Simple way of getting things done using 4 task groups in a task planner: highly simplified famous GTD technique
As I have already written in a previous post Getting things done by empty inbox rule: simple email management strategy for effective work living there is another technique for those who like GTD type techniques of effective time management.The bottom-up planning technique known as GTD - Getting Things Done by D. Allen (amazon link: see his book Allen, David - Getting Things Done - The Art of Stress-Free Productivity) was a bit too complex to me. I wanted an effective and not complex way of organising my tasks to make things done in time and effectively. Here is the methodology developed during one month trying and tuning famous GTD system. So let’s begin.
1) Tools to use
- Microsoft Outlook (could be any task tool supporting categories, even Google notebook, or MS One Note)
2) Task categories
Create 4 tasks categories:
1. Today
Here go tasks for today, put here not more than 3-5 tasks. Avoid multitasking! Make this list for tomorrow every evening.
2. In the nearest future
There go new tasks you are planning to do in the near future: next week, after 3 days , etc. - to take a baby to grandma on Saturday.
3. Repetitive
Here go every-day tasks which you do everyday and they repeat for some time. To distinguish them from today tasks put them here. For example - to learn Spanish 20 minutes a day.
4. Some time
Here go tasks to be done in the future, the time for them is still unknown. For example - to visit Australia, to learn dancing Tango.
NB. Name all the categories with numbers in front, then arrange in Outlook by categories: Rights mouse on tasks list pane, Group by, Group by categories.
4) Couping with tasks
- Review your tasks list at the end of every workday for example at 5 PM (look at my task setting blog record) .
- Review all categories from the most urgent categories to the least. Move tasks to different categories (MS Outlook lets easily do this), add new tasks, delete the old ones.
- Synchronize with your mobile phone to have all the tasks with you all the time.
5) Tasks naming methods (to get more effective GTD effect).
- Begin task names with verb.
This adds more action for your task, makes it more concrete, and helps you to start a task ant not postpone it
- Write not the big overall task name, but by detailing it and splitting big task - write the first detailed one for the big goal.
Detailing of task makes you to achieve the goal more easily - do it. For inst., - instead of writing task name - shopping in a furniture shop. Write more detailed - buy a table “rex” in a furniture shop. This way will let you start the actions more easily.
Good luck!
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