Getting Things Done

Do you ever have difficulty managing all the things you have to do, sometimes not even knowing where to begin? You have a huge project you need to work on, but somehow find yourself organizing your books or sweeping the floor while you worry? You might want to try a method of organization called Getting Things Done (GTD), by David Allen. It's the organizational method for the scatter-brained and overwhelmed.

GTD is based on a simple principle: If a task you need to do pops into your head while you're working on something else, write it down and manage it (at a predetermined time) later. That way you don't have to waste time and energy worrying about it. Once it's out of your mind, you can focus on other things. This sounds like an easy way to procrastinate, but you'd be surprised what a relief it is and how simply it breaks down how to manage your day.

It's not required to use a smartphone or computer program to use this method. You can easily use a notebook to make your to-do lists. However, if you do have a smartphone, I recommend checking out different apps that support it. Evernote is a popular free app for most phones, while Omnifocus is an incredibly useful tool for iPhone and Mac users.

Here's how to do it:

• Get rid of your thoughts. Sit down and immediately dump out everything in your head that you need to do by writing a giant list. It doesn't matter if it's cleaning the cat box or making a presentation for your boss.
• Make projects. Once you feel you've sufficiently cleared your mind, begin organizing the tasks into groups, or projects. If you have chores you need to do, make a chore list. If they're clients you need to call, make a phone call list. Whatever clearly divides them for you.
• Decide what's important. Sometimes you can delegate smaller tasks to other people, and somethings are downright not your responsibility. Put those on the bottom of your list. Bigger things that you need to take care of sooner go towards the top. If the big projects are too big, break those down with actionable items (a small to-do list) to complete in a timely manner.
• Decide when to complete the task. Once you have your lists going, put down on your calendar a reasonable time to do each task. For the big stuff, try to put down one or two items you feel you can do rather than planning on doing the whole project in one day.
• Cross it off. When it's done, cross it out! Didn't that feel good? Out of your head forever.
• Set aside a time to do it again regularly. Any time you feel yourself balancing tasks in your head, keep a notebook or scrap of paper with you so you can scrawl it out and then organize it later. At the end of the day, or week, or whenever works for you, organize it into your projects again. Wash, rinse, repeat. :)

The advantage of having a computer program is that a lot of the organizational work is done for you. You can just write down categories next to each item and it automatically sorts it. You can browse your to do's by where you are, what you're doing, when it needs to be done, or what it's related to. You can also link documents, save pictures, make voice notes and connect web URL's to different tasks. I save lists of everything from what I'd like to fix in my home, what clothes I'd like to buy in the future, bands whose albums I want to listen to, and down to regular projects like organizing my closet.

The other advantage of a program is you can figure out which organizational style you use most. I tend to work best with arranging my to-do's on a calendar and seeing what's next because I work day-by-day. Other people with more flexible schedules may work better by taking one project at a time, or by chipping away by completing a task here and there based on where they're located (for example, a research project would be categorized to do when you're at or nearby the library; shopping for a better shampoo would be categorized for when you're at the drug store).

The best thing about this method is that it's flexible and customizable to your needs, versatile enough to be complex or simple. Enjoy your peace of mind. And until next time, keep it clean!