GTD & ONENOTE FOR WINDOWS l SETUP GUIDE. TABLE OF CONTENTS. FOCUS OF THIS GUIDE. WHAT YOU CAN EXPECT FROM THIS GUIDE. 1 FOCUS. Allen, David. Getting things done: the art of stress-free productivity / David Allen. p. cm. being such an awesome guide and consistent reminder of my real priorities; and to . Part 2 shows you how to implement the system. It's your personal. The Basics of. Getting Things Done A lot in GTD is about the transformation of “ stuff” to clear your mind . Tools to Implement GTD. ▫ I found it.
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in this “Implementation Guide for the Getting Things Done Methodology”, referred to as any other rights whatsoever in or to the Implementation Guide. This guide is recommend as a supplement to the Getting Things Done book, not as a stand-alone tool for learning GTD. Please choose from: Letter size PDF. David Allen Company. All rights reserved. LTR 11OCT16 portal7.info GTD & WUNDERLIST l SETUP GUIDE. APPLYING.
Themes[ edit ] Allen first demonstrates stress reduction from the method with the following exercise, centered on a task that has an unclear outcome or whose next action is not defined. Allen calls these sources of stress "open loops", "incompletes", or "stuff". A description of the successful outcome of the "incomplete" is written down in one sentence, along with the criteria by which the task will be considered completed. The next step required to approach completion of the task is written down. A self-assessment is made of the emotions experienced after completing the steps of this process. He claims stress can be reduced and productivity increased by putting reminders about everything you are not working on into a trusted system external to your mind.
Which hobbies would you like to start? What kind of project could advance your career, or make your life more fun or interesting? You might finish this step with a Brain Dump that looks something like this. Yours will probably be quite a bit longer. Step 2: Clarify Refine your list In the previous step, you got every potential project off your mind and onto a list, where you can view it objectively. Continue using the Project List template for this step, moving items from the Brain Dump section to the Project List section as you clean them up.
Delete and let it go. Place it on the appropriate day on your calendar, and that will trigger all the necessary actions. Delegate any appropriate Project Even if you delegate a Project to someone else, if you are accountable for the outcome, you still need a Project entry to track or follow up on that assignment. Then you can move it to your Individual Project template. Continue using the Individual Project template for this step, moving items from the Initial Project template to the Individual Project template section as you identify your desired outcomes.
Rewrite your Project titles to make clear how each Project leads to its desired outcome Time to do a little editing. Begin every Project with a verb that describes DONE: finalize, submit, deliver, complete, send, clarify, organize, update, implement, resolve, submit, reorganize, design, roll out, install, set up, publish, complete. You can move these items to our Areas of Responsibility template , to be managed separately from your Project List.
In which Areas of Responsibility do I have too many Projects? Not enough? Am I spending time or attention on something that has no clear outcome or goal? Reflect on your week with this Evernote template for creating a Weekly Review. Is this an insignificant detail, or a crucial one? You can eliminate a lot of this decision-making by pre-prioritizing your work on the Project level, instead of at the task level. Sort the list from highest to lowest priority, according to how much of your mental bandwidth each Project should be taking up in any given week.
This list then comes into play whenever you are at your computer s with any discretionary time. Some people with a high volume of email like to create a list just for email next actions, such as Computer-Email. If you travel quite a bit for work, you might consider having two errands lists—one for things you could do anywhere, in any city, and one for errands that need to be completed where you live.
HOME This list is for next actions that have to be done in your home space e. To sort by context, click on a tag at the top of the list to see only actions for that tag. Another way to add items to your list, without having to add the context label, is to sort by that label, then use the keyboard shortcut X. A new entry window will open with that context already assigned. Use the keyboard shortcut W to create a new entry.
Next, assign a contact tag.
Click Save Changes to save the entry and return to the Waiting For list. This will save you time down the road. We also recommend renaming the Someone contact to a period. This will offer easier readability and cleaner look when viewing your Waiting For list.
To rename Someone from the Manage Tags window, click the arrow to the right of the Someone tag and select Rename from the drop-down menu. Change the name to a period.
Save changes and click Done to return to your Waiting For list. The Waiting For list should be reviewed as necessary at least once a week in the Weekly Review , triggering appropriate actions on your part to follow up, encourage forward progress, or just check the status. They could represent next actions or projects that were current at one time or not.
There should be clean edges between the two. For example, the Tahiti project has four current next actions assigned to contexts and one waiting for.
One simple way to handle future actions for the project is to incubate them in the Notes area of the project until they are ready for possible action. If one becomes active, copy and paste the text into a new Action with a context tag or Waiting For. You would only assign a context tag when it becomes a current next action you can move on. A third option is to turn on the Later list under Nirvana preferences shortcut , and assign the action to the Later state.
Experiment to see which option works best for you for managing project support—and maybe you will handle project support one way for one project and another for a different project. Just make sure any method s you choose are leakproof and easy to maintain.
There may be projects where all you know is the project outcome and the very next action.
Rest assured, the Weekly Review is what ties the whole thing together, ensuring that you have actions on all the active parts of your projects on a consistent basis, primarily based on those incubated future actions and project support materials, so you can trust that what you are choosing from your Next Actions list is current.
Search will bring results together from text in your entries and tags. Recent installations of Nirvana come pre-populated with two areas: personal and work. Those may suffice for you, to simply create a division between your work and home commitments, if needed.
