Efficient Working and the David Allen Getting Things Done (GTD) Process
The general process of efficient working
On this page we will continue a bit with David Allen’s thoughts. According to David, our environment is full of ’stuff’ of which we constantly have to sift out the essential things. In this context, “stuff” – things - could be a brochure brought to your desk, an e-mail from your boss, or maybe even a new idea in your mind. Your task is to continuously decide what to do with these things.
Allen has outlined the process of work as follows:
First you have to decide whether you need to do something about the things or not. If not, the options are the following:
- Throw away and forget (e.g. an unnecessary advertisement)
- Save and store (e.g. a good development idea which just is not a current topic at the time being) to wait for a better moment.
- Save for later information retrieval (e.g. a catalogue)
If, however, something needs to be done about the thing, first you should consider if it is a project or a master task. In time management, the word ‘project’ is used even about the smallest of entities, so it doesn’t actually have to be a big thing such as a launching project of a major information system. In time management, a project is simply defined as a ‘major task’, which requires several separate tasks in order to be completed.
But let’s go back to the process. Project or task – that was the question.
If it really is a project, it is saved onto a separate project list. Out of this list separate one-step tasks are done until the project has been completed.
If the matter in question is a task, and you can do it in two minutes, you should do it immediately. If you can’t accomplish the task within two minutes, your alternatives are a) delegate it to somebody, or b) defer it for you to do as soon as you can.
In addition to a project list, also a things-to-do-list and a calendar are playing an essential role. Tasks listed on a things-to-do-list are those tasks, which do not require a certain time or moment to be accomplished. Things and tasks that have to be done at a certain day or time should be put in the calendar.
These basic terms will help you to continue.
David Allen, Getting Things Done and GTD are also explained at the homepages of David Allen & company.
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