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Customized stress-free productivity system based on David Allen's "Getting Things Done"
Workflow Steps:
1. Collection (tools
- in basket, legal pad, Outlook, voice mail, email)
1.1 Every open loop
must be in your collection system and out of your head
1.2 You must have
as few collection buckets as you can get buy with
1.3 You must empty
them regularly
2. Process (item by
item thinking)
2.1 Is it
actionable - No
2.1.1 Its trash
2.1.2 No action
is needed now- incubate (Someday/Maybe, tickler file, hold/review)
2.1.3 Item is
potentially useful information needed sometime later (reference)
2.2 Is it
actionable - Yes
2.2.1 Do it - if
action takes less than 2 minutes
2.2.2 Delegate
it - longer than 2 minutes and I am not the right person to do it
2.2.3 Defer it -
longer than 2 minutes, right person to do it, defer until later, track on next
action list
3. Organize
3.1 Non-actionable
items
3.1.1 Trash
3.1.2 Incubation
tools - tickle it for later assessment
3.1.3 Reference
storage
3.2 Actionable items
(list of projects, storage or files for project plans and materials, list of
reminders of next actions, and a list of reminders of things you're waiting
for)
Note: list means - some sort of reviewable set of reminders
(note book paper, file folder, tickler file, or Outlook)
3.2.1 Next
action categories - calendar
(ONLY absolutes that have to get done on that day, not
things that you would like to do)
Time specific actions - appointments
Day specific actions - need to do sometime on a specific day
Day specific information - information that may be useful on
a certain day
3.2.2 Next
action categories - as soon as possible actions by context
Most common categories of action reminders (calls, at
computer, errands, office actions, home actions, agendas, read/review)
4. Weekly reviews
(previous calendar date, upcoming calendar, empty your head, review projects,
review next action list, review waiting for list, review relevant checklist,
review someday/maybe list, review pending and support files)
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Operations