to sacrifice some of the productivity and creativity that paper can provide.
Paper works well for me it’s fast, easy to use, readily available. I like to outline on paper, doodle, draw sketches etc. Although I don’t see it as permanent organisation or storage tool it’s great for conveying ideas fast. To put it simply Paper helps with thinking. Any attempts to go completely paperless were not practical. Trying to cut paper out was like cutting the branch you’re sitting on.
This is my current setup. It works really well as the combination of smartphone, desktop and cloud applications provides me with everything I need everywhere I need it.
What’s your setup? Do you rely on online application or prefer software that sits on your computer?
Processing power
image by German Chocolate Ladies
The Getting Things Done methodology uses processing stage to deal with all the inputs of your life. The main premise is to ask question “What’s the next action?”. There is no doing involved in there. It’s simply making decision about the things that enter your life. Processing stage may appear as a waste of time, one might say “I could get so much done instead of processing all that stuff”. In fact this is a highly beneficial as it allows to sort out things that need to be done. You can concentrate on those things rather than going through unclear and ambiguous ideas to find something to do.
What’s your processing power?
The number of inputs coming towards us is increasing. Paradoxically we invite more and more information to enter our space by joining social networks, getting always connected smartphones signing up to newsletters. With dozens or even hundreds of inputs it’s very difficult to keep on top of things. When that happens it’s very easy to let the inbox keep overflowing as it’s may be too overwhelming to go through all those items.
If you’re struggling with keeping on top of things you could try one of the two. Take a drastic measure and cut out of your life as much as possible and leave just bare essentials or you could try to improve your processing power by making quicker and more consistent decisions.
How can you improve your processing power?
Look at stuff once
Look at the stuff only once and don’t let it go it until you make a decision about it. Have you seen any mine disposal team at work? Once they come across a mine they need to make a decision about it either flag it, digit up and disarm. Leaving stuff for later is simply not an option. It shouldn’t be an option for you either.
Every time you pick up a thing and not make a decision about it you add to your pile of stuff to be processed. You will look at that email or note again and again.
Do the math if you look at things at least twice that means 3 items in your inbox are now equal to 6 before you do them.
Pass it on to the right bucket.
First of all don’t leave it your inbox see above. Once you’ve picked an item put it into the right basket and move on.
I some cases it might be difficult to make that decision. Does it go to Next Actions folder, Someday or Projects?
If you’re in such place simply put it into someday or tickler file. This way you will be able to revisit the idea or during weekly review. Another handy thing to do is to create a separate Google calendar to act as a tickler file. You will keep track of those things and not clog the main calendar.
Be ruthless.
Often time the number of inputs simply exceed our capacity regardless of how fast we process. Sometimes you could spend whole day processing things and you never get anything important done. So be ruthless if something doesn’t click delete/trash it and move to the next item. Don’t spend ages agonising whether you will do or what’s the right place for the thing.
The way I see it is that if the idea is really important it will come back to you in some way. Also if you are not ready to do anything with it it doesn’t matter when it shows up if you can’t do it you don’t need to keep it. Idea will pop back in perhaps during your weekly review or maybe you will read something that will cause it to reappear. What ever the method it will get to you some how.
Processing helps you sift through the inputs that come your way. Instead of looking at inbox full of emails that can be everything and anything you can go to action folder a do some actual work. Sometimes it can be a daunting task but if you stick look at things once and put them into right places than it may not be as bad as it looks. On the other hand processing can be fun you get to organise stuff into folders, sections, lists but remember once you’ve done your processing it’s time to look into actions bucket and start knocking some actions off.
GTD Implementation – some tips
Today I would like to give you some of my tips on how to implement GTD. This is mostly based on my mistakes that I have done when I started my GTD adventure. Hope your will find some value in this. Here they are (in no particular order).
Brain dump – Write it down. This applies to anything and everything that sits in your head. Write them all, your ideas, things to do, dreams, goals etc. Be strict and consistent. The fewer things in your head the more benefit your will get. Personally I think this is single most important element of GTD implementation that gives the most visible effect. You can literally feel weight lifted from your shoulders.
One thing at a time – Single things out. Focus on one thing at a time and consistently work through the lists and inboxes. Resist the urge to do things and browse through the stacks. The idea is that you pick one examine it, make decision (defer, do, delete) and move the the next one. This might be hard at first but should be easier over time.
Decide on the system – Setting up your system and tools is the most difficult time consuming part. You will probably spend hours trying various different approaches. My tip is asses your needs. Look at the effects of your brain dump and try to think what will be sufficient for you. Don’t try to over do your system, keep it simple i the rule no.1.
Pick your tools – Now when you’ve assessed your needs pick your tools but try to keep things simple and consistent Try to use tools that will support your system and each other. Tools that can easily exchange information and allow you to use them whenever your are and when ever you need them.
