GTD adaptations

[pdnewbie]

Does anyone have GTD adaptations that have worked well for them? Can they recommend any sources of information that cover this area?

[Mike_T]

They're all over the web, but personally I'm using a Moleskine, and I think it's working pretty well.

It's my second real stab at GTD. The first was using my Treo, primarily the internal To Do application. Basically I tried to copy David Allen's description of what he used personally, since I already had the Treo and wanted to make more use of it. However, I didn't really like the interface, at least for the volume of actions and projects I've been handling--the screen was too small to display all the next actions, and I didn't like having to scroll around to see them all. I would end up prioritizing the lists so that the "important" ones were at the top, but sometimes I would get so behind that even those would be more than a page.

I think that would have been workable if I had less actions and projects to keep track of (either by having less to do, or keeping up with them better), but that didn't seem realistic for me. I wanted to achieve the goal of keeping everything out of my head, so I didn't want to limit myself on how many projects or next actions to put in. I certainly could have done better at scratching things off the list faster (thus reducing the length), but even if I could do that, I still thought the screen wouldn't show me enough items--if even a few went over 1 line long, I'd only be seeing maybe 6-8 next actions on the screen at a time.

I looked around at a variety of applications (e.g., Tracks), but I didn't find any that looked like they'd meet my requirements. As much as I love web applications for things like e-mail and RSS, for GTD I wanted something I could have with me everywhere, online or offline. I didn't like the idea of having to write down actions/projects on paper and transferring them later--I wanted one system that I could use all the time.

So that's why I went with a paper-based system. I have the small, graph paper version of the Moleskine (I like graph paper better than lines, though it's very much a personal preference). I modified (mostly simplified) the guides I found on the web about how to implement GTD with the Moleskine. I have the 3M writable tabs for my next action and projects lists, which just stick out far enough from the page so that I can read the tab name. The next action tabs are along the side, and are cut in half so that they are narrow enough for all of them to fit. I have a Projects and Inbox tab (full size) along the top.

To organize the pages, first I numbered the odd pages. I skipped a few pages in the front--I haven't used them yet, but some of the systems I was copying have uses for that front section and I thought I might implement that part someday.

Then on page 6-7 I started with the next action/context lists, one every page. With both sides, that gives me room for about 50 actions that I can see at a glance, a huge improvement to me. I cross off actions as I complete them, and if/when I run out of room, I copy the unfinished actions to new page behind the last next action tab and simply move the tab to that page.

On page 99 (about halfway through the book) I have my projects list. My Someday/Maybe list is on the preceding page, without a tab (I just flip to the projects list and flip back a page when I use it, since I'm mostly using those lists together). The same principle applies to the Projects list--if I run out of room, just start using the next page.

Then for my Inbox, I flip the book over and start in the back. Totally free form, personally I mostly use it for quick reference information, notes, diagrams, etc.

The plan is that when I reach the middle with either the Next Action lists or the Inbox, it's time for a new book. I'll keep the dates on the bottom of the book so I can stack them and refer back to them by date if I need to.

For me this is working pretty well. I carry my Moleskine wherever I go, with a mini pen (e.g., Space Pen, or the half-size mini G2), and I never have to input something twice. I miss the automatic backup of the Treo syncing with my laptop, but I'm thinking I might just copy or scan the pages every so often so that if I lost the Moleskine I could recover the data.

I could provide links, but really if you just google "Moleskine GTD" that will get you all of the links I'd provide. Some of the systems I copied had a lot more structure and cross-referencing to them, and there are even Moleskine-sized templates you can print out and glue on from one site, if you wanted to get really fancy. I decided to start simple, so I left out the "date added" and "project page reference" things that some of the systems had. I may add some of those in the future, but I'm a big believer in starting simple and adding on as necessary.

An alternative paper-based system would be the "Hipster PDA", but I didn't like the idea of carrying around a big stack of index cards. The Moleskine is more compact, looks professional, and is sturdier.

Other than that, I have vertical files at home (got a great deal on a 5-high Steelcase model with the built-in follow-on block from a local used office furniture place), a real physical inbox on my desk, and a good labeler (I tried a Brother model and a Dymo, I liked the Dymo better), and it really has helped me tame the paper beast. I do consulting at client locations, so I'd set up a filing system there if I get a semi-permanent desk, otherwise I use a mobile version in my computer bag.

