Getting Things Done

1. Capture everything that has your attention

Your mind is for having ideas, not holding them.

Collect all open loops. Gather every task, commitment, and idea that's occupying your mental space. This includes personal and professional obligations, from major projects to minor errands. Use physical and digital tools like notepads, apps, or voice memos to externalize these thoughts.

Create a collection habit. Regularly empty your mind of all its contents. This practice reduces stress and mental clutter, allowing you to focus on what's truly important. By capturing everything, you free up mental bandwidth and ensure nothing falls through the cracks.

Trust the process. Initially, this may feel overwhelming as you confront the volume of your commitments. However, getting everything out of your head is the first step towards gaining control and clarity. Remember, you're not committing to doing everything you capture, just acknowledging its existence.

2. Clarify the desired outcome and next action for each item

The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one.

Define clear outcomes. For each item you've captured, determine what "done" looks like. This clarity helps your brain focus on achieving the desired result rather than just thinking about the problem.

Identify next actions. Break down each outcome into specific, physical actions. Ask yourself, "What's the very next action I need to take to move this forward?" This step transforms vague ideas into concrete, doable tasks.

Examples of next actions:

• Call John about project timeline
• Draft outline for presentation
• Research flight options for upcoming trip

3. Organize reminders into a trusted system

Your ability to generate power is directly proportional to your ability to relax.

Create a reliable organizational system. Develop a structure that allows you to store and retrieve information easily. This might include digital tools like task management apps or physical systems like file folders.

Categorize by context. Group tasks based on where or how they can be completed. Common categories include:

• @Computer
• @Phone
• @Errands
• @Home
• @Office

Maintain separate lists. Keep distinct lists for different types of items:

• Next Actions: Immediate, concrete tasks
• Projects: Multi-step outcomes
• Waiting For: Items delegated to others
• Someday/Maybe: Ideas for the future

4. Regularly review and update your system

It is easier to act yourself into a better way of feeling than to feel yourself into a better way of action.

Conduct a weekly review. Set aside time each week to review and update your system. This habit ensures your lists remain current and relevant.

Weekly review process:

1. Gather all loose papers and materials
2. Process your notes
3. Review previous calendar data
4. Review upcoming calendar
5. Review action lists
6. Review project lists

Maintain perspective. Use this time to evaluate your commitments at different horizons, from ground-level actions to life goals. This practice helps you stay aligned with your broader objectives while managing day-to-day tasks.

5. Take action on your most important tasks

Luck affects everything. Let your hook always be cast; in the stream where you least expect it there will be a fish.

Implement the two-minute rule. If a task takes less than two minutes, do it immediately. This principle prevents small tasks from piling up and clogging your system.

Use the four-criteria model for choosing actions:

1. Context: What can you do given your current location and available tools?
2. Time available: How much time do you have before your next commitment?
3. Energy available: What level of mental and physical energy do you have?
4. Priority: Given the above factors, what's the most important thing to do?

Trust your intuition. Once you have a clear overview of your commitments and next actions, trust your gut when deciding what to work on. Your mind is freed to make intuitive choices when it's not cluttered with unprocessed inputs.

6. Master the art of stress-free productivity

There is one thing we can do, and the happiest people are those who can do it to the limit of their ability. We can be completely present. We can be all here. We can... give all our attention to the opportunity before us.

Achieve mind like water. Strive for a state of readiness and flexibility, like water adapting to any container. This mindset allows you to respond appropriately to whatever life throws at you, without overreacting or underreacting.

Eliminate psychic drag. By capturing and clarifying all your commitments, you remove the subtle stress caused by uncompleted tasks and unclear obligations. This frees up mental energy for focused work and creativity.

Practice outcome thinking. Regularly visualize successful outcomes for your projects and goals. This habit primes your brain to notice opportunities and solutions that align with your desired results.

7. Transform your approach to work and life

How do I know what I think, until I hear what I say?

Shift from managing time to managing focus. Instead of trying to squeeze more into each day, concentrate on directing your attention effectively. This approach recognizes that energy and attention, not just time, are crucial resources.

Embrace the "next action" mindset. Train yourself and those around you to always identify the next physical, visible action required to move something forward. This habit prevents procrastination and keeps projects flowing.

Cultivate a bias towards action. Develop the habit of taking immediate action on small tasks and making quick decisions on next steps for larger projects. This proactive approach builds momentum and confidence.

Create a low-resistance trusted system. Design your organizational system to be so simple and enjoyable to use that you naturally engage with it. The easier it is to capture, clarify, and review, the more likely you are to maintain the system.

Last updated: July 21, 2024