If you’re honest, how many tasks and ideas are you trying to keep in your head right now? That’s how many of us function as we go about our work, and our minds become cluttered with everything except the creative work we need to be doing right now.
David Allen, author of Getting Things Done, shares some insights about how creative pros can gain a better sense of mastery over their work, and how we can get ideas out of their head and into a reliable system. (The revised, updated 2015 edition of Getting Things Done is available now.)
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One question i would have loved to hear him comment on:
What is the one area that you see most people get tripped up on w/ implementing GTD?
While the system does seem to capture everything, it still feels like my “external brain” becomes such a monstrosity that it’s hard to keep reviewing lists, projects, etc and still not be overwhelmed.
I’m committing again – to use the tools at my disposal and fit the principles in as well as possible. We shall see. i could use something to keep the ridiculous numbers of projects I have right now moving forward.
Biggest area I see people get tripped up is in making their system too complex. (That was my biggest issue for a few years, early on.) I’ve adapted/changed my GTD implementation over time to make it more fluid. No contexts, as that’s more irrelevant for me now in the always-on-available world, however I do have geo-specific tasks that my phone reminds me of. I also use the calendar to plan tasks, which is a GTD no-no, but helps me block off time for deep work.
The key – I think – is to not let the list-making and such become overwhelming. As a principle, it’s just there to ensure that you aren’t trying to keep a billion things in your head, and instead are able to focus on what’s in front of you. For me, GTD is about ensuring that I’m OK with what I’m choosing NOT to do at any given moment.
Hope this helps.
It is helpful. If there is a flaw in the system, it’s the sheer volume of tasks that are coming at us. I started setting up my outlook w/ some context tags and already, I’d have one task w/ three contexts: @computer @colleaguename @newbiz … just in case my next time block was to work on new biz projects or at the computer or to meet w/ my colleague.
And if you don’t regularly review, then things pile up so fast. In the end, I know it’s about creating a system to catch the big rocks, to be present at any given moment (as you say), and help grow some margin.
Brett – you bring up a great point about all the sheer volume of tasks. However, isn’t the alternative even worse? If we don’t try to collect organize and reflect on all those items coming at us we surely miss something important. Right?
I know some people try to just collect the big rocks in there system. But I think that is a bit dangerous, as you never know when you might end up tripping over one of the small pebbles you decide not to track.
I think the answer lies in figuring out how to reduce incoming volume of “stuff”, not in ignoring part or all of it but in reducing it before it even comes into our focus. Thoughts?
I agree – removing overall stuff. Delete as much as possible or just decide that a thing isn’t worth putting in the system. That’s a mindset shift that’s worth making.
The system might not necessarily be flawed – or it might be the best system in a world of systems that can’t be perfect, but I know the tough part is just being consistent and developing a trust in the system.
It will just take some tinkering in my particular context (there are a huge number of tiny deliverables and misc. stakeholders that I have to coordinate). Probably similar to anyone else.
This discussion reminded me about the joy that comes from (1) “the optimal being-present state” and (2) consciously making choices about what I’m doing. I love the “cognitive horse power” idea and how this is a must-have. I do think, however, David did change his mind a wee bit about the impact of his word choice as he did explain changing his principles from collect to capture, process to clarify, review to reflect. Todd, you advocate leaders who admit they have changed their minds. Todd’s “What’s going on in your world?” question to David was big as it tapped the core energy of David’s work. Thank you both very much for the experience of getting to listen to and learn with you. MEB
Ah, awesome podcast. This is the first time I’ve visited this site – from the link on David’s Twitter feed. I’ve been a massive GTD fan for a long time, though I’ve chopped and changed the implementation many times. I feel more organized now than ever and, having just started a new business, I find having this in my tool set give me an almost unfair advantage.
I do think one thing he doesn’t talk about too much is the fact that GTD doesn’t replace dicipline. It requires a lot of it to get it started, and it requires consisten dicipline to keep it going. But applying yourself, testing and tweaking the system is very, very worth while.
BTW, I was so excited when I heard mention of the new book I bought it before the postcast was over (from your link, of course!)
Fantastic, Vernon. I agree about GTD not replacing discipline. No system will do that (despite our wishes!) Thanks for your thoughts.
Vernon – totally agree on the discipline part. I’ve been using GTD for years and it’s still easy to accidently stop using one or more of the techniques for a while and then suddenly remember… “Oh snap! – I’m not doing the 2 minute rule” or whatever piece I forget.
“Implementing GTD”? “Geo-specific tasks”? I feel like everyone is trying to be a robot more and more. Let’s not forget we are mammals, imperfect, fluid, moody.