I'm far from perfect in keeping up with everything, but the system has helped a ton over my pre-GTD days, and I'm getting better all the time.

Good luck implementing your system. I'd recommend checking out a few alternatives (e.g., Palm-based if you have one, desktop apps, web apps, paper based) just to see what's out there and decide what you think will work best for you. For example, if I was at the same desk in the same location all day almost all the time, I might have chosen a desktop or web app, with maybe a few index cards or a moleskine or other notebook to capture the exceptions.

[RT Wolf]

The one thing I absolutely love about GTD is its flexibility. If you're workin 100 hours a week, it'll do it for you. If you have a part-time job you want ot keep track of, it'll do that, too.

I'm constantly experimenting with my GTD system, but right now I've got this setup:

Physical inbox on my desk, with lots of empty paper. I'm cheap, so I just got a box and use that to hold my file folders. I don't need a huge filing system right now, so that works well.

I use a binder with lined paper in it as my organizer. This binder runs my life. It contains personal info, phone numbers, next actions list (sorted according to context), projects list (sorted according to the 13 areas of my life, like job, academic, emotional, mental, based off the list steve uses), someday/maybe list (also sorted by areas of life). Then a whole bunch of checklists, monthly, yearly, etc.

I'm going to be adding a list of my long-term goals, yearly goals, etc. Similar to in this entry:

http://www.stevepavlina.com/blog/200...bility-system/

For a calender, I use two systems, one is Google Calender. I use that because reminders are automatically sent into my gmail inbox when I have an event coming up. I use a paper calender (just a piece of paper with the days listed) inside my binder and I write the hard landscape stuff in it (like specific appointments) so that I know what's happening next when I'm on the go).

I don't use a tickler file, opting to put my ticklers in google calender.

Hope this helps.

Also, there's a whole bunch of awesome blogs out there on GTD.

Another thing I'm finding is that I have a GTD mode now. I just feel much more productive and clear. If I haven't been keeping up with GTD, I slip into a haze.

[pdnewbie]

Thanks for your replies. I've followed most of what David Allen prescribes in his book. I have a cabinet filled with reference manilla folders of things I consider important, a two ring A5 binder to keep the calendar and lists, three trays for in, work in process and out boxes, a similar arrangement on my desktop, with an (empty) outline on my future life on ActionOutline.

Where I'm stuck on, and what seems too much, is with my next actions list. It's loaded with unfinished work, some feels outdated now, and I can't separate the wheat from the chaff. Calls and errands lists work well, but the at home list is filled with 'stuff'. In my projects list, I feel there is a high variance in the timeframe required to achieve each of my projects. Some feel like goals rather than projects. One more thing is with the cabinet

Any good capturing tools to clear the fog? What are your tools, and could you provide physical details of your tools? It will be so much appreciated. Thank you.

[RT Wolf]

^ Have you been following the Natural Planning Model? I believe that's like chapter 3 or something. Its the last chapter in the first part of the book. This model has been KEY for me.

Another thing you might want to check out is the altitude model that he has in the Doing section of the book. You know, runway, 10,000 feet, so forth. Some of your projects may be 20,000 foot stuff or higher. You might also consider creating an informal list of your 20,000 foot stuff, 30,000 foot stuff and higher to give you a touch more clarity.

Maybe this will help:

GTD: Project Verbs vs. Next-Action Verbs | 43 Folders

Focus on actions and find ways to express just the next actions.

Another thing that might do you good is listening to a recording of Allen's seminar, Getting Things Done FAST.

[neil007]

I have switched the minute rule to the 15 minute rule. So I process for longer and elimiate all those smaller actions. Why? Because I then schedule the rest of my actions straight from the actions list for a week at a time - i then review it daily to stay on top of things.

[pdnewbie]

So, if I were to liken GTD with computer programming, and these action verbs with commands, it is like what I need is better low-level code. Verbs that accurately translate into actions by me. I guess that's another reason why Steve stresses forming a purpose. That's like writing the specifications for what the client, you, wants from their lives. Only from there can you design a solution to achieve that life. With many trade-offs to tackle along the way, I imagine. Perhaps language tools for low - level thinking could be another one of Steve's blogs .

Another issue I'd like to raise is that my projects are related, but I can't seem to find a way to tie them together. They're like functional blocks that are not tied together to do anything important. If I did any one of them, I could make a difference in my life, but not as much as if they were working together. They need a supervisor. How do you suggest I tie them together?