Getting Things Done and be more productive

Do you always postpone tasks till the last moment? Do you get stressed when you think about the big amount of work ahead of you? Or do you think more about your tasks than doing them?
Then, the Getting Things Done (GTD) time management technique might be the perfect system for you.

Getting Things Done is a time management and productivity system that focuses on organizing tasks so that it reduces stress and improves productivity.
The idea behind GTD is to write down all your tasks so you won't forget anything. This way, you will have less stress because you won't worry about what else needs to be done.

The 5 steps of the GTD method

collecting all info in one place
Getting Things Done is based around five stages that help you manage tasks efficiently.

1. Capture

The first step is to collect everything that needs your attention. This can include tasks, appointments, projects, commitments, and even wild ideas. The goal is to take these all out of your head.

Just write them down and store them in one single place (called the 'inbox'). This inbox is where you capture all the information and ideas as soon as they enter your brain.
You can use whatever suits you the best: WhatsApp messages to yourself, your inbox, Evernote, etc. I have a little favor for Notion, a system that helps me increase my productivity.

You have probably noticed that these are all digital systems, not analog ones. Writing down to-do lists on a piece of paper and crossing things off may sound rewarding. But handwritten notes often get lost and are very disorganized.

Some tips:

  • use one single place for all your inputs
  • Write down everything that comes into your mind, no matter how small or insignificant it seems
  • make it a habit to write down tasks and ideas as soon as they arise in your mind
  • 2. Clarify

    After you have captured everything, it is time to clarify.
    In this step, you turn all the information from your 'inbox' into actionable tasks and detailed notes.
    You decide where things belong in the GTD system by asking yourself what kind of task it is, if it is really needed, what the next step is, etc.

    Some tips:

  • Break tasks into small and manageable steps
  • Put a clear title to it. Don't write 'play padel' but 'play padel at 5 pm with Robin, Eduardo and Lucas'
  • If it can be done immediately, do it.
  • 3. Organize

    Once you have clarified your items, it is time to organize them by prioritizing and categorizing everything in your 'inbox.'
    Create lists and categories that make sense to you, and put tasks in the appropriate context.

    Organizing is critical in the GTD method, but how you do it is completely up to you. You can put it in any structure that suits you the best.

    Some tips:

  • use categories like 'next action', 'due today', 'high priority', 'projects', ...
  • Keep your lists up to date and review them regularly
  • use calendars, online task managers, Notion, etc., to stay organized
  • 4.Reflect

    The GTD method isn't just another version of a to-do list; you must regularly review all your tasks and, if needed, give a new priority. This is why you need to know how to prioritize every task.
    If new tasks come in and these have a higher priority, you need to reschedule tasks.

    As GTD is designated to lighten your mental load, the last thing you want to do is check your 'inbox' every 15 minutes.
    The best thing to do is to reflect two times a day, in the morning before you start working and in the evening. This way, you can fully focus on your tasks without having to worry about something else.

    Some tips:

  • Also do a weekly review of what you have achieved in the past week and check the tasks for the upcoming week
  • make it a daily routine to check your inbox in the morning and evening
  • Reflect on your long-term goals and adjust your plans accordingly
  • 5. Engage

    And finally time for some action and engage in the tasks and projects you have organized.
    Following the GTD system, everything should be well organized and logical so you can focus on the most important tasks without feeling overwhelmed.

    There are no strict rules for what to do and when, but you can always combine the GTD method with other time management techniques (like the 'eat the frog' method).

    some tips:

  • use your organized task lists as a guideline
  • Prioritize tasks and combine with other time management techniques
  • This is a flexible system, adjust your actions when needed
  • Pro's and Con's of the GTD method

    strength and weakness of GTD

    Getting Things Done is a powerful time management technique that can improve your productivity and reduce stress. But there are some things you need to take into consideration.
    Here are the pros and the cons of the GTD technique:

    Strengths

  • Increased productivity: Getting Things Done gives you a single organizational system for all your projects, so you will be able to work more efficiently
  • Reduced stress: GTD helps you to clear your mind so you can only focus on your work and nothing else. By this, it reduces stress
  • better focus: With a clear system, you can focus on your tasks without any distraction or worry
  • Improved organization: because of step 2, this organized way of working makes it easier to manage tasks
  • Improved creativity: with a mind free of worries and stress, you can think more creatively and generate more ideas.
  • Weaknesses

  • Prioritizing: prioritizing plays an essential role in the GTD method, so you must be able to put the right priority to every task (tip: use the Eisenhower Matrix)
  • no time structure: GTD doesn't help you with optimizing your weekly or daily schedule. If you have problems prioritizing, setting goals, or structuring your day, GTD might not be the best system for you
  • New habits to adapt: When you start using the GTD method, you will have to change many habits in a short time. You have to regularly empty your inboxes, make time to review your Project Lists, etc.
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