This is a series of posts with reading notes of the book “Getting Things Done: The Art of Stress-Free Productivity” by David Allen.

Chapter 15 – The Path of GTD Mastery

The GTD methodology is a lifelong practice. David noticed that people can have different levels of maturity:

1. Employing the fundamentals of managing workflow.

2. Implementing a more elevated and integrated total life management system.

3. Leveraging skills to create clear space and get things done for an ever expansive expression and manifestation.

We start with the basics, making small adjustments, dealing with our day-to-day reality, and then we progress to look at higher horizons (long term goals and objectives, vision and life purpose).

Mastering the Basics

• Learning to capture EVERYTHING, big or small, into a trusted system
• Using a “Waiting For” category for deliverables
• Using “Agendas” lists to capture and manage communication with others
• Keeping a simple and easy to use reference system
• Keeping the Calendar as “hard landscape”
• Doing Weekly Reviews

Graduate Level – Integrated Life Management

• A complete, current, and clear inventory of projects
• A working map of one’s roles, accountabilities, and interest both personally and professionally
• An integrated total life management system. Custom tailored to one’s current needs and direction, and utilized to dynamically steer out beyond the day-to-day
• Challenges and surprises trigger your utilization of this methodology instead of throwing you out of it

At some point, David says, “projects will become the heartbeat of your operational system”. They will be a reflection of our roles, areas of focus and interests. You might start customizing your system to better fit your needs.

Post Graduate – Focus Direction and Creativity

• Utilizing your freed up focus to explore the more elevated aspects of your commitments and values
• Leveraging your external mind to produce novel value

Once the details of our daily lives are taken care of, there will be more space and focus for more creative thinking. A good example is unearthing items from our Someday/Maybe lists when we feel we are ready.

Conclusion

As David Allen mentions at the end of the book, the GTD methodology validates much of what is common sense. The merit of this book is that it is extremely practical while at the same time explaining the principles behind the methodology. Plus, the GTD methodology is super flexible and can be tailored to fit our own needs and preferences.

After 10 years applying this methodology, I can confidently say that it has had a powerful impact on my life. It has helped me manage day-to-day mental clutter and execute significant, life-changing projects. All of my major life changes were once captured in a Someday/Maybe list.

For me, GTD goes beyond task and project management. It's more about figuring out what makes my work meaningful, living mindfully, and keeping my head in a good space. It's not just about being super productive—it's about making life feel worthwhile.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

This is a series of posts with reading notes of the book “Getting Things Done: The Art of Stress-Free Productivity” by David Allen.

Chapter 14 – GTD and Cognitive Science

In this chapter, the focus is on the intersection of cognitive science and the Getting Things Done (GTD) methodology.

This chapter cites a Belgium academic study that analyzed the GTD methodology using working theories from cognitive science. Essentially, our minds are designed to have ideas based on pattern recognition, but not to remember everything.

The book “The Organized Mind” by Daniel Levitin is also mentioned to illustrate why we need an “external brain” to help store and maintain huge amounts of data. When we use our memory as our organization system, our minds will become overwhelmed.

The Belgium academic paper describes the science behind the act of externalizing our thoughts so that our minds are more effective. Externalizing information, such as using lists and reminders, can offload cognitive demands on memory, allowing the mind to focus on higher-level thinking.

“Your mind is for having ideas, not for holding them.” — David Allen

Another point that has been studied is the relieving cognitive load of incompletions. Uncompleted tasks take up room in the mind, which then limits clarity and focus (scientific paper here). The paper also proves that the completion of the tasks are not required to relieve that burden on our minds: what is needed is a trusted system that guarantees the tasks will be triggered when appropriate.

GTD helps in managing cognitive load by providing a systematic approach to externalize and organize thoughts, reducing mental clutter and enhancing cognitive performance.

