The GTD Thirty Day Challenge

100 GTD Tips

noreply@blogger.com (Unknown) — Thu, 23 Apr 2009 23:22:00 -0400

I have said that I am a GTD junkie. Here's my list of 100 GTD Tips that have improved my GTD system.

1. Read the Getting Things Done until you're a black belt at gtd.
2. Visit the GTD forums.
3. Use one email account and have all of your email go into one account.
4. Use an online calendar like Yahoo! or Gmail.
5. Put an inbox folder in your briefcase.
6. Use your voice mail as a capture tool.
7. Create a daily review GTD checklist.
8. Stop taking notes on napkins and scrap pieces of paper.
9. Sync your calendar to a blackberry or other pda.
10. Use an online collaboration tool to delegate more effectively.
11. Consolidate all of your email into a Yahoo! email account. It's only $20 a year at this writing.
12. Use an email reminder system as a tickler file and ditch the 43 folders.
13. Create an Action folder instead of individual project files for smaller, short term projects.
14. Use index cards for your ubiquitous capture tool.
15. Try and go completely digital.
16. Store files you access frequently online.
17. Empty your voice mail inbox each time you check it.
18. Empty your text messages each time you check them.
19. Separate the collection, processing, organizing, reviewing and doing phases and do them separately.
20. Keep it simple.
21. Keep your @ calls list in your phone.
22. To get an inbox empty, determine the next action to move it into the system.
23. GTD will not do your work, only you will.
24. Put all of your daily, monthly, quarterly and yearly commitments on your calendar with an email reminder attached to it.
25. Put all of your bills on your online calendar as recurring events.
26. Make sure that all of your GTD components are setup before you start processing.
27. If things get stuck in your inbox, you don't trust your organizational "buckets".
28. Don't process your email from your blackberry or pda. Only process your email when you are at your computer and only delete from the blackberry.
29. Create GTD checklists to eliminate thinking and be able to focus on doing.
30. For your next action lists, start with the one David Allen recommends and considering consolidation once you've got your system running smoothly.
31. Have a capture tool handy when you are on the phone or downloading voice mail.
32. If others don't want to GTD, they won't. Set up your system and lead by example.
33. Create a compact system you can access from anywhere in the world.
34. Word next actions with a verb first. For example, "Call John Doe"
35. On your calls list put the phone number and subject of call with the next action. For example, "Call John Doe 555-0000 re: Million Dollar Project"
36. Word projects as an outcome. "Completed tough project"
37. Set up a project inbox that you empty. Decide if it's a project or someday maybe to empty it.
38. Use a laptop instead of desktop computer.
39. Buy a portable scanner to fax from your computer.
40. Use a labeller.
41. Use plastic folders for your briefcase folders.
42. Use a certain color folder for project folders and another for reference files.
43. Throw away or shred as much as you can get rid of.
44. Get a blackberry with a "Qwerty" style keypad.
45. Process for an hour each day until you get your inbox to zero.
46. Join GTD Connect.
47. Get a big inbox for your desk.
48. Set up an inbox at home.
49. Make a list of all your inboxes so you know what you have to check.
50. Always ask what's the next action.
51. Do your weekly review on a Sunday night.
52. Don't process during your weekly review.
53. If you are having trouble completing the weekly review. Do a little bit of the review each day. Break it down.
54. GTD is like working out or eating right. It's a good habit.
55. Text yourself quick notes.
56. Use timeless events on your calendar (or all day) for informational items.
57. Ditch the paper calendar and go digital. Then print out your calendar.
58. Set up an Action folder in your email for the items you need to process.
59. Use the two minute rule.
60. When you have more time, extend the two minute rule to a five minute rule.
61. Process your inboxes in the same order the same way each day.
62. If you have a ton of stuff collected that you need to process, sort out the urgent stuff and save the rest for later.
63. Start with a clean GTD system and move your backlog to a secondary action inbox for later processing.
64. If you there is no difference between contexts like @ Office and @ Computer, make one list called @ Action.
65. For birthdays and anniversaries put the year in your calendar entry too.
66. Assign days of the week to particular contexts. For example, Monday @ Calls, Tuesday @ Office, and so on. On those days focus on getting those lists processed.
67. Process first in first out.
68. A next action list is just another inbox that you can get to zero.
69. Use a ten minute rule to get things off your context lists. Adjust it up or down depending on your time available.
70. If you fall off the bandwagon, start collecting again and don't beat yourself up.
71. Time your processing to improve your speed.
72. If you get distracted easy, only put one thing in front of you at one time.
73. Crank out the easy stuff to get your lists down in size.
74. You have the same amount to do whether you put it on your lists or not so you might as well put it on your lists.
75. Work in 30 minute segments and take a break.
76. Master your GTD system one component at a time not all at once.
77. If you get your runway actions under control, your projects list will be clearer.
78. If you get your projects list clearer, your higher altitudes like areas of focus and goals will become clearer. It starts with the runway.
79. Separate shared projects with other people from your project lists.
80. Maintain one system for everything if at all possible. One calendar, one email, etc.
81. Instead of keeping separate folders for recurring bills, utilities credit card statements, etc., create a folder for each month of the year and file chronologically.
82. Get on paperless billings and automatic payments for all of your bills.
83. Set up alerts with your accounts to remind you of your statements and payments due.
84. Break all of your work down to checklists to reduce the mental overhead that it takes to remember all of your processes.
85. Write everything down as it comes to you in your capture folder or text it to yourself.
86. Make sure everyone you know uses your inboxes.
87. Create a list of frequently used rewards numbers (Flier, Hotel, etc) with phone numbers in your phone.
88. Make each system consistent. If you have an action folder, waiting for, read review file in your email, have it for paper too. Copy the system that works in one inbox to each inbox system.
89. Master your collection first, your email second and your calendar third. The rest after that.
90. When you process paper, get rid of the trash first, file the reference second, calendared information third and then process the rest.
91. Buy a crosscut shredder.
92. Shred everything.
93. Make your lists digital, but if you are a paper person, print them out and put them in a binder.
94. On paper lists, highlight completed items for a quick idea of what is left to complete.
95. Buy the Getting Things Done book for other people.
96. Go to a David Allen seminar.
97. Buy the audio CD to listen to it in the car or to put on your ipod for listening to while you exercise.
98. Read Steve Pavlina and 43 folders.
99. For Read/Review items, tear out what you need to keep to read instead of keeping the whole items (eg a magazine)
100. Complete my GTD Thirty Day Challenge.

Those are some of my tips I could think of for my 100 GTD Tips. Leave other tips in the comments!

How To Complete A GTD Weekly Review

noreply@blogger.com (Unknown) — Wed, 22 Apr 2009 13:58:00 -0400

Hey apprentices, I know it's been a little while since I've posted. So, I wanted to give you a detailed lesson since you have had to wait. For today's lesson, I have moved ahead a little to day 23, how to complete your weekly review. If you can do me a favor though and click over to my other blog, you can find the post and a video explaining the entire process.

