Home · Book Reports · 2017 · Getting Things Done

designates my notes. / designates important.

Thoughts

• I listened to the audio version of this while I was sleeping over a week or two so these notes are not at all comprehensive to what was presented.

My Version

Update for 2022-11-02

I have since moved, as of late 2021, to using Obsidian. I follow the same general idea outlined below, but generally within Obsidian. It allows me to use tags instead of folders and to query the data inside it with the dataview plugin. The data is all raw markdown, so I can also edit things directly with vim.

I have also continued to use the daily spreadsheet to help keep myself on track with various recurring tasks I want to accomplish. This is not very specific and includes things like “read” or “exercise”.

• Since I don’t have a fast paced corporate lifestyle, my version of lists and folders is simpler.

• I use a “projects” folder to hold files of interest and subfolders of things I have or want to be working on. These subfolders might have a book, the notes from that book, and images extracted from the book or a computer program or article I might be writing.

• I have another “notes” folder that contains mostly text files like “shopping_list.txt”, “writing_ideas.txt” and the generic catchall “notes.txt”. Under “notes” is a “goals.txt” file that I put the projects I want to complete based on seasons.

• My last organization folder is “logs”. Here I keep logs of whatever it is I might be working on long term. I keep things like a mood log and an exercise log here. I find these keep me on point when it comes to mundane recurring activities like exercise that I wouldn’t keep on a to-do list since it would always be on the list. Updating these logs gives me that “accomplishment” feeling of checking something off a to-do list.

• For timing and calendar based things I use orage liberally. I have reminders scheduled for taking pictures of or planting things in the garden, garbage night, and other recurring or single shot events. I have a seasonal reminder to update my “goals.txt” note file.

• After I finish a project or no longer need a log/notes file, I move it to an archive folder with the same basic structure as the “live” folders.

• There is a little more to it than this, for example I have a “code” folder with subfolders for python and c++. Each of them has most subfolders for each program I’ve written. It is basically a toned down version of the lists and folders method described in the book.

• I used to use a spreadsheet with columns being days and various rows being the tasks I wanted to work on. I would the log the number of hours I put into a given task. I found this to be somewhat overkill for day-to-day private use, but would use it if I had to track something like billable hours.

Table of Contents

• Lists
• Inbox
• Calendar
• Folders
• Reviews

· Lists

• You can sort your lists, or have separate ones, to identify what actions you can take where. For example all of you phone based to-dos might be on a list (near your phone) while all your errand based to-dos might be on another list (in your car). This allows you to focus only on the tasks you can actually complete.

Lists of projects

• General list of all the projects you are working on.

Next action list

• Next action list for specific things that need to be done to advance each project.

• This prevents you from having to think about what step you should work on.

• It may not seem like much but apparently it has numerous benefits. For example if you have low energy and you look at a list of your projects, you might not have enough energy to sort out what needs to be done. If, on the other hand, you can see exactly what steps need to be taken, you can choose something simple to suit your low energy mood.

• If you keep everything organized, when you have low energy you can do something easy. This “accomplishment” might jump start your energy levels. Even simple things like water the plants and refill your stapler can be good low energy tasks.

• Instead of writing “tires” (or “get new tires”), which could go on your project list, you write “call mechanic and make appointment”. If you don’t have the number you might write “call Fred to get the mechanic’s number”.

• Can visualize this as an outline with your top level projects as roots.

“Waiting on xxx” list

• A list of things you are waiting to get back from someone before you can take more action with.

“Possible/maybe in the future” list

• A catch all for anything you might find interesting but don’t have the time for now. Punt it to the future.

• Review quarterly or so.

Person lists

• Can have a list pertaining to things you want to discuss with a particular person. You can then review the list before meetings to have the topics fresh in your mind.

· Inbox

• Husband and wife use inboxes for one another. Even when they are only a few feet away from one another they still use them. This allows them to not disturb one another while they are working and allows them to focus on each other during their time.

• Get up to date and try to keep your inbox empty or nearly so.

• If something will take less than 2 minutes, do it.

· Calendar

• Your calendar should only have things that must be done on a given day, not things you could or would like to do on a given day. If you have 3 phone calls listed that you want to make today, but only 1 has to be made today, you might forget when you are inundated and forget to make the mission critical call.

· Folders

• Can keep a set of folders that allow you to “mail” things to your future self. Have one folder for each day of the month and one folder for each month. You can reuse the 31 daily folders. Put future items in the appropriate day folder and look every morning at what is in there. Move the current day to the next month folder. If you want to “mail” something for next month, put it in the month folder outside of any day folders (it may be the only thing in the month folder). When you get to a new month, check if there are any loose papers and file them under a day during that month.

• This can be translated to computer folders with even more ease. You can simply have one folder, or 12 months folders, and preface the filename with the date you’d like to look at it. Check daily. No need to rotate physical folders.

Reference

• A few file cabinets kept at arms length for reference material. This is probably all but obsolete with things like Evernote and scrapbook.

• If you still use hard copies, keep them all alphabetically sorted. No need for sub sorted topics. Go through every year and clear out the deadwood.

· Reviews

• A weekly review to keep you on point.

• Another review every few months to make sure you don’t lose track of your big picture.