By no means are Areas required for your GTD setup. Before you dive into creating area tags for all of your items, please think carefully about what maintaining this will look like going forward. Sorting all of your next actions by area can quickly become overwhelming and tedious to keep current. Or, you may want to create area tags for specific roles in your work, to see projects by the area it relates to.
For example, if you want to see everything related to your Business Development Area of Focus role, because that would help drive your decisions about what to work on or for reporting out to others, you could create a tag for that role. To create a new area tag, use the keyboard shortcut G or click Manage Areas from the tag selector menu shown above. Be careful that whatever additional criteria you add for creating new entries, like creating and adding tags, do not become a burden or requirement.
You may need more of these or fewer. For example, some people find they want to break out Computer into more specific lists, such as Computer-Work and Computer-Personal, or a list just for email-related next actions called Computer-Email. Executive support staff can often use a context called Meetings to Schedule. Be willing to experiment to find the set of lists that you can maintain and gives you the information you need quickly and easily.
For example, you may have a next action in your Calls list to make a call. If you reach their voicemail but need to track that the person calls you back, that item would get reassigned to the Waiting For list. To change the list assigned to an entry, such as moving a next action to a waiting for, change the Action State from Next to Waiting and assign a contact. The intention is to aggregate timely items for you.
However, we can see this Focus view being useful if you are making a conscious choice day-to-day about your highest priority items to work on for that day, and then re-evaluating that list at the end of each day.
Where it will deteriorate quickly in value is if you allow items to roll over from day to day. It should in no way be considered a replacement for reviewing all of your lists regularly, as your priorities shift. You can also add items individually to Focus by starring them on any other list: You can also drag items to the Focus view: To remove an item from the Focus view, click the yellow star to unstar it.
Completed items automatically go to Logbook in Nirvana. This can be useful for year-end reviews when you want to see and acknowledge all of the projects you completed. You may find this unnecessary though for all of your completed next actions. Trust that you know best about what would be useful for you to keep. When in doubt, throw it out! Adding items to the Inbox stores the idea until you are ready to clarify it through the questions on the GTD Workflow Map shown on page 3 of this Guide to decide what it means and what you want to do about it.
You still have not clarified yet what the item is or what you want to do about it. Your Nirvana account comes with a unique email address for emailing items directly to the Inbox.
To find your unique address, go to My Account in the top-right corner of the app. Attachments are stripped at this time. It is not possible to send items directly to other lists or add tags, but it will be a fast way to send Mind Sweep items to the Inbox. Inbox items can be sent from any email address, as long as you know your unique Inbox address. In Nirvana, your Inbox view appears like other lists, although these are items that still need to be clarified and organized.
In GTD, actions that will start in the future are considered incubated items, which can be stored in Nirvana in the Scheduled view or on your calendar as a day-specific action. If you use Nirvana for this, when the scheduled start date arrives, the action is automatically moved from the Scheduled list to the Next list and added to the Focus view. For example, if you wanted to water the plants, you could schedule the action and add a tag for Home list.
We talk more about calendar best practices later in the Guide. Another feature under Scheduled is to create recurring actions.
Again, you could use your calendar for these types of actions, but if you want to use Nirvana, choose a recurring date pattern under the Scheduled menu. Then, as often as you can and need to, review your Next Actions lists such as Calls, Computer, etc. Click the drop-down arrow icon to the right of any item 2. It takes less mental effort to operate from a zero base than to leave anything sitting in the inbox.
Do now, delegate to someone else, or defer to do myself later? Do it now If it takes less than 2 minutes, handle it in the moment. Delegate it If you need to track this getting completed, track the waiting for reminder in your Waiting For folder in email or Waiting For in Tasks.
Defer it If you need to do it later, track the action reminder in Action folder in email, Calendar, or on a Next Actions list. Track that outcome on your Projects list in Nirvana.
We recommend getting your inboxes to zero daily, or at least once a week in your Weekly Reviews. You would not also put those reminders on your calendar, or Next Actions or Waiting for lists in Nirvana—the email itself would be the only reminder. That means you need to scan these folders with as much discipline as you would your lists and calendar, for reminders of your commitments. The symbol is a trick to push these folders to the top of your email structure for easy access.
If the symbol does not work in your email program, try a hyphen. People often like this option for the quick win it gives in getting your inbox processed to zero. In this case, the folders only serve as storage buckets to hold the information you need to take the action on. You would be reminded of the action when you review your calendar, Next Actions, or Waiting For lists.
People often like this second option because all of your reminders will be tracked in as few places as possible. To capture the related action or waiting for item in Nirvana, you have two choices before filing the email in the Action Support or Waiting For Support email folder: yy Toggle over to Nirvana and create a new Action or Waiting For entry.
The subject line becomes the title of the entry, so you can edit before sending to Nirvana to accurately reflect your Next Action or Waiting For, or edit it when it lands in the Nirvana Inbox, before assigning to a list. Examples: yy Meetings, appointments, time blocked to work on projects 2.
Examples: yy A call you have to make before you leave for the day yy Something that you have to finish and submit by the end of the day yy An agenda you must cover with someone before they leave the office 3.
Examples: yy Things that might disrupt your day server shut-downs, office moves, etc. Here are some possible new reference lists to try: yy Checklists e. As we consistently suggest, be careful to not overcomplicate your system to the point where it becomes unwieldy to find or maintain the information.
To view all reference lists, click on the header in the left navigation pane for Reference. Use the keyboard shortcut L to create a new Reference list and N to create new items for the list. Adding tags for Area to your reference, such as Travel, House, Checklists, etc.