Click this link: How To Do A GTD Weekly Review

Good luck from your black belt GTD mentor.
Michael

How to setup your next action lists

noreply@blogger.com (Unknown) — Wed, 18 Feb 2009 20:42:00 -0500

Welcome to the next lesson of the GTD Thirty Day Challenge and that is how to setup your next action lists or context lists. When talking about these lists, these are the types that I am referring to:

@ Calls
@ Office
@ Errands
@ Computer
@ Agenda

In addition to keeping next action lists, I also use the same system to to keep my project and someday/maybe list.

GTD Next Action Categories

When you are first starting out, I suggest you go straight with the categories he lays out in the book. There will be some temptation to refine your categories when you are setting things up. Eventually once you have your system running smoothly, I'd review the context lists for your situation and evaluate it's effectiveness for you. Resist the urge to modify the system at first.

I think times have changed since David Allen first wrote GTD in that now, contexts in which work are much more blurred and you'll have difficulty choosing which context to work on. Expect some challenges there in trying to work with in the contexts. Eventually, you'll adjust your context lists to match your environment like I have in that I pretty much keep a @ Calls and @ Action list.

Where and how to keep your GTD next action lists

You have two basic ways to keep your lists. One is the low tech way of paper. And, the other is the high tech way of some sort of digital list keeper. If you are a paper person, start with paper. You'll like the feel of crossing things off which I recommend using a highlighter to do.

I personally use a digital list. The options available to keep your lists digitally are numerous and you'll experience some trial and error. I prefer digital because I can back it up and it makes my list look nice and clean. I can also carry my lists in my Blackberry without printing out my lists.

Remember, if you use a digital list keeper to keep your lists, you can still print them out in paper form. I know that when I first started, I used Basecamp to keep all of my lists and then I printed them out and stuck them in a binder. Now, however, I use Next Action software to keep my lists in my Blackberry so I don't have to print them out. While I still use Basecamp for delegating tasks, I keep my action lists in my Blackberry and back them up to Microsoft Outlook.

I think it's a great idea to have your lists with you at all times, particularly your @ Calls list because typically you can make calls from anywhere. Otherwise, get your lists into some sort of system you are comfortable with to complete a big part of where most of your system will be, in the form of lists.

Before I implemented GTD I was a stacker. I used the physical items as reminders for everything I needed to do. These GTD lists comprised the next actions of these physical items and make your work extremely portable and efficient.

When choosing next actions, use a verb. An example of a next action is:

Call Fred 555.555.5555 re: the cool project
Write draft article for blog
Email John about report

These next actions would then go on the appropriate list.

I use the same list setup for my projects and someday/maybe lists. I also use it for my checklists and for my reference lists. Your first step is how to keep your next action lists and then to start putting next actions in the appropriate context for later doing.

Once your processing is done and you've populated your next action lists, the next step is doing and you should view that list as just another inbox to empty. Good luck setting up your next action lists.

Here is a video, I made that discusses some of what I wrote above.

How To Process Your Inbox To Zero

noreply@blogger.com (Unknown) — Sat, 7 Feb 2009 14:04:00 -0500

In today's GTD Thirty Day Challenge I wanted to talk about how to process your inbox to zero. The inbox we are going to empty in this case is your physical inbox.

I think that it's in this area that people have a rough time because they confuse processing with doing. The purpose of your inbox is to get things into your system. While you'll do some quick actions, you'll want to move papers into your organizational buckets as quickly as possible and then actually work from the buckets not your inboxes.

I've put together two videos below to show you what processing your inbox to zero looks like. While there are a couple of nuances that aren't shown, for the most part, this is what it looks like when I process my inbox to zero quickly and efficiently.

What you are going to see in the videos is how I start with a big stack of stuff after I made a mail run along with some other items that got in my inbox. The important thing to note is that while your stuff may be different, the decision making is the same no matter what the stuff is.

You'll notice that before I process my inbox to zero, I get my inbox whittled down to those things that actually need processing. This means I've gotten out all the trash, shredding and filing.

Once I do that, I'm left with a stack of items left in "in" which I then make some quick decisions on what should happen to each piece of paper. You will also notice that I use a folder called "Action" that I put stuff in. The purpose of the Action folder is to place items I need to do but that can be done at any time.

If you have been following the challenge closely, you'll have noticed that in my email account I also have a folder called Action and I've copied that strategy to paper as well. This folder is basically a list. But, instead of a printed list of the things I need to do, the physical piece of paper serves as a reminder I need to take action.

While I don't show it in the video, if time allows I'll then work my way through those items and get my action folder to zero as well. If I'm swamped, I know everything in my inbox has been reviewed and anything urgent brought to my attention.

Anyway, I think in these two videos below, you'll see more than I can explain in words about how to process your inbox to zero.

GTD Tickler File

noreply@blogger.com (Unknown) — Wed, 21 Jan 2009 23:34:00 -0500

What Is A Tickler File?

Welcome to Day 6 of the GTD Thirty Day Challenge where today we are going to talk about how to set up a GTD tickler file, or specifically, how I set up my tickler file.

From what I can tell, David Allen is a big believer in the 43 folders tickler file. If you haven't seen a David Allen gtd tickler file before, it is 12 folders for each month and 31 folders for each day. A tickler folder set up for each day. Right now it's January so I'd have my 31 folders behind January. As each day passes, I'd move the previous date behind February. Since today is the 21st for me. Folders for days 1-20 would now be behind the February tab.

Now, how do you use it?

Today, I had a bill I learned I had to pay on February 3. I don't want to forget it, so I would put it behind my February 3 tab. When that day rolls around, I check my tickler file and it prompts me to pay the bill.

Personally, I am not a big fan of the tickler file for three reasons. The first reason is that it's really hard to remember to check. You'll hear people ask "how can I remember to check my tickler file?" The second reason is that it is not very portable. It's a bulky way to remember things as a they come up. The third reason is each month that you move the tabs, you have to figure out what day items in that month go into and file them a second time.

The tickler file is essential to yours and my GTD set up, however, because you have to remember future items. If you have a lot of physical items then the tickler file is the way to go.

In my case, I don't have tons of physical items and so here is my solution to the above problems with a tickler file and how to implement GTD with it.

How I Set Up My Email Tickler File

First, I put a plastic folder in my briefcase called "Waiting For" that holds all of the stuff I might need to remember to check on a future date.

Next, I created a folder in my email account called "Yahoo Reminders". You'll see this folder if you look at the image of my email folder structure in How To Set Up Your GTD Email. I then set up a filter for all Yahoo Reminders to go into this specific folder and not in my inbox for processing.

Finally, I use my Yahoo! calendar, to enter any item I need to remember and make it an "all day event" with an email reminder scheduled to be sent to me 2 days prior to when I need to do it. As a back up, I also have it text to me as well.

So, let's take the above scenario again. I got a bill today that I need to remember on the 3rd of February.

I go to my Yahoo! calendar and enter an all day event "Pay important bill" with a reminder scheduled for two days prior. I then take the bill and put it in my "Waiting For" folder in my briefcase.