Stick with your choice – That’s very hard especially in the beginning. When the new habits have been created yet, when methodology is fresh and unsettled it’s easy to be lured by some new tools. The fact is: "it’s not going to work". Most of us like to play with new things, spend a little time with it and when bored move to another. But in this case you should change your tool only if….
Check if it’s you – When you find that your system is limiting you and does not meet your needs make sure this is systems fault. Often you consider something as system failure but in fact it’s your fault. You didn’t keep your system current, you have neglected some parts of the process, your haven’t clarified some thoughts. If that’s not the case and your implementation is not sufficient for you switch to something that will better fit your needs But this should be the only situation when you make a change. Otherwise you will spend more time transferring data across different platforms and wont get your things done.
Make notes – This is something that I discovered recently. I didn’t put enough attention on my implementation how it works, where are my in baskets, how do I file etc. so it was kind of loose and unstructured. Making notes on your system gives you an option to see, reflect what works and what doesn’t. I know, system should be simple and at hand and that 100% true but in order to do that your need to see your system form higher altitude, get some perspective.
Keep your system current – That sounds obvious but I always need to remind this to myself. It’s necessary to makes sure that the system is constantly fed with new items. Make sure you log all actions, projects, waiting for’s. Check if the inboxes are empty and calendar is accurate.
I hope you’ve found these tips useful. If you have some more tips and would like to share them please feel free to leave a comment.
GTD can be painful
This idea came to me when I was ironing (not my favourite household duty).
Triathlon is a sport that’s very much orientated on efficient of energy use. The shortest of races takes at least an hour to complete and the longest Ironman last from 9 hours up to 17. To achieve best possible results in this sport you need to have great level of endurance and a good technique. Developing both takes time and effort.
Every swimming or running technique is built on a simple set of moves so that you can get maximum power from each stroke or step. During the learning process body needs to adjust to new type of movement. Some muscles are under bigger strain than the others, joints need to stretch more in directions they never did before.
New types of strain you put on your body cause a pain. As your muscles are not used to increased intensity of workout they develop lactate acid and you feel as you can barely move. Joints and tendons get stretched so you merely can move your arms. When you keep repeating new drills and steps over a period of time body adjusts and pain will be gone.
A similar set of principles applies to learning new productivity methodologies like GTD. There is a set of rules that need to be learned and some behaviour needs to be changed. Although these appear to be simple and easy it takes some time effort and pain.
The Getting Things Done book offers few very simple ideas to organise life and work. The information flow is straight forward. All you have to do is collect, process, organize, review and finally do. Nothing overly complicated. Yet the complete implementation can be a drain you mentally.
When you look at this methodology closer you’ll see it requires establishing new set of habits for each of the steps. New thinking paths need to develop, new behaviour needs to be learned. Old patterns need to be replaced. In the medium term the effect will be similar as for the muscles and joints, there will be experience of pain.
As I learned GTD there were couple forms of frustration and discontent jumping at me all the time. Even now days after over 2 years of practicing it I get this feeling. I’m not happy with my system or with the way things work. I’ve been reading a lot about other people experiences with implementation of getting things done, their problems and questions. I think the biggest adjustment and pain shows up in three areas.
Tools. Perhaps not the most important element of the methodology, yet it’s discussed the most. In order to track thing you need a tool and most people searches for a perfect appliance. Although the choice is varied we rarely settle with one for long. Frustration grows every time I change a tool and then realise that all I need is a simple set of lists. Yet again I spend hours trying new shiny programs and gadgets. It can be a vicious circle.
Rules. They are simple; one word rules yet again we are not used to think by them. Collect, organise, decide, review, do, how difficult is that??? Either you don’t collect, forgot to review or completely ignore what you decided to do. Then when you try to re-examine what went wrong you look at the principles and try to find the answer why you can’t implement them – they are so simple.
Progress. There is expectancy to get an immediate result with anything we do. Have headache grab a pill and in 10min pain is gone. Want more time, be more organised and efficient then use GTD. But this time it doesn’t work that well, there is an improvement. It lasts only until next surge in workload when everything goes out the window. On the other side you crank through the carefully carved actions and then you find you haven’t moved a lot. Something important and meaningful was left out.
Implementing GTD is major shift in thinking so there will be obstacles, challenges to overcome. So if you are feeling down with your implementation or you fell from the bandwagon just take a moment and think of any things that your GTD adventure helped you to experience, complete etc.
It just takes time and persistence to work with your system. But once the change is done you begin to act on some sort of autopilot write down, process, organise, review, do! And it happens just like that.
Someone said that anything worth fighting for will cause you pain. Is GTD worth the pain? Probably not but most definitely it will have impact on areas that are important in life.