Sylvia's
GTD Homepage GTD
Resources GTD
Diagrams My
Palm Setup
GTD Diagrams
I really liked the flow diagram that is in David Allen's book. I
decided to buy the book the second that I saw this picture while I was
standing in the bookstore casually flipping through it. The diagram
shows the system pictorially and the GTD book explains the system in words.
This book is not just a series of disjoint tips, it offers a complete process
and each of the steps in the diagram makes much more sense after reading
the book. I downloaded a copy of the diagram from the web site and
even made it my screensaver as they suggested. I printed it out and
added my own handwritten notes in the margins to explain my customized
steps. Eventually, I made my own customized flowchart based on Mr.
Allen's diagram (#1). When I began learning how to do the reviewing
process, I discovered that I needed diagrams of those steps to help me
stay on track with the daily and weekly review.
In case it helps, here are my flowcharts that describe my current workflow
processing.
My inboxes that need to be checked for new incoming stuff are:
-
email
-
postal mail
-
voice mail
-
pager messages
-
meeting notes
-
scribbled or dictated notes
-
nagging thoughts in my brain
My collection containers are:
-
trash can
-
reading pile
-
tickler files, one is numbered 1-31 and one is months Jan-Dec
-
someday/maybe items in the Palm memo
-
file cabinet
-
reference and information items in the Palm memo
-
project lists for tracking in the Palm memo
-
project support material in folders and some in Palm memo
-
appointments and notes in the Palm calendar
-
next actions to do lists in the Palm to-do section
I write things in my Palm while I'm at home, so the first thing I need
to remember to do at work is sync the Palm device and my desktop calendar.
Then I begin the whole daily reviewing and doing process.
My collection containers that are reviewed daily, usually in this order
(these are color-coded in green in the diagrams):
-
appointments and notes in the Palm calendar
-
tickler file for today, which may hold important material for meetings
today or things that must be postmarked today
-
next actions to do lists in the Palm to-do section
I try to collect and process new incoming stuff first thing in the morning,
if possible. Otherwise, process when you are inbetween meetings.
At the end of the day, the routine consists of cleaning up the calendar
and recapturing the things left undone and moving them to a new date when
I can try again to get the item done, reviewing the calendar for tomorrow
and making sure I've done my thinking about preparing for the calendared
items, and remembering to sync my up-to-date desktop information with my
Palm device. At night, I give my Palm a quick look to make sure I
have clothing and other items ready for the next day (some meetings require
more formal dress than others).
My collection containers that are reviewed weekly, usually in this order
(these are color-coded in blue in the diagrams):
-
someday/maybe items in the Palm memo
-
project lists that are tracked in the Palm memo
-
related project support material in folders and some in Palm memo
-
reading pile
At least once a year, I try to remember to do spring cleaning of old files
in the file cabinet. Since I also use a networked computer and have
storage space that gets filled with reference and support materials, I
have to do spring cleaning here, too. I should do this at least annually,
perhaps more often if I can get to it!