When February 1st rolls around, I get an email from Yahoo that tells me I have to pay the bill on the third. This email goes directly into my Yahoo! reminder folder. I also get a text message as a back up. I do both text and email because it's a good backup for when I don't have access to my Yahoo! Reminders folder from my Blackberry, I've got a text as well sitting right there. Each day, I review my reminders folder or my Blackberry for ticklered items.

This system works fantastic for me. It's extremely portable, it reminds me automatically and I don't have to rethink the items in my tickler when I move the tabs. If you are not using email reminders to help you remember stuff, you have no idea how this can effect your productivity. Even if you use 43 folders, I recommend email reminders 100% to be a part of your GTD system.

That is my version of how to set up a tickler file for maximum effectiveness.

How To Use A GTD Ubiquitous Capture Tool

noreply@blogger.com (Unknown) — Sat, 17 Jan 2009 22:25:00 -0500

What I Use For My GTD Ubiquitous Capture Tool

Today's GTD challenge is about how to use a ubiquitous capture tool. Specifically a capture tool is used get things out of your head so you don't have to count on remembering them later. You can use a capture tool to keep notes in meetings, jot a quick note to remember something later or to brainstorm how to get a project done.

When looking at what kind of ubiquitous capture tool to use, I was looking for ease of use and portability. These are the items I chose.

Spiral Index Cards When setting up my capture tool, I scoured the office supply store looking for different types of potential options and after some trial and error settled on a set of spiral bound index cards that are perforated. Because they are perforated, I can write a note on them and tear them off and throw them in my inbox. Because they are spiral bound, they are always in one place. I keep one in my briefcase and one in my car.

Legal Pad For meetings and brainstorming I use a 8.5" by 11" yellow legal pad. These pages also perforated for easy tear off and tossing in my inbox. I keep the legal pad in my briefcase but don't use it as much as the index cards.

Voice Mail Box While I am driving, I will leave a quick message for myself to pick up later. For awhile, I opted for a digital voice recorder, but this was just one more thing that I needed to carry around and chose to eliminate. I also don't need to buy batteries for my voice mail and I cannot lose my voice mail box either so my messages are secure.

Blackberry I use my Blackberry Curve to text notes to myself for later processing. I do this when I don't want to carry my index cards. I also use Next Action software for the Blackberry and have put an inbox list there too for later processing.

How I Use The Capture Tool

The goal of the capture tool is help you get everything out of your head. As things come to me that I need to remember, I put it into either my index cards, legal pad, voice mail box or I text myself a message.

The best use of my index cards is to always have them handy when I empty my voice mail messages. Later, when I get to the office to complete my processing, I tear the index cards out, throw them in my inbox and put my unused index cards back in their spot and move on. I also use them when I am on the phone to take notes. I also use my index cards to take a quick note here or there that I need to remember. I typically write more than one item per card, although you could limit it to one per card. I make the habit of drawing a big line between items and crossing off items once they are processed. I make it a standard practice not to write on the back of the card for fear of overlooking a note.

Since I've gone to this format, I have seen a significant improvement in my ability to remember everything as I used to try and keep it in my head or write it on a napkin or a scrap piece of paper. Try and make it a practice to listen to your voice mail once, write down the notes immediately and then delete them right away. I use to use my voice mail as a reminder system, keeping messages saved as a reminder. If you have ever called someone only to hear that their voice mail is full, you know you've most likely run into someone who uses it that way.

I used to have that habit. It's an easy one to break and once you start downloading your voice mail once, it's great to hear "you have no messages at this time" when you check it. It's OK during the day to grab a message and leave it there, but make it a practice once or twice a day, get it to empty. You should treat your text messages the same way, get them to zero as well once or twice a day.

I tend not to use my legal pad as often. I mainly use it for brainstorming or for note taking. The important thing is to get your thoughts on paper. It's quick it's easy and very effective. But-tear those notes off and get them into your inbox.

When it comes to using my voice mail or sending myself a text, I do that when I don't feel like carrying my index cards around. It makes me more portable. I have an unlimited text plan and a "qwerty" style keyboard on my phone. It's quick and it's easy.

The great thing about the Blackberry is that it's really just a small computer and it's an excellent list maker, either in it's text and email features or by using a list software application like Next Action. I'd use it for everything except I can't download voice mail messages or take notes on the phone while I am using it. Those items go on the index cards. If I am not on the phone, I use the lists in my phone.

I've heard David Allen say that the most significant area that we can improve on is in ubiquitous capture to record the notes and thoughts somewhere we we will not forget them and that is absolutely true. Resolving to do it is an important skill to perfect in your GTD system.

So, that's how to use a ubiquitous capture tool or at least how I use it. Good luck with getting it all out of your head.

GTD Thirty Day Challenge Overview

noreply@blogger.com (Unknown) — Sat, 17 Jan 2009 00:57:00 -0500

Getting Things Done GTD Thirty Day Challenge

Here is the outline for the challenge. With this outline, you'll have a roadmap of the challenge and where it is headed. Over time, I'll complete the challenge. Be patient as this is just a hobby for me.

Intro: Welcome to the GTD Thirty Day Challenge

1. How to set up your inboxes
2. How to use a capture tool
3. How to set up your email
4. How to set up your trash
5. How to set up your calendar
6. How to set up a tickler file
7. How to set up your next action lists
8. How to set up your someday/maybe
9. How to set up you’re A-Z reference files
10. How to set your projects
11. How to set your project files
12. How to set up your waiting for
13. How to set up your next actions
14. How to get everything collected
15. How to handle your backlog
16. How to process your inbox to zero
17. How to use the two minute rule
18. How to get in to empty (the Holy Grail of GTD)
19. How to use a checklist
20. How to get it all out of your head
21. How to process your context lists
22. How to handle falling off the bandwagon
23. How to complete your weekly review
24. How to put it all together
25. Should I use paper or digital?
26. The higher altitudes
27. Keeping it all organized
28. What to do each day
29. Common GTD mistakes
30. How to become a black belt at GTD

Conclusion to the Thirty Day Challenge

Making It All Work Review

noreply@blogger.com (Unknown) — Sun, 11 Jan 2009 13:00:00 -0500

I recently received an email about my thoughts on David Allen's new book, so here's my Making It All Work Review blog post.

Here's the email I received:

"I have set up an online task list using remember the milk.com and it seems to be pretty effective. I use it with my ipod touch which allows me to work offline as well.

Thanks again for your posts, I was wondering if you have read Allen's new book and if you had any comments on it?"

Aaron

First off, thanks for the tip and the email Aaron. I did pick up Allen's book the day it came out and have read the book. I am big fan of his work and was eager for the new book to come out, got me a diet coke, sat down and read it immediately.

The first comment I have on the book is kind of picky, but I prefer the look and feel of the Penquin publishing paperback, so it just doesn't feel as good with a different publisher in hard back. On to more important stuff..lol.

