Productivity: getting things done!

How to really get things done  

We are living in a world of information overload and busyness which sucks us into a vortex that leads to overwhelm, stress and anxiety. A Deloitte survey recently showed a massive increase in a lack of focus, clarity and decision fatigue by leaders.
 

• Do you tend to start projects and not complete them or miss vital information?
• Do you sometimes feel you are wearing so many hats and just cannot juggle all the balls in the air?

Today I want to talk about a method that can significantly help you achieve what you need to get done. This is a methodology coined by David Allen called GTD. 
 
David recently launched an updated version of the book he wrote several years ago on productivity called “Getting Things Done” and coined the term GTD. It is a popular task management system that can lead to a rapid increase in your productivity and a reduction in stress, anxiety and all the other negative emotions we feel today.
 
I want to give you a brief overview of this method and how it can help you increase your productivity.
 
Let’s start with this question: How do I get my situation under control? The brain is not meant to be holding onto all the tasks, projects and to do’s we are flooding it with. Using your head as a To Do list is totally under utilising the brain and taking up cognitive space it needs to use for creative thinking, problem solving, fun, relaxation and clarity.
 
So, what are the stages of the GTD method?
The GTD workflow consists of five stages: capture, clarify, organize, reflect, and engage. (The first edition used the names collect, process, organize, plan, and do; the descriptions of the stages are similar in both editions).
 
They are basically 5 steps:
 
1.Capture: identify and capture anything that crosses your mind. Everything whether big or small.
2. Clarify: clarify concrete next steps to action, tasks, projects or outcomes.
3. Organise: put all the items on an external source and in the right place. Diarise the dates, delegate what needs to be delegated, file away material and sort your projects and tasks.
4.Review: frequently reflect and review your lists, updating what’s needed. A weekly review is crucial to this process.
5.Engage: now work on the important stuff. Know your system and work the system.
 
How to get started?
 
1. Clear the space: desk, factory, office, – wherever you work – of all clutter.
2. Brain dump everything. Yes EVERYTHING! From buying dog food to your doctors appointment to appointing your marketing director.
3. Write down everything you can’t finish in the moment that might be relevant to you.

Clarify your list

Firstly, ask yourself these questions:

• What does done mean?

• What does doing look like?

• What would be true at the end of this meeting?

Go through each item and do one of the following:

• If it takes less than 2 minutes, complete it right away.

• If it can be delegated, assign the task to someone else.

• If it’s a non-actionable reference item (eg, a file, document, article, contact information etc.) that you’ll need to come back to later, file it away in a separate reference project or attach it to the comments of the relevant task or projec

• If the item needs to be done at a specific date and/or time, give the task a due date.

• If the task is no longer needed or actionable, delete it.

• If a task requires more than one step, create a project to house all of the items associated with it and identify the one next action you can take to move the project forward.

So, how do you sort through the list? 
 
When reviewing your list, decide the following:
 

• What do you want to accomplish? 
• Get stuff out of your head, organise and review regularly (at least weekly).

“Demons at the gate of all your options and possibilities come running at you.” David Allen
 
“The stress of opportunity creates ambient anxiety.” David Allen
 
It will only serve you if you use it! 
 
Live Better.
Love Better.
Lead Better.
 
Marlene