David Allen also discusses that the Flow state (or “being in the zone”) is facilitated when we use the GTD approach: having clarity, clear goals, and single-tasking. Other psychological benefits of the methodology involve goal-striving (desired outcomes) and psychological capital (PsyCap). Using the GTD methodology sets us up for more optimism, a sense of self-efficacy, hope and resilience.

Wrapping up, the chapter shows how GTD is like our personal brain manager, helping us sort out our thoughts, clear up mental mess, and boost how well our brain works.

” ... when all of our potentially meaningful things are captured, clarified, organized, and reflected upon, the more mature, elegant, and intelligent part of who we really are can show up at the table. That produces experiences and results that can't be beat.” — David Allen

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

This is a series of posts with reading notes of the book “Getting Things Done: The Art of Stress-Free Productivity” by David Allen.

In Part 3, Chapters 11, 12 & 14 David Allen gives more insights about the power of the key principles: capturing, next-actions and outcome focusing.

Chapter 11 – The Power of the Capturing Habit

One of the most powerful habits I've learned with GTD is writing things down, either manually or digitally. In this chapter, David lists all the benefits of this practice and explain why uncaptured open loops take up mental space. We feel negative feelings (overwhelm, anxiety, guilt) when we see our incomplete to-dos because we are breaking agreements with ourselves. And the book presents ways to prevent these broken agreements:

• Don't make the agreement: in short, just make fewer commitments, practice saying “no”
• Complete the agreement: just do it! Use the 2-minute rule as much as you can
• Renegotiate the agreement: lower your standards, keep the agreement, put it on a someday/maybe list

“A renegotiated agreement is not a broken one.” — David Allen

The act of doing a mind sweep always make me feel better. And that's because when I unload all those thoughts, I'm automatically renegotiating my agreements with myself. I probably didn't notice the full potential of this habit when I started, but now I know how valuable it is. I've recently discovered that if I do a quick mind sweep at the end of my work day, I feel much better! As David Allen suggests:

“I suggest that you use your mind to think about things, rather than think of them”. — David Allen

Chapter 12 – The Power of the Next-Action Decision

Always ask this question: “What's the next action?” Why? Because if forces:

• Clarity
• Accountability
• Productivity
• Empowerment

It's a quick exercise to define what doing looks like. I identified myself when David Allen mentions that the most creative, sensitive and intelligent people are the ones who procrastinate the most. Because we tend to fantasize scenarios about what is needed to complete that project, along with all the negative possible outcomes! We freak out and give up!

Another interesting note is that we might be repelled by our to-do lists:

“… not because of the contents per se, but rather because sufficient appropriate thinking has yet to be applied to them.” — David Allen

Chapter 13 – The Power of Outcome Focusing

The key message of this chapter is that we can't define the next action until we know what is the desired outcome in the end.

And it can apply to small, mundane things or to big life goals. Some good questions to always have in mind:

• What does this mean to me?
• Why is it here?
• What do I want to have be true about this? What's the desired outcome?
• How do I now make this happen?
• What resources do I need to allocate to make it happen (What's the next action?“)

The challenge will always be: defining what done means and what doing looks like.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

This is a series of posts with reading notes of the book “Getting Things Done: The Art of Stress-Free Productivity” by David Allen.

Chapter 10 – Getting Projects Under Control

This chapter is all about informal, straightforward planning and the tools that can assist us in this process.

David identifies 2 types of projects:

• Projects that Retain Attention: These are projects that continue to demand attention even after determining their next actions. They require a bit more advance planning.
• Projects for which ideas just show up, ad hoc: These are projects where ideas spontaneously emerge. They need a designated space to store these ideas for later use.

Next Actions about Planning

Some projects will need next actions to trigger more in depth planning. David outlines potential next planning steps:

• Brainstorming: Useful when the project is unclear. A potential next action might be on the @computer or @anywhere list: “Draft ideas about Project X.”
• Organizing: If there are scattered notes about the project, the next action could be: “Organize Project X notes.”
• Setting Up Meetings: Often, scheduling a meeting with involved parties is the next action that propels the project forward.
• Gathering information: Sometimes, reaching out to someone or researching a topic is crucial. Next actions like “Call X regarding his thoughts on...,” “Look into the topic of X...,” or “Review reports understanding X...” can capture these tasks.