I think the purpose of his new book was to move beyond the current projects and runway actions that Getting Things Done focused on to the higher levels of areas of responsibility, one- to two-year goals, three to five year visions and your life's purpose. For the most part, the book addresses these levels.

One of the issues facing David Allen in this book is how do you top Getting Things Done. So for me, the expectations were high for this book and I'd have to say that it was less than I expected. It's kind of like when you go to a movie that everybody loves and builds up and when you finally see it, you're a little let down because you expected so much more.

I know that when I read Ready for Anything, I had a similar feeling. Although later after I had my system up and running I re-read it and got more value out of it the second time.

Getting Things Done, on the other hand, I've read over and over and over again. It's the greatest book every written on the subject. I've bought several copies and given them as gifts. I don't see myself getting the same utility out of the new book but I do plan on re-reading it again soon.

Personally, I think there still alot to be explored with GTD and for me, that's perfecting it. Because there is so much choice in how we do things, I think that is where the opportunity for improvement can be made. Choice by it's very nature causes inaction in my opinion. In addition, I still think that when we start everyday we have to rethink our actions again and again and that is always on our mind.

In my vision of perfection, I picture the head football coach on the sideline of a professional NFL game with his big laminated chart that tells him exactly what he needs to do in any given game situation. What play do I run on third down and 2? Do I go for it on 4th down on the 35 yd line or kick a field goal? These are the kinds of questions that come up in games each and every week.

Football coaches spend hours and hours pre-planning every game-time decision that needs to be made so they don't have to think during the game. Collectively, all coaches use the experience of all other coaches to determine the best decision before the game is even played. During the game, when faced with a situation, they look at their chart that tells them what to do. By streamlining their options, deciding ahead of time what they should do, they make fewer mistakes and perform at a high level.

As GTD'ers, that's the kind of thing I think we need to pursue. I've been spending my time breaking down everything I do into actionable steps that I've pre-thought ahead of time. Now, when I sit at my email, I've got a checklist that tells me each step I need to take and what order to take them. The benefit of doing this is that I don't have to think when I check my email. I just go throught the steps. Also, I know what the beginning and the end of checking email looks like. I also know when I am finished. Next, I can note my start time and my finish time and work to improve my time and efficiency. By repeating this with each component of my work and life, I can get all that overhead off of my mind as is intended and not be wondering what done looks like.

For me, that's the kind of book I am looking for and what I am focusing on here. If you are a David Allen fan though, you'll still like the book. So, that's my Making It All Work Review and if you do want to pick it up do so using my link up there at the top.

How To Set Up Your Calendar

noreply@blogger.com (Unknown) — Mon, 5 Jan 2009 17:27:00 -0500

Welcome back to day five of my Getting Things Done GTD Challenge Day 4: How To Set Up Your Calendar. When I was first getting started, the very next thing that I worked on after I learned how to set up my GTD email was learning how to setup my calendar.

Surprisingly, I never used a calendar prior to GTD. I really can't believe that I ever managed. While for the most part, I remembered most of the things that I had to do, there was the occasional slip up that did cause me problems, maybe I'd forget to pay a bill or worse, forget a business meeting. As I've gotten older and my business has gotten larger, I've now to the point where I have so much more than I can even begin to remember and my calendar is packed nearly everyday and it is extremely useful.

For setting up your calendar, there are two basic options. You can choose either a paper calendar or an online calendar. I'd consider Outlook more of a digital calendar because it's usually not connected to the internet unless you are on an exchange server. Personally, I suggest that you use an online calendar over paper for four reasons. Remember if you want paper printable calendar, you can still get one.

My four reasons are:

1. Recurring events
2. Reminders
3. Backup
4. The ability to sync to a blackberry or pda

Recurring Events

The first reason is that there are so many things that you need to remember from birthdays and anniversaries to bill payments and more that recur each and every month or from year to year. If you use an online calendar, you only have to remember to put it into your calendar once and then it's their every time it's supposed to be. I watched my wife copying over her paper calendar the other day because it was the end of the year when I wrote this and I thought, wow, there's a step I don't have to take. It's one less thing you've got to remember to do.

Reminders

The second things about an electronic calendar is that you can set up your calendar online with a service like Yahoo! or Gmail and get a free calendar which will remind you of everything on your calendar via email or text message. I'll talk more about this when I talk about how to set up your tickler file. But for me, I can't tell you how valuable having a reminder system setup through your calendar can be. And to top it off, it's a free calendar too. You can't beat that.

Take today for example. I had a credit card bill that was due today. And, you know how the credit card companies do, if you don't pay your bill on or before that due date, everyone penalizes you even if you miss it by a minute. Two days ago, my calendar emailed me a reminder that it was due today and also text a message to my phone.

Backup

By keeping my calendar online, my calendar is backed up constantly. Because I sync my phone with Yahoo! calendar, if something happens to Yahoo! it's in my phone. And, if something happens to my phone, it's on Yahoo!. With a paper calendar, if you lose it, it's gone and you have to recreate it. Not so with an online calendar.

Synching with a Blackberry

I have a Blackberry which I can sync my calendar to. Now I have my calendar with me in my phone in a much more portable system. When I first started setting up my calendar, I would sync it with Outlook 2003 and print out my calendar onto paper. Nothing works as good as pen and paper, and it was great to have handy. I'd three-hole punch it and put it in a binder. If you are a paper person, this is the way to go because you can have the best of both worlds - paper and electronic. I eventually did away with the paper calendar once I trusted my system and it eliminated printing out my calendar every week and sticking it in a binder. The other reason was that I have so many events on a day that it really overwhelms a paper calendar.

How To Set Up Your Calendar

When I look at my calendar today, I think wow, it's packed with information. But it wasn't always that way. I started where you might and that is with a blank calendar. When you look at the blank calendar, you really don't see the power your calendar has until you have completed it fully.

To set up your calendar, go into the options and setup your preferences. If you use an online calendar, the most important thing you can do is configure your reminders. I personally like Yahoo! email reminder system because you can set two reminders. You can have it email you or text you (I do both). I also choose a standard two day reminder policy unless it requires something special that is my default setup. I also set my calendar to start on Monday's and also to email me a daily calendar each day that I can review. After that, I'd:

1. Enter your upcoming appointments, staff meetings and anything time specific on your radar. If you have kids in school, put those events in your calendar. Same with sports events, spouse commitments etc. Don't forget your GTD weekly review
2. Enter all birthday's, anniversaries and holiday's and make them recur each year. As a side tip, I put the year next to those so I know when someone was born or how many anniversaries they have had.
3. Start putting bill due dates in your calendar and make them recur each month.
4. Put day specific reminders in your calendar, or anything you need to remember on a certain day or anything else you need to reminded of or want to do on certain days.

A Day In My Calendar

I spent the day getting my inboxes to zero after the holiday here and here are some specific examples of how I used my calendar today.

The first thing I did was review my calendar. Someone had a birthday today so I called and let them know I remembered their birthday. I had a bill payment due today, so I made sure I had the funds to cover it.

