Getting Things Done, better known as GTD, can be effectively used with a simple notebook and files, or, if you’re more technologically inclined, it can easily be used with PDAs, smart phones, and computers. Personally, I use the system in my computer for electronic tasks, organization, and email. I also have it implemented in my daily planner and file system for all the other things that come my way. As long as you implement the basic principles of GTD and faithfully make time to process, file, and fulfill your tasks, the system will work for you regardless of your medium of implementation.

David Allen, the creator of GTD, has outlined six primary categories in which to organize the actions that we need to do, the ideas we have, and the information that comes our way. This method is extremely efficient and one of the most optimal ways in which to stay on track. Below, I will give a brief outline of each and explain how to implement them. However, to get the full benefits of GTD, I highly recommend reading David’s book, Getting Things Done.

1. Inbox/Notes: This is where all work and information is collected. Did you have a brilliant idea for a project just pop in your head? Write it down and put it in here. Did you just remember that you need to pick up milk from the grocery store on your way home from work? Write it down on a post-it and put it in your Inbox/Notes file. Mail? It goes here, too. Voicemail, various tasks that come to mind, any kind of information that must be dealt with goes in here to be processed. Any kind, that is, except for tasks that take two minutes or less to complete. Get those done immediately. This will create less stress and a clearer mind in order to tackle the bigger projects. Don’t put them off. Fire off that two second response to that email that you just got in your inbox.

2. Actions: This is a list of the actions/tasks that you need to complete and will work on throughout the day. You may also find it helpful to divide your action list into subcategories. You may make a list for “Work”, “On the Phone”, “At The Computer”, “Errands”, etc., whatever categories are going to be helpful for you. When you get home you check your home list and can easily see what it is you wanted to work on here. The same goes for any other subcategory you’ve made.

Tasks that are time and date sensitive are written on the calendar. If it is something that you need to get started on before it’s due date, write the day/time it is due as well as a reminder as many days in advance that it will take you to complete the task.

3. Projects: A project is anything that consists of two or more actions. The distinction between actions and projects is one of the most common mistakes people have in time management. For example, someone may put “Write Paper” on their task list for Wednesday. The problem here is that you can’t do a project because a project is a set of actions. Rather than placing some amorphous project on an action list, make a separate section for your projects and under each project write down all the actions necessary to complete the project. Once you have done that, you can write those actions in your action list, complete those actions, and effectively complete the project. This will make your projects much more manageable, less daunting, and help you get them done faster.

4. Waiting On: Any action in which you are invested but not directly involved with falls into this category. Some great examples are projects or tasks that you have delegated. Write them in this section of your notebook or file so that you can be reminded to check in regularly with those completing the task in order to see if you can be of any assistance and to make sure that progress is being made.

5. Someday/Maybe: Reading lists, vacation ideas, seminars, classes, and other things that you would like to do at some point but are not time sensitive go here. A great side effect of writing these types of things down and reviewing them regularly is that you are frequently reminded of them, you are more likely to make time for them, and you are actually doing things that you’d thought you’d never get around to!

6. Reference: Any kind of information that you don’t need to take action on but do need to hold on to for future reference would be placed here. Don’t just put anything here, however. We don’t want clutter and unnecessary papers hanging around. Make sure it is something that you will really need to refer to. Current tax and medical information are good examples of things you may want to hold on to. An invitation to a customer appreciation party at a shop you’ve not been to in 2 1/2 years is likely something that you do not need to hold on to.

It is important to have what David calls “ubiquitous capture tools.” He recommends that we keep pads and paper anywhere we work or think, and take one with us everywhere we go in which we can quickly write notes, tasks, projects, or anything that comes to mind. This is something that you take with you wherever you go in which you can quickly write notes, tasks, projects, and ideas that come to mind. For this purpose a Hacked Moleskine, FranklinCovey, or PDA works great. The reason for having a ubiquitous capture tool is that you want to write something that you must take action on as soon as it comes to mind. When you write something down in a place that you review regularly (i.e. your ubiquitous capture tool), your mind will let it go, knowing that you will take care of it. When we don’t write these things down, the mind will constantly return to this task or idea, regardless if you can actually do anything about it at that particular time. Any task, action, or project that we must perform goes into one of these capture tools as soon as possible. According to David, we want to have has few of these capture tools as possible but as many as needed.

As I said before, we need to be constantly reviewing our capture tools. The information and tasks that was collected must be processed and sorted regularly, ideally, several times a day. If the thing in our Inbox is not actionable, say, its a piece of junkmail, then throw it away. If it is actionable is it a single action that you have to do? If you can do it in under two minutes, do it right now. If it will take more than two minutes, put it on the calendar if it is day specific, if not, put it on your Next Action list. If it is a part of a project, put it with your projects. Is it something that you need to delegate? Then delegate it and put it with your “Waiting On” file. If it is reference, then put it in your reference folders.

Review all of your action lists daily to keep current on your progress. Weekly reviews are also extremely important. Once a week, go through all of your notes, inbox, actions, waiting ons, etc and see how everything is coming. What is falling through the cracks? Are there delegated projects that you need to check in on this week? Are there projects that need your attention this week? Add their tasks to your task list. Are there tasks that didn’t get done that need to be? Put them on your list this week and make a concerted effort to fulfill all of your tasks. Make sure when putting something on your task list that you will have time to do it. Make sure it is something you can get done. Writing a task on a to do list is making a commitment to your self. When it goes unfilled we feel it, consciously and subconsciously and it does harm to our psyche.

That’s the basics of GTD. If you personalize it to fit your needs and work with it faithfully, you will find, like myself and many others, that it is an extremely beneficial and effective system. Have fun with it, make it yours, read David’s book, and you’ll be a GTD expert in no time!