Getting Things Done

Well, this assignment came at a great time for me.  I’ve been trying to get myself organized recently, and GTD was helpful in kick-starting that process.  It may be a little old-fashioned for this group, but I decided to use a spreadsheet on Google Docs to organize all of my information.  I chose a spreadsheet because I’m very familiar with them from my job, and I like being able to move cells of information around quickly.  I can also assign numerical values, then use spreadsheet functions to put things in order.  

To organize things, I basically created a separate sheet for each of the five processes:

1. Collect: The first sheet is simply an information dump.  I check in here when I only have a couple of minutes and have something on my mind.  If I can’t get to a computer, I’ll jot something down on a piece of paper until I can get it onto the sheet.  As I process and organize, I move  these tasks out in the next two phases.  Since this is the first thing I see when opening the spreadsheet, it helps me keep on top of being organized.  Goal: an empty front page whenever I close the file.

2. Process:  When I move tasks to the second sheet, I try to clarify what I want to get done if it isn’t already clear.  This helps me to differentiate between actionable items, which move on to the next step, and non-actionable items, which hang out here for further consideration.

3. Organize: I’ve set up this sheet as a sort of agenda-style calendar, where I can plug in tasks according to when they need to be done, and when I’ll have time to do them.  I copy long term or ongoing tasks in every day to remind myself that they’re on the horizon.

4. Review: I do a daily review process in the “organize” sheet by striking through completed tasks that I can forget about or adding notes to a task that has some further action.  If I didn’t get to something, I’ll place it in the next day with appropriate priority.  I try to commit five minutes at the beginning and end of each day for this process.  In the review sheet, I will do weekly summaries and reflections to see where things are in the big picture, and refine my work flow processes.

5. Do: Most of the “Doing” of things takes place throughout the processes above (I love striking through a task and being able to forget about it).  I’ve decided to use this sheet as a journal of the whole process.  So far, it’s been helpful as a place to drop little reminders of things  I know but sometimes forget to put into practice (“Don’t try to do difficult, involved tasks or deal with delicate personal situations after a long day of work”).


I think I will continue some form of this process.  For the short time I’ve been using it, I’ve noticed that I feel more organized and relaxed now that I have everything in one place.  I think the reflective aspects of this system will be valuable in helping to clear out the cobwebs in my working processes and streamline my agenda.  Another thing I can already see, or feel, happening is that I am gaining some clarity and precision about long term goals (horizons and focus).  Mapping my personal tasks with my professional and academic tasks helps me to put things in perspective and think about where all this is heading.  This is especially valuable to me as I think about making a career change in the next year.