As I was processing my email, I had a notice for several accounts that my statement was ready. I logged into those accounts, checked my statement, noted the date and amount due and updated the recurring event for that bill with the amount due and adjusted the due date as well for that date only. Some credit cards are sneaky, always moving the date around and this helps me keep from getting burned by that. In many cases, I schedule the payment at this time and then also put in the confirmation number of my payment right on the entry in my calendar. Next month, I already have the account in my calendar and I just adjust the amount and date when I get my statement. I then get a reminder that it is due a few days ahead of time and if I see a confirmation number I know that I've already paid it.

Next, I made a hotel reservation and put the confirmation number on the dates of my stay.

I needed to get something done for someone by a certain day. I didn't want to leave the email in my action folder, so I put the information on my calendar "Call so and so" on that day and moved my email over to my Waiting For folder.

I made an appointment that I had written down and put in my 'inbox'. I put that appointment and the time it was in the online calendar. I also listed the participants in the entry. The email was then filed in Waiting For. As is customary, I'll get an email a few days before the meeting.

Those are just some examples of how I used my online calendar today. Next to getting your email under control, getting your calendar in shape is the next best thing you can do to get a better GTD system running. I suggest you start small, enter the easy stuff like birthdays, anniversaries, holidays so you can start seeing stuff in your calendar. Next, as you get your bills, start putting those in as recurring events. Put the contact number in with the bill so you have the information at hand to contact them if you'd need to. Each month, go through this process with each item that comes through your inbox and ask:

"Is there anything that I need to remember here each month?"

You'll be amazed at the information that should go on your online calendar just like I was. Good luck setting up your calendar. If I can help in any way, let me know. It's best to put your questions in the commments and I can answer them right on the site.

Here's a video I did on GTD calendar setup:

How To Set Up Your GTD Email

noreply@blogger.com (Unknown) — Fri, 26 Dec 2008 20:05:00 -0500

Today is day 3 of my Getting Things Done GTD Thirty Day Challenge and is about how to set up your GTD email. Because of the way the internet works, I need to setup links on other sites to help drive traffic to this one. Because of that I've posted today's GTD challenge entry on a hubpage for you to view. The link to the hubpage is:

How to set up your GTD email

How To Set Up Your Trash, Shredding

noreply@blogger.com (Unknown) — Mon, 1 Dec 2008 16:01:00 -0500

Today is day four of my Getting Things Done GTD Thirty Challenge. Yesterday, we spent time identifying where all of your work comes from and the need to make sure that you channel everything into your GTD system through designated inboxes that you have clearly identified and thus will know to check them. I also encouraged you to make a word or excel file of your list of inboxes to start the basis for a daily review. If you haven't done day one, be sure and complete that step.

I'm going to work my way clockwise around the ring of the workflow diagram to continue our discussion of getting your GTD setup complete BEFORE you start collecting and processing your stuff. The reason for this is because if you are missing a piece of your setup, it will backlog your system.

The next component around the ring is your trash. I think trash does deserve some discussion and for the most part setting up your trash will be an easy thing. So, day two should be easy! Did I say go back and do day one yet? Oh I did, that's right. Well for those of you reading ahead, make sure you complete each step.

There are three things you can do with trash.

1. Throw it away without shredding
2. Shred it
3. Recycle it

In my case, I don't really recycle at this point so I have the first two.

When I first set up my GTD system, I noticed that during my processing I'd find things I didn't want to file but wanted to shred. Credit card offers, convenience checks, old statements. I hadn't really integrated my shredding into my system and therefore created a backlog of paper sitting in bags waiting to be shredded.

Then, I finally started taking my shredder on the road with me. I used to even throw the bags in my car and shred in the hotel while I watched TV. Once I got that backlog shredded, and wore out my shredder, I bought a new one.

TIP: Make sure that you buy a crosscut shredder that cuts your paper both ways. Here is an excellent shredder I'd recommend you pick up.

Fellowes 32197 Powershred SB-97Cs Shredder

When you process make sure that you have your trash can, shredder and recycling box right by you when you process your inbox. When I travel, I have a folder called "FILE, OUT, SHRED" and I put everything that needs shredding in there when I am travelling. (I no longer take my shredder with me...) Then, when I get home I shred it.

As a final word on trash, make sure that you throw away as much as you can. I did a video on trash and you might find more on trash that I failed to mention but I can't remember for sure.

Well, that's it for today. As I get time, I'll add more to my Getting Things Done GTD Thirty Day Challenge.

How To Set Up GTD Inboxes

noreply@blogger.com (Unknown) — Sat, 29 Nov 2008 22:55:00 -0500

This is day one of my Getting Things Done GTD Thirty Day Challenge and the first place we are going to start with is setting up your GTD system and more specifically your inboxes.

As we go through the challenge, I'm going to encourage you to take a long range approach to setting up your GTD system. I suggest that you start with the front end of your system and perfect it one step at a time.

Before you start running stuff through your system, your first order of business is to get your GTD system completely setup before you start collecting, processing and so on. What I did was take the GTD workflow diagram in the book on page 32, (and also available on David Allen's website in pdf format) and look at each component.

You'll notice that at the top it shows the first thing in your system is "IN." This is where you start. When I first started setting up my GTD system, it was my feeling that "IN" only referred to my physical inbox and my email inbox. However, when looking at "IN," open your mind to where everything comes into your life. You then want to make sure that you take all of that stuff and funnel into your inboxes.

This is the first skill you want to learn to master. Make sure everything runs through your designated inboxes. The toughest thing to get into your GTD system are your notes. You know the things you write on napkins. The backs of papers, anywhere you can find. Get into the habit of using one capture location like a spiral index cards or notepad to make all of your notes. If you cannot get it into your system, call your voice mail and leave the information there or text yourself a note for later collection. Get it into the system so you will not lose it!

What really matters here is that you create a net wide enough to capture everything into your workflow. I know at first, I felt overwhelmed by the sheer volume of stuff sitting in my inboxes. The thing is, don't focus on the volume, focus on the GTD workflow. You have the same amount to do, whether you hide it or not. Let the system work for you by letting it create a place to park everything so you know where it is and we will worry about doing later.

So, here is the GTD plan.

1. Get each component of your system in place, starting with inboxes.
2. Perfect each component one at a time.
3. Don't start with collection. Start with your setup. Start with your inboxes.

Think of all the places that your stuff enters your life and make a list of each place. Your list might look like this:

Physical inbox
Email inbox
Voice mail
Text messages
Snail mail
A capture tool like index cards, notepads, etc.
Fax machine

Remember too that you might have more than one physical inbox. Maybe one at work, one at home and one in your briefcase. I have more than one snail mailbox, voice mail and emails as well.

Your revised list might look like this then:

Voice mail 9693
Voice mail 8582
Voice mail 6328
Voice mail 3775
Voice mail 6116
Text 9693
Text 8582
Text inbox in Blackberry
Alerts 9693
Alerts 8582
Email glg
Email blackberry
Email bbbones
Email kidsmakemoney
Email ttEmail tt(1)
Paper index cards
Paper note pad
Paper notes on action lists
Paper notes
Paper loose in car
Paper in wallet
Paper on printer
Paper in project folders
Paper on fax machine
Mailbox 12814
Mailbox 1508
Mailbox 11650
Mailbox 8906
Physical inbox folder in briefcase
Physical inbox home

Get the idea? Make a complete list of all of your inboxes in a word file or excel spreadsheet because later on down the road we will be using that list to create a daily review.