Thinking Tools

Write things down!

Regardless of the method, it's important we have a means to capture thoughts. David suggests various options: paper and pads, easels and whiteboards, digital tools (text, outliner, mind mapping apps, spreadsheets, etc).

An interesting point from David Allen is that larger screens are better for planning:

“I suggest, however, that the value of smartphones and the like is for the execution of the results of thinking – not for generating creative thought. For that I want more space, not less.” — David Allen

Project notes can be stored in various locations, from a paper folder for loose-leaf pages to digital tools like mind mapping and outlining apps or the Notes section of a task manager. Whatever works!

My thoughts and lessons learned

I've always struggled a bit with project planning and notes. I tended to skip the “planning” step and jump into execution right away. Format and location were challenges too; I thought I needed a rigid process for capturing thoughts. I believed that all projects should have a Master Project Note, in a specific format, stored in a specific folder.

However, I've learned that project planning can take various forms, depending on the project. Sometimes, jotting down ideas by hand on a notepad works best, while other times, creating an outline with the necessary steps is more effective. The key is flexibility. This took some time for me to learn.

Now, for more complex projects, I still create a Master Project Note. It includes the project's start/end dates, related focus areas, and notes using the Natural Planning Model as needed. However, for most projects, I rely on notes in Nirvana or none at all. It's all about using the available tools as we see fit.

I think the ending of this chapter encapsulates the idea:

“The key is to get comfortable with having and using your ideas. And to acquire the habit of focusing your energy constructively, on intended outcomes and open loops before you have to.” — David Allen

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

This is a series of posts with reading notes of the book “Getting Things Done: The Art of Stress-Free Productivity” by David Allen.

My notes on Chapter 08: Reflecting: Keeping It All Fresh and Functional

The GTD methodology aims to have information organized in a such a way that we see all the actions we NEED to see, WHEN we need to see them.

Recommendations on What to Look at Daily:

1. Look at the Calendar first: check all the day and time specific commitments

2. Look at the Action Lists: review the lists so that we feel confident we are not missing anything critical

But these lists can become a nuisance if they are not kept up to date. So this chapter dives deep into the famous “Weekly Review”.

Very simply, the Weekly Review is whatever you need to do to get your head empty again and get oriented for the next couple of weeks. — David Allen

The Weekly Review has 3 parts:

• Get clear: process all collected stuff
  • Collect loose papers and materials (add all to the Inbox)
  • Get “In” to empty: process all inboxes
  • Empty your head: capture anything that pops up
• Get Current: review calendars and check if all lists are up-to-date
  • Review Next Actions Lists: mark off any completed tasks, add next actions if needed
  • Review Previous Calendar: look at the past 2 weeks to see if there's anything you still need to act on
  • Review Upcoming Calendar: check for any upcoming travel, meetings, events, reminders, etc. to prepare for them
  • Review the Waiting-For list: check if follow-ups are needed, check off completed items
  • Review Projects List: check status of projects, goals, outcomes.
  • Review any Relevant Checklists
• Get Creative: add any new ideas
  • Review Someday/Maybe lists: is there anything to activate? is there anything that can be deleted?
  • Be Creative and Courageous: after doing this full review it might be easier to capture any new, crazy, thought-provoking idea into the system.

For reference there is a checklist available here.

When and where to do a Weekly Review

For a typical 5-day work week, David Allen recommends blocking off 2 hours on the last workday for the review.

This is something I realized I have not been doing well in my work routine. Because I have my personal weekly review on the weekend, I kinda neglect the review at work, thinking “Oh, I will do it with my personal one at home”. And that never happens. When I'm doing my personal review I'm in another mode, a different mood, and I don't really want to look into work related stuff.

That being said, I now blocked off my Calendar on Fridays, from 3:30pm to 5pm to dedicate exclusively on my work weekly review. My personal review will continue to be on Sunday mornings.

