Things I learned from Implementing GTD
Date Posted: September 24th, 2009
Over the past month or so I’ve been seriously implementing David Allen’s Getting Things Done stuff management system (SMS) in my life. The book has been reviewed and expanded upon by many, many people, so rather than bore you with yet another review, I’m going to go into some of the things I’ve learned from the process of starting to use a stuff management system.
Read Your Favorite Stuff Management Book Twice
Of course, this doesn’t just apply to stuff management. Relationship books, personal development books, and fitness and music technique books are all the sorts of books that ought to be read more than once if you want to really implement their systems. The first time you read the book, you’re probably doing it to get a feel for the system. Does it resonate with you? Can you envision yourself using it? You get excited about the system, but you won’t retain everything in it nor will you know what does or doesn’t work for you.
The second time you read the book should be while you’re in the midst of implementing version 1.0 of your system. That way you can get ideas on how to improve it, and see what of the book’s system doesn’t work for you and why. Also reading about how to improve your life gets you excited about improving your life. It’s a way to motivate yourself to stick with the program until it’s second nature.
I first read GTD in March 2008. I read it the second time earlier this month. I definitely resonated with it the first time around, enough so that I started using the file folder system, but I didn’t use the whole system. When I decided to try using the whole thing, I thought I remembered the essentials of the system, but there was still stuff I missed. (That happens when you haven’t read a book for a year and a half…) For instance, I’d completely forgotten all of the chapters on project management, or that I could use my online calendar as a tickler file, both things I’ve found immensely useful. And, of course, reading the book during the first few weeks of implementation got me very excited about organizing my life. 
Figure Out What You Want Your System To Do For You
After or during your first read of the book, figure out what you want the system to do for you. The book undoubtably promises a lot of good things for you if you use its system. Which ones seem the most enticing to you? You can do it in your head, but writing it down forces you to clarify your thoughts. The reason for this step is so that you can filter out the ideas that don’t help you achieve what you want.
Here’s the list of things I want out of my SMS
- Confidence that I’m keeping track of all my open loops
- Ability to keep schedule and things to do out of my head and in a place I can always access
- Greater Awareness of the status of my life
- Ability to be easily reminded of what’s important to me
- I don’t want it to be too obvious that I’m using the system. (i.e. planner can’t be too giant)
- Ability to use system on autopilot
- Ability to brainstorm anywhere
This list filters out some stuff. A legal size planner is right out. I’d need a giant purse to lug it with me, and as soon as pulled it out I’d feel like everyone was looking at me. It can’t be too small either, though, because I can’t brainstorm on tiny paper or an iPhone. The system can’t be too complicated, otherwise I don’t stand a chance at doing it on auto-pilot. And it can’t strictly be a series of to-do lists, because I can’t get the big picture with to-do lists.
What Do You Already Sorta Know You Want?
Do you envision yourself carrying a planner? Can you see yourself typing in your notes to self on your blackberry? Do you see yourself using your online calendar? What stuff do you already use? Can you make it better?
It’s best to use stuff that you want to use, since you’ll be more motivated to use it. (Duh!) If your SMS book recommends a paper planner, but you hate writing by hand, don’t get the paper planner! You won’t use it anyway. Similarly if you already use some tools, and like using them, why stop? Find ways to integrate those tools in to your new system. Find ways to make them better.
Get the Basics; Go for Adjustable
If you envision yourself using an expensive fountain pen to write in your shiny executive Day Runner planner, think about getting the expensive fountain pen and the top-of-the-line planner after you’ve been using your system for a while. Like a few months. At least. You may find out after a few days that you want something smaller that fits in your pocket. Or you may find that the pen is too cumbersome to carry around. You could have found all that stuff out without spending an arm and a leg first.
Instead in the beginning get a planning system that’s not too pricy and that lets you adjust things to your needs. If you’re never going to use the Goal Development pages, you shouldn’t have to have them taking up room in your planner. If you aren’t going to keep phone numbers in your planner, you don’t need those address sheets either. Similarly, you’ll want to be able to add to the system as you go. A three-hole binder type of paper planner is ideal. Simple expandable PDA programs are also ideal.
If you’re thinking about using a paper planner, the place for printing out your own planner sheets is definitely DIY Planner. You can’t get more adjustable than printing out your own planner pages. There are great basic forms there, and if something doesn’t quite fit they have templates you can adjust with Open Office Draw. Very cool. And free. (well.. except for the paper, ink, and time… but you know.) They have plenty of advice for setting up your paper planner, so I won’t repeat it here. I will say this, though, if you’re going to print out the sheets, use the 2-up version. I have a fancy laser printer that can print on 5.5 x 8.5, but it won’t duplex paper and that small and duplexing it manually jams the printer. Very frustrating. Much easier (and faster!) to print first and then cut the paper to size.
Commit to Sticking With It
Version 1.0 of your system won’t be quite right. Some things don’t work as well in practice as they do in theory. Some things you won’t realize you need until you’ve started using your system for a few days. Expect your system to undergo many changes before it starts to feel right. The fact that it doesn’t work right the first time isn’t an indication that you should quit.
In Version 1.0 of my system I had a bunch of sheets that I didn’t end up using. Goal planning… yeah not so much. Turns out my goal development was better done with simple notes pages. Same thing with the potentials list. Also a week or so later I got a stipend from my new job for a phone so I got an iPhone, meaning a lot of SMS options opened up for me. Voice memos while driving and keeping my notes in Evernote for easy syncing between computer and phone were things I hadn’t expected to be using when I started using version 1.0.
Bottom line is, I’ve been improving my system since I first started using it. A month later things are beginning to settle, but at the beginning it was really time consuming! And that’s normal. At the beginning it will taking you longer to use your system than it did before you started using it, but after a while you’ll get used to it and it’ll get easier. Trust that it will get simpler, and at the same time start thinking of ways to make the system simpler to use.
Also trust that the initial awkwardness will go away. I must say leaving notes to myself on my phone, while effective, made me feel like a second rate villain. Pulling out the planner in the farmer’s market to write down how much I spent was also weird, but most people didn’t care as long as I wasn’t in their way. Again, rereading your time-management book will help keep you motivated.
A Good Planning System Doesn’t Solve All Your Stuff Problems
But it can highlight some of them. If you’re overcommitted, you’ll see it as soon as you start scheduling time for your important things. If there’s stuff you’re procrastinating on, you’ll notice it since and item will be on your action list for a few weeks. Seeing it in front of you so bluntly isn’t fun, of course, but it is good for you. The trick is to guiltlessly reflect on it. What’s unnecessary that you can cut out. How can you improve your schedule; how can you better manage your energy? Why don’t you want to do that item? Does it need to be broken down into smaller steps. Is it something you should be doing a few months from now instead of today? You get the idea.
Any of you use a stuff management system? Which one? How well does it work for you? Any advice?
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