Also, make sure that if you don't have an inbox to collect stuff make sure you put one in place. I didn't use to have one at home or in my briefcase and now I do. I'd suggest that you get a large inbox and preferrably one that stands alone, not those stackable trays. Get something sturdy and big.

Since I travel a lot, I used to take on the road with me a large plastic container, like for files at first, then downsized to a smaller plastic container. Now I carry a folder in my briefcase for my inbox. It took a couple of years to get to that point. Be patient. Just get started and you will pick up momentum.

Here is a video I did on inboxes that has some additional tips.

OK. That's it for today. I'm working on Getting Things Done GTD Thirty Day Challenge as I get time and look for the next day soon.

Welcome To The GTD Thirty Day Challenge

noreply@blogger.com (Unknown) — Sun, 23 Nov 2008 09:32:00 -0500

Introduction To The GTD Thirty Day Challenge

Welcome to my Getting Things Done GTD Thirty Day Challenge. I'm pleased to put together my GTD next action plan to help you get the most out of Getting Things Done by David Allen. I am nearly a black belt at Getting Things Done but don't worry if you are not. Just get started and try and do better each day. Start at the beginning. Work to get one component of your system in shape and then work on the next.

When I first started around 2005, I didn't even know how to set up a calendar (which I am ashamed to say), and had stacks of paper and thousands of emails. Now, it's all under control and organized in my system.

I think the book gives you the impression that you can get your GTD system in shape in a weekend and all is perfect from there. But for me, it didn't happen that way. I started small with email, then moved on to my calendar and then to the other areas of my system over a period of months and years to the point where now I have empty inboxes and an empty head.

I think that's what we all want from GTD. The realization of the stress-free productivity that David Allen promised us. Our inboxes at zero. An empty and clear head. I am hear to tell you that the system does work as advertised IF you apply it. I've been a student of Allen's system for several years now and can attest to that.

What follows in the GTD Thirty Day Challenge is the roadmap I followed to get to black belt status. If you are joining me as I get started making these posts, you may not find all 30 lessons yet. Be patient. They are on my project list and will work their way into the challenge as soon as possible.

The thing about the internet is that you can't get traffic without content. And, you don't feel like putting out content if you have no traffic. For now, I am writing these posts live so the internet can find them and index them so it is possible that some of you will find them before they are complete because I don't expect anyone to find them. Surprisingly, they've already been seen around the world - see the update below.

Once the lessons are here, work your way through them. I am not going to take them away. I can't stress enough the process you should follow. Master one area and then move onto the next. Work at your own pace and don't beat yourself up about it if you struggle from time to time. Everyone does.

GTD Next Actions

1. Buy Getting Things Done: The Art of Stress-Free Productivity

2. Visit the Getting Things Done forum there. Many questions are already answered there.

3. Use the comments section below to introduce yourself. Let us know where you are from and where you are in your journey with Getting Things Done.

UPDATE: So far, I’ve had people from Australia, the Netherlands, Germany, France, Canada, Japan and more come to these pages already to work on setting up or improving their GTD setup. I’ve even had a chance to talk with a few people and am starting to make some friends worldwide now. It’s amazing how the internet can reach so many people.

4. If you haven't signed up for my email updates, go to my Black Belt GTD Project to get on my list.

5. Follow me on Twitter: BlackBeltGTD

6. If you like what you read, click the "ShareThis" button below. It will help get the word out about the challenge.

That's all for today and look forward to talking with you again on Day 1 of the GTD Thirty Day Challenge.

How To Use A GTD Checklist

noreply@blogger.com (Unknown) — Wed, 19 Nov 2008 19:17:00 -0500

If it's your desire to become a black belt at getting things done, then you need to start developing a GTD checklist for everything you need to do.

Why? To get everything else off of your mind.

You see, as good as getting things done is, I don't think that it goes far enough in emptying the brain of the mundane tasks that I have to each and every day. I want to wake up and know what I need to do without thinking.

Once you've got your system in place and it's working for you, then you need to perfect it and you do that by breaking everything down into a gtd checklist.

You want to be like the NFL coach with the big sheet of paper that tells you what to do in every situation that you might face during the day. Ever wonder why they do that? It's because they have spent hours and hours of time knowing every decision they'll need to make in a game and boiled it down to one big checklist. You need to do the same.

The Daily Review GTD Checklist

Use your planning time to plot out what the perfect day would look like if it happened exactly as you planned it. At first, you may not be sure what the perfect day should look like and so therefore, you'll want to start small and write down what you do in the course of a day.

Get up at 7am
Walk for 30 minutes
Eat a breakfast
Take a shower
Get email inbox to zero
Check voice mail
Empty physical inbox

And so on. Break everything down and don't leave anything out. The more specific you are the better. When your daily review GTD checklist is complete, you won't have to think about what you need to do you'll have already thought that part out and you can get right down to doing. When you are not sure what the next action is, you can review your GTD checklist to see.

I suggest that you break your list down into at least two parts:

1. A morning checklist
2. And, an end of day checklist

Don't worry if you compile a long checklist. Most of the actions, you do anyway and this will make things more of a habit for you.

The benefits of doing this are:

1. You'll know each thing you need to do everyday.
2. You won't forget to review anything
3. You'll know what done looks like, or when work is finished.

That last one is a big one.

I work for myself and therefore, am constantly thinking about work. Work never seems to be done. Even with David Allen's getting things done system, gtd made me feel better about knowing what had to be done, but not when I could call it quits for the day and know I didn't forget anything important.

Getting Things Done Fast

Once you know what you have to do, the next thing you can work on once your GTD checklist is complete is the speed you do it. Make a place to note the time you started working on your checklist and when you finished.

Once you've completed a daily review as well as weekly review, you'll know that you have mastered your workflow when you then see how fast you can get through it, and later learn how to delegate it.

I can't tell you how great it is to know:

I've reviewed all my voice mail, email and physical inboxes and they are at zero
I've review my calendar to know what is on my plate for the day
I've completed my checklist to know that I've got a system I'm working and know what done looks like

Get to work mastering your workflow today by analyzing your work to the smallest component. A GTD system is not complete with out a daily review GTD checklist.

About Me

noreply@blogger.com (Unknown) — Mon, 3 Nov 2008 12:10:00 -0500

I am a getting things done junkie. I spend a lot of time perfecting my getting things done gtd system.

I work in sales and use GTD everyday. I have since 2005 ever since I picked up David Allen's book. I hope my site and tips help you implement your GTD system and get you to a black belt level. If it has, then I encourage you to make a donation as I do this site for free.

To contact me, just leave a post on this page.