Until then, do whatever you need to, once a week, to trick yourself into backing away from the daily grind for a couple of hours—not to zone out, but to rise up at least to the horizon of all your projects and their statuses, and to catch up with everything else that relates to what’s pulling on your attention. — David Allen

For people with non-typical 9 to 5 jobs or different lifestyles, the review can be done on long plane or train trips, in a favourite coffee shop, during their children's weekend activity (like choir practice), etc.

At the end of this chapter David Allen mentions that it probably takes 2 years of implementing the GTD methodology to get to a point where we are confident about all our horizons (including visions, values and objectives). This might seem daunting, but it really is a long term practice because GTD has the potential to touch all levels of our lives, if we want to.

The next chapter is about “Engaging” and I'm curious to know what have I missed about it when I read it before. I can say that deciding what to do every day is one of my biggest challenges nowadays.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

Chapter 06 – Clarifying: Getting “In” to Empty

This is a series of posts with reading notes of the book “Getting Things Done: The Art of Stress-Free Productivity” by David Allen.

The clarifying step (also known as “processing” in the old version of the book) is all about understanding what each captured item is and making a decision:

“Getting “in” to empty doesn't mean actually doing all the actions and projects that you've captured. It just means identifying each item and deciding what it is, what it means, and what you're going to do with it.” — David Allen

So David Allen actually recommends that we read Chapters 6 and 7 before clarifying things because we will need our “buckets” ready to go right after we decide to do with each item.

This chapter presents some useful processing guidelines :

• Process the top item first: don't start fumbling and picking and choosing which item you will process first, just go top to bottom.
• Process one item at a time: focus on one item and finish your thinking before moving on to the next.
• Never put anything back to “in”: handle things only once by deciding what to do with it and move on.

The important question: “Is it actionable?”

This chapter has a diagram showing the decision-making matrix.

We have 2 options for the question: “Is it actionable” => It's either Yes or No.

Sometimes there is NO next action for an item:

• If there is NO action required, the item will be either: - Trash: no longer needed - Just trash/recycle it - Incubate: no action needed now, but might need to be done later - Someday/Maybe list - Reminder on a calendar or tickler file - Reference: potential useful information for later - Physical file storage - Digital file storage

David mentions the dilemma of whether to keep something for future reference, and his recommendation is to trust our intuition:

When in doubt, throw it out. When in doubt, keep it. — David Allen

And if it is actionable?

If there is something to be done with the item, then we decide what is the Next Action.

“The action step needs to be the absolute next physical thing to do.” — David Allen

Sometimes I don't complete my thinking on an item, and it ends up being not a true next physical action. David gives an example, if we need to set a meeting with someone, we should ask: How do we set a meeting? With an email or a phone call? So “set a meeting” might be too generic, a more clear next action would be: “Call Susan to check her availability and schedule the meeting”.

The idea is to have all the thinking completed so when we see our next action lists, we are ready to engage on those actions. There is no further decision to be made. Having clear next actions avoids procrastination.

Even when we have to decide on something, we should think of what is the next physical action to help with us get to a decision. It could be that, in order to decide, we need to more information on a subject, so the next action does not start with “decide if...” it could be “Search for available options online to help me decide which laptop to purchase” or “Call Susan to get her input on the best laptop to buy”.

If we don't pay attention, we don't stop to really think through what we need to do next. I notice that I usually rush through the clarifying step, and then I end up with a bunch of unclear next actions, which in turn repels me from doing anything. I've only recently started paying more attention to this, and I have to remember to slow down while processing.

After deciding what the next action is...

... we have 3 options:

• Do it: If it takes less than 2 minute, DO IT NOW!
• Delegate it: Am I the right person to do this? If not, delegate it. - Options: Send the person an email, write a note to the person, send a text, leave a voice mail or talk to the person. - Tip: always record the date on the items that we hand off to others.
• Defer it: If it will take more than 2 minutes, and you are the right person to do it, defer it to the “Next Actions' list.

But we might identify that only one next actions will not complete the item objective. In this case, it is a Project:

• Is it a Project (require multiple steps?) => add it to the Projects List

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I didn't process my physical inboxes yet, because I will finish reading the next chapter before moving on. Chapter 07 deals with all the buckets we set up in order to organize everything after we decide what to do with them.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

This is a series of posts with reading notes of the book “Getting Things Done: The Art of Stress-Free Productivity” by David Allen.

My notes on Chapter 5 – Capturing: Corralling your “Stuff”

This chapter is all about capturing stuff, either physical or mental.

The book suggests as the first activity to go through our physical environments and put in our in-trays anything that doesn't belong where they are or that we think might have some potential action tied to them.

“You'll be gathering things that are incomplete, things that have some decision about potential action tied to them. They all go into “in”, so they'll be available for later processing. “ – David Allen

Let's say you identify that your printer has been malfunctioning for quite some time, and you want to do something about it. Instead of trying putting your printer in your in-tray (which will probably won't fit anyway) you just write on a piece of paper “Fix printer” and add that note to the in-tray.

This chapter describes a very detailed step by step method to go through all of our physical spaces:

• things on our desktops;
• things in our desk drawers;
• things in countertops;
• things in cabinets;
• floors, walls, shelves;
• equipment, furniture, fixtures, etc.

The idea is to look at each of those spaces and ask: “Any actionable items there? Anything that's out of place? Any broken things that need to fixed or trashed?”

It can be a daunting task depending on how much scattered stuff you have. For me, this exercise triggered a reflection many years ago: “Do I need to keep all this stuff?”. I'd say it was the first seed that got me into minimalism and then getting rid of 95% of my stuff and move to another country with only a carry-on and a suitcase.

David Allen mentions that it's not about “throwing things away that you might want”:

“You like having and keeping your twelve boxes of old journals and notes from college? You like keeping all kinds of nutty toys and artwork and gadgets around your office to spur creative thinking? No problem, as long as they are where you want them to be, in the form they're in, and you have anything you want or need to do about that captured and processed in your system.” – David Allen

Mental Gathering / Mind Sweep

After dealing with the physical realm, we move to what is inside our heads. This is also called brain dumping or mind sweep, and it's a valuable life lesson from GTD for me.

If this is your first time doing it, David suggests setting aside 20 min to 1 hour to grab pen and paper and start clearing your head.

We should go for quantity: use one sheet of paper for each item and add them to the in-tray, one by one. They will be individually processed in the next step.

The book provides a useful “incompletion trigger list” to help the brain dumping. The list is quite extensive, it covers every topic I can think of in terms of professional and personal aspects of our lives. The list is also available publicly in this link.

The results of my capturing

I did some physical collecting this weekend after reading this chapter and added a few things to my inbox. One of them was an empty box I got a few weeks back that I wanted to repurpose as a cables and accessories container for my home office. It was forgotten in the living room all this time, and it's in my in-tray ready to be put to use.

I used my small capturing notepad that I keep at my desk and did a 20-minute brain dump. I will confess: I have been neglecting this practice for a while. I'm thinking of incorporating a quick daily brain dump in my routine.

I usually collect things as I go, throughout the day, and it is often done digitally, adding to my Nirvana Inbox with my computer or phone. But there is something about stopping everything else to do a mind sweep session that gives immediate relief from stress. It feels that if it's done on paper, it's even better: I force myself to slow down to capture.

I did the same thing at work this morning, and now I have 2 in-trays to practice the Clarifying (Processing) step, which is covered in the next chapter.

My two full in-trays: Work (left) and Personal (right)

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

This is a series of posts with reading notes of the book “Getting Things Done: The Art of Stress-Free Productivity” by David Allen.

My notes on Chapter 4 – Getting Started: Setting Up the Time, Space, and Tools

This chapter gives some tips and tricks to get started with the capturing process.