Your Black Belt Mentor,
Michael
Getting Things Done with GTD

Getting Things Done GTD Tips 1

noreply@blogger.com (Unknown) — Sat, 11 Oct 2008 10:58:00 -0400

You’ll get the most out of these tips if you have already read David Allen’s book Getting Things Done and started the implementation of your GTD system. In my opinion, this is one of the best business books on the market. If you have not started that process then you’ll want to start there and then come back to this guide. This guide is meant for those who understand Getting Things Done and have a GTD system but who are struggling to get their inboxes processed to zero each and every day.

Getting Things Done GTD Inboxes Tips

In order to get to become Black Belt with your GTD inboxes, they need to be checked and processed daily to zero. At first, this will be difficult, but with time, you can get your inboxes to zero each and every day. In addition, you’ll need to commit yourself and others to funneling everything into your inbox system so that your system is airtight and nothing falls through the cracks.

Three years ago, I started with stacks and stacks of paper and thousands of emails in my inbox. If you would have told me then that I could process my inboxes to zero and be getting things done with GTD, I would have called you nuts. To make matters worse, I work on the road about two hundred days a year. Today, though, I reduce my inboxes to zero on a daily basis. How did I do it? What follows is the exact strategy I used to get my getting things done gtd inboxes to zero each and every day.

GTD Project Outcomes

The overall outcomes for this getting things done gtd project are:

You’ve identified, set up and consolidated your inboxes to the fewest you need
You’ve made a checklist of each of your inboxes and listed them in order from easiest to hardest to get to zero and listed your physical “paper” inbox LAST
You’ve made sure that all of your stuff goes through your designated inboxes
You’ve made a checklist on how to get each inbox to zero
You’ve started working on mastering your inboxes on a daily basis

You’ve Identified Your Inboxes

Your first step is to identify each of your getting things done gtd inboxes. When I first setup my system, my main focus was on my physical “paper” inbox. I now know that I have many additional inboxes such as a mail box, voice mail and even an “in” folder in my briefcase. What inboxes you need will be different than mine and will be determined by your workflow situation. Take the time to analyze where your workflow is coming from and set up getting things done inboxes accordingly.

Once you’ve identified your inboxes, determine if you can eliminate your inboxes or merge them into another inbox. Email is an excellent example of where consolidation will do you the most good. I personally have several email addresses and they all go into one single account. While it might not be possible to eliminate any, review the possibility because the fewer places you have to check the better.

There are a few additional inboxes you’ll want to make sure that you have.

A roomy physical inbox at home and one at work
A folder labeled “Inbox” for your briefcase for transit. I use a plastic folder to handle all of the wear and tear of daily use
A capture device for note taking that you have with you at all times. I use a set of 3x5 spiraled index cards and when necessary I use my Blackberry to record notes as well

When it comes to managing your paper “in”, you’ll find that you’ll spend some time choosing your inboxes to your liking. When I started, I had a big plastic file case as my inbox for papers and now I could really get by with a folder. Your system will evolve with you and you’ll modify your setup over time but having a checklist will not. Fine tune your GTD inbox checklist to allow your work to flow fast through your system.

You’ve Made A Checklist Of Each Of Your Getting Things Done GTD Inboxes And Listed Them In Order From Easiest To Hardest To Get To Zero And Placed Your Physical Inbox LAST On The Checklist

Once you’ve identified each and every inbox, you then should make a checklist of all of the inboxes you need to check. This checklist will be the foundation for what will later become an integral part of your daily review checklist that you’ll be building into a complete Black Belt system later.

Make sure that when you make this checklist, put your physical “paper” inbox last on your list. As we check the inboxes from the top down, we will be pushing everything down to that inbox.
On the next page is my checklist of inboxes. You’ll notice that I grouped similar inboxes together.

Getting Things Done GTD Checklist:

VOICE MAIL: 8582
VOICE MAIL: 9693
VOICE MAIL: 6328
VOICE MAIL: 3775
-----------------------------------------------------------
TEXT: 8582
TEXT: 9693
-----------------------------------------------------------
MAIL: Piccadilly Circle
MAIL: Olio Road
MAIL: 86th Street
MAIL: 96th Street
-----------------------------------------------------------
DIGITAL: Blackberry
DIGITAL: Email
-----------------------------------------------------------
PAPER: Gather loose papers
PAPER: Spiral index cards
PAPER: Briefcase inbox folder in inbox
PAPER: Inbox at home/home office
-----------------------------------------------------------
GTD BLACK BELT: ALL GETTING THINGS DONE INBOXES TO ZERO
-----------------------------------------------------------

You’ve Made Sure That All Of Your StuffGoes Through Your Designated Inboxes

Once identified, commit yourself to funneling all of your stuff through the inboxes for processing. Let your family and coworkers know that they should do the same.

Make sure that you are no longer using places like your car and kitchen counters as inboxes. Also make sure that you are taking your notes in your capture tool and not on napkins and scrap pieces of paper to eliminate leakage of things that should go into “in.”

You’ve Made A Checklist OnHow To Get Each Inbox To Zero

For each inbox, figure out what it will take to get that inbox to zero and write down the steps in the form of a checklist. By doing this, you’ll take the thinking out of your processing and won’t have to think about what the next step in your processing is – you will have already thought about it.

By reducing your getting things done processing to a checklist of action steps required, you’ll realize two great benefits. The first is that you won’t have to think about your processing system while you are processing, you’ll just process. Second, you’ll know what a completed getting things done processing session feels like. And, by knowing what a completed processing session looks like, you won’t be worried about whether you’ve processed everything or not, because you’ll know.

Below are the checklists to get my inboxes to zero from easiest to hardest.

Checking Voice Mail

Get spiral index cards and pen
Check voice mail
Write down all messages on index cards
Delete all messages
Clear all alerts
Return all calls that can be returned now
Record any notes on index cards
Put notes in physical inbox
Repeat for all voice mail boxes
-----------------------------------------------------------------
GETTING THINGS DONE GTD BLACK BELT: ALL MESSAGES EMPTIED
-----------------------------------------------------------------

Checking Text Messages

Get spiral index cards and pen
Review text messages
Complete any two minute actions
Write down messages on index cards that require actions
Delete messages that are completed
Put notes in physical inbox
Repeat for all text message inboxes
-------------------------------------------------------------------------
GETTING THINGS DONE GTD BLACK BELT: ALL TEXT MESSAGES TO ZERO
-------------------------------------------------------------------------

Checking Mail Inboxes

Pick up mail
Open all mail
Throw away all trash
Shred private items
File all informational mail
Put remaining items in inbox
Repeat for all mail boxes
-------------------------------------------------------------------------
GETTING THINGS DONE GTD BLACK BELT: ALL MAIL BOXES TO ZERO
-------------------------------------------------------------------------

Checking Blackberry

Get spiral index cards and pen
Check Next Action Inbox
Take care of any two minute actions
Record any longer actions on index cards and put in physical in box
Dlete items in inbox
Check Next Action Waiting For
Check off any Waiting Fors completed
-------------------------------------------------------------------------
GETTING THINGS DONE GTD BLACK BELT: BLACKBERRY INBOX TO ZERO
-------------------------------------------------------------------------