The first thing is to acknowledge that we need time for this. David recommends a weekend or holiday to avoid external disturbances. It will be intense if you're doing it for the first time!

Dedicate two days to this process, and it will be worth many times that in terms of your productivity and mental health. — David Allen

Setting up the space

The second thing to do is to set up a space, in your home and at the office (if you work in one). Have a central space to serve as your “central cockpit of control”, it might be your work office, your home office, any space with the basics:

• a writing surface
• an in-tray
• space for digital tools/computer/laptop if you use one

Also, if we go to an office during work hours, we will still need a space at home. I have a work office (I don't work from home) and a home office, so I have in-trays in both locations.

A side note: I remember when the pandemic started, and I had to work from home during the lockdowns, it was an easy transition. I already had a desk with space for a computer and an office chair at home, while some people really struggled those first months to try to find a space at their homes and set up something. So, thanks, GTD! 👍

Another point is that the space at home doesn't need to be a separate room, it can be a corner where you can fit a desk and a chair to work from. For some years, when I was living in a tiny 1-bedroom apartment, I had my desk on a corner inside the bedroom (right beside my bed!). It worked!

Tools

David Allen then lists what we need to complete the setup: in-trays, stack of plain letter-sized paper, pen/pencil, post-its, paper clips, stapler, scotch tape, rubber bands, an automatic labeller, file folders, a Calendar, wastebasket, devices and notebooks.

From all those items, I think the only one I don't have at all are rubber bands. Oh, I also don't keep a stack of plain paper (I don't have a printer). I use a small spiral notebook as my paper capturing tool. I've only recently acquired a labeller, and it is very satisfying to have things labelled in a nice font. Though I still have to replace my handwritten reference archive labels using my new labeller.

There is a discussion about where to keep the lists. We can do it the “low-tech” way: pieces of paper kept in a folder, or we could go “mid-tech” with loose-leaf notebooks or paper planners, or we can be “high-tech” with our lists in a to-do app. I'm mostly high-tech for my lists: I use a digital calendar and an app (Nirvana).

“Keep in mind, though, that the tool you use will not give you stress-free productivity. That is something you create by implementing the GTD method.” — David Allen

Filing System

Non-actionable but potentially relevant material should be organized in a general-reference file system. These files are: articles, brochures, notes, printouts, manuals, documents, membership cards, etc. Having a dedicated space to store those items avoids the uncertainty and anxiety of figuring out where to store them. If they don't have a home, they will start accumulating in horizontal surfaces, creating clutter and “psychological noise”.

The filing system has to be easy, fast and fun to use. It's also good to make sure we are not storing unnecessary duplicates (a hard copy of something we only access though the Web, for example).

“In the fire zone of real work, if it takes longer than sixty seconds to file something where it belongs, you won't file, you'll “stack.” — David Allen

David recommends using one A to Z alphabetical physical filing system. For the digital systems, he also recommends the A-Z approach.

My physical references are sorted alphabetically, as recommended. But my digital files have always been organized in major “life topics”. I don't know why or how, but I came up with these folders way before I knew what GTD was. I still have them more or less unchanged for 12+ years:

• 1 Education
• 2 Finances
• 3 Fun and Interests
• 4 Personal
• 5 Work
• 6 Home
• 7 Reference
• 8 Photos Archive

The last good practice is to purge our files (digital and physical) at least one a year. I usually take a look at my physical files and recycle some things that are longer current or useful. I have a very small file storage drawer, and I like to keep most of my paperwork in digital form anyway.

Now, I never really purge my digital files because I don't have the issue of lack of storage. I focus on keeping things organized in their folders, and that's enough for me.

My Space at Home

Here is my setup at home:

I'm happy with my space, it has everything I need close at hand. For some years (in the tiny apartment) I didn't have the storage space on the left, so my in-tray was on top the file drawer cabinet on the right.

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The next chapter is about capturing stuff. So after we have a space set up, we can start with Step 1: Capture.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.