Checking Email

Open email
Open calendar
Log into basecamp
Get Blackberry
Process Inbox – Mark spam, delete trash, process and move to Archive Folder less than two mnute emails and move action items to Action Folder
Review Spam folder to make sure that it’s all spam
Empty Spam
Review Yahoo! Reminders for actions and move to Action Folder
Review Waiting For folder for actions and move those to Action folder
Review To Print folder for things to print
Review Read Review folder
Process Action Folder to zero
Empty Trash
Close email
-------------------------------------------------------------------------
GETTING THINGS DONE GTD BLACK BELT: ALL EMAIL TO ZERO
-------------------------------------------------------------------------

Checking Paper Inboxes

Gather loose papers and put in physical inbox
Tear out index cards and put in physical inbox
Empty briefcase in folder into physical inbox
Set out the getting things done workflow diagram
Using the getting things done workflow diagram as a guide, work from the top down to process each paper into the system
-------------------------------------------------------------------------
GETTING THINGS DONE GTD BLACK BELT: ALL PAPER INBOXES TO ZERO
-------------------------------------------------------------------------

You’ve Started Working
On Mastering Your Inbox On A Daily Basis

Once you’ve identified your getting things done inboxes, made a checklist of them and developed a plan to empty each inbox, your next course of action is to start mastering your inboxes on a daily basis. Start with the very first inbox on your list, follow your checklist to get it to empty.

Using my list as an example, the first inbox on my list is a voice mail box. My first benchmark I want to strive for is emptying that voice mail inbox to zero today and then each day following. Once I have it to zero and am emptying it every day, I’ll move onto the next inbox and do the same thing – mastering one inbox at time.

The goal at first is get some “wins” or a feeling that at least something in my system is at Black Belt and move Black Belt down through my system of inboxes one inbox at a time.

More importantly, by creating these checklist, you’ve defined what done looks like for each inbox and should then create a master daily processing checklist merging each inbox checklist into one comprehensive daily checklist.

My Daily Getting Things Done GTD Processing Checklist

Get spiral index cards and pen
Check voice mail 8582
Write down all messages on index cards
Delete all messages
Clear all alerts
Return all calls that can be returned now
Record any notes on index cards
Put notes in physical inbox
Repeat for voice mail boxes 9693, 6328, 3375
Review text messages 8582
Complete any two minute actions
Write down messages on index cards that require actions
Delete messages that are completed
Put notes in physical inbox
Repeat for text message inbox 9693
Pick up mail from all locations
Combine and open all mail
Throw away all trash
Shred private items
File all informational mail
Put remaining items in inbox
Check Black Berry Next Action Inbox
Take care of any two minute actions
Record any longer actions on index cards and put in physical in box
Delete items in inbox
Check Black Berry Next Action Waiting For
Check off any Waiting For’s completed
Open email
Open calendar
Log into Basecamp
Get Blackberry
Process Inbox – Mark spam, delete trash, process and move to Archive Folder less than two minute emails and move action items to Action Folder
Review Spam folder to make sure that it’s all spam
Empty Spam
Review Yahoo! Reminders for actions and move to Action Folder
Review Waiting For folder for actions and move those to Action folder
Review To Print folder for things to print
Review Read Review folder
Process Action Folder to zero
Empty Trash
Close email
Gather loose papers and put in physical inbox
Tear out index cards and put in physical inbox
Emty briefcase in folder into physical inbox
Set out the workflow diagram
Using the getting things done workflow diagram as a guide, work from the top down to process each paper into the system
-------------------------------------------------------------------------
GETTING THINGS DONE GTD BLACK BELT: INBOXES TO ZERO
-------------------------------------------------------------------------

Process Up To An Hour Once In The MorningAnd One Half Hour At The End Of The Day

I use a checklist similar to the one above each morning shortly after I get up and at the end of the day. Since I work from home or in a hotel, it might be easier for me to get right into it. I allow an hour in the morning and at night. But as my system has gotten better, many times, I do not have to use all of that time. If you can only process in a half hour, do it in a half hour.

Carve the time out of your schedule and make it a sacred time just like it’s suggested that you do with your weekly review.

What you’ll find is that by using your checklist, you can work faster than you thought. Note the start time that you begin processing and how long it takes you to finish. If you do not get finished, the next time you process, try and get further down the checklist, trying to do better each time.

With time, you’ll find your end of day processing may not take but a few minutes.

Dealing With An Initial Backlog

Once your GTD processing system is set up and running, you can intensify your getting things done collection efforts. If you are like me, your physical inbox will be overwhelmed from the get go and you might have thousands of emails backlogged in your system. These will be the two types of inboxes that are hardest to get to zero.

Here is what I recommend.

For Paper

Scan your backlog for anything pressing put it in your inbox
Stack your backlog in a specific location. A big box, corner of your office for later processing
Keep current on anything new that comes in your inbox
Work through your back log during the time you schedule each day to do your processing and when you schedule your weekly review

For Email

Scan your email for anything pressing and move to your Action folder
Create a folder called Action Backlog and move all backlogged emails there for later processing
Keep current on anything new that comes in your inbox
Work through your back log during the time you schedule each day to do your processing and when you schedule your weekly review

You Can Use The Weekly Review To Get Your Processing Under Control

Chances are that when you started with GTD, you were not doing a weekly review but maybe getting more things done. Many people complain that when they start doing weekly reviews that they take several hours and they get frustrated.

Although you can follow the weekly review structure, I suggest that you start by giving yourself permission to use that time to get rid of your backlog and work on getting the front end of your system in good working order.

Later, you can fine tune the weekly review, once you solve the problems on the front end.

Falling Off The GTD Bandwagon

You’ll inevitably get overwhelmed from time to time from too much in your inboxes and you’ll lose the momentum you generated. Don’t worry about it. Pick up your checklists and start from the beginning again. After awhile, you’ll fall off the wagon a lot less because you’ll have a roadmap already made to get you right back on the wagon. And, you’ll recover a lot faster.

Next Action: You Can Do It!

Set realistic expectations on getting your inboxes to zero and you’ll slowly improve your system to a habit of reducing them to zero each and every day. I can tell you from experience that it is without a doubt one of the best feelings you can have at work, to have nothing in your inboxes and in a trusted system.

For me it didn’t happen overnight, but now that I am there, it’s an easy thing to keep that way. If I can do it, anybody can. Good Luck!

Visit http://www.blackbeltproject.com/ for more information.

If you follow these getting things done GTD tips, you'll be getting things done with your GTD inboxes in no time flat.

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Getting Things Done GTD Tips

noreply@blogger.com (Unknown) — Sat, 11 Oct 2008 10:14:00 -0400

Welcome to Getting Things Done GTD Tips. This site provides tips and techniques for people beginning GTD. If you have questions not covered in Getting Things Done GTD Tips please feel free to email your question to support@gettingthingsdonereview.com.