{"id":91785,"date":"2023-02-06T17:07:00","date_gmt":"2023-02-06T21:07:00","guid":{"rendered":"https:\/\/www.shortform.com\/blog\/?p=91785"},"modified":"2023-02-08T09:40:44","modified_gmt":"2023-02-08T13:40:44","slug":"productivity-systems","status":"publish","type":"post","link":"https:\/\/www.shortform.com\/blog\/productivity-systems\/","title":{"rendered":"Productivity Systems: Work Smarter, Not Harder"},"content":{"rendered":"\n

Are you struggling to stay on top of all your tasks and responsibilities? What\u2019s the best way to streamline your to-do list<\/a> so you can tackle your workload more effectively and efficiently?<\/p>\n\n\n\n

If you want to feel in control of your life and on top of your to-do list, you need a system. Having a productivity system allows you to determine how to tackle an item when it lands in front of you rather than waiting until you\u2019re up against a deadline. <\/p>\n\n\n\n

Here are three productivity systems to help you take control of your time and workload. <\/p>\n\n\n\n\n\n\n\n

David Allen\u2019s GTD Methodology<\/strong><\/h2>\n\n\n\n

David Allen\u2019s GTD (Getting Things Done<\/em><\/a>) productivity system is designed to help you make informed choices about how you engage with your tasks, meaning what you do when you have time available. The crux of the GTD system<\/a> is to store every task, reminder, and note bouncing around your brain in an external organization system to free up your mental energy<\/a> to actually focus on the task at hand. <\/strong>Your brain is great at creating and processing things but not at remembering them, so trying to keep track of everything in your head saps your brainpower from doing what your mind does best. <\/p>\n\n\n\n

Through the GTD productivity system, you\u2019ll capture every task and reminder on lists, in files, and on your calendar. You\u2019ll be aware and in control of your entire workload so you can be fully present<\/a> in each moment without the nagging feeling that you should be doing something else. <\/p>\n\n\n\n

Step 1: Capture<\/strong><\/h3>\n\n\n\n

The first step is to capture every idea, reminder, and piece of information and get it out of your head. Capture everything\u2014<\/em>big and small, short-term and long-term, anything in your life that you feel should be different and that you have some motivation or commitment to change.<\/strong><\/p>\n\n\n\n

Capture every idea and loose end that\u2019s nagging at you\u2014whether it\u2019s about a meeting you just had or a gift for your mom\u2019s birthday next week. Don\u2019t stop working on anything else\u2014just <\/strong>focus on capturing absolutely everything as quickly as possible. When you\u2019re done, you\u2019ll take time to assess every item.<\/p>\n\n\n\n

Step 2: Clarify<\/strong><\/h3>\n\n\n\n

The next step is to decide the intended outcome for each item and figure out what the immediate next action is to make progress toward that outcome. Based on the next action you determine for each item, you\u2019ll either:<\/p>\n\n\n\n

  1. Throw it away.<\/strong> If it doesn\u2019t require any action and you won\u2019t need the information later, toss it. <\/li>
  2. Keep it for your reference files.<\/strong> These items don\u2019t require any action, but they have information that may be useful later.<\/li>
  3. Do it.<\/strong> If the next action takes less than two minutes, do it now.<\/li>
  4. Label it a project.<\/strong> The GTD system defines projects as anything that requires more than one step and can be finished within a year\u2014anything from planting your garden to learning new software at work. Put a sticky note on it labeling<\/a> it a project and put it in a pending pile. <\/li>
  5. Decide to delegate it. <\/strong>If the next action will take longer than two minutes, consider whether you\u2019re the best person for the job. If not, put a sticky note on it marking that you\u2019re delegating it and to whom, and put it in the Pending pile. <\/li>
  6. Save it for later.<\/strong> Label items that don\u2019t require any action now but you might want to follow up on in the future as \u201cSomeday\/Maybe.\u201d If you want to create a reminder to reconsider it on a specific date, make a note of that date so you can put it in your tickler file<\/a> or on your calendar in the next step. Put all these items in the Pending pile. <\/li>
  7. Defer to next actions. <\/strong>If it\u2019ll take longer than two minutes and you can\u2019t delegate it, label it \u201cNext Action\u201d and put it in the Pending pile. <\/li><\/ol>\n\n\n\n

    Here\u2019s a flowchart that shows Steps 1 to 3 more clearly:<\/p>\n\n\n

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    \"\"<\/figure>\n<\/div>\n\n\n

    Step 3: Organize<\/strong><\/h3>\n\n\n\n

    The next step is to organize the items into files, lists, and calendar items. Although you threw away some items during Step 2, you might still come across items that, upon further consideration, you decide you don\u2019t need. Trash them.<\/strong> <\/p>\n\n\n\n

    Now take the non-actionable reference items\u2014whether they\u2019re menus from your favorite food delivery spot or a list of contacts for members of the committee you chair\u2014and make your reference files. There are two types of reference files<\/strong>: subject-specific files for one type of document, such as past contracts you may need for future reference, and general-reference files for anything that doesn\u2019t fall into a specific category.

    In order for your reference files to be useful, your organization must be simple and easily navigable. An effective     filing system<\/a> motivates you to keep up with filing new items and makes it easy to retrieve documents when you need them. <\/p>\n\n\n\n

    Now tackle the Pending pile<\/strong>. Based on what you decided in the last step, put each item in one of the following places: <\/p>\n\n\n\n

    1. Projects list<\/strong> is an index of your projects that are in the planning process, which helps you keep track of each project\u2019s finish line and consistently determine each project\u2019s next action. <\/li>
    2. Project Support Materials file<\/strong> holds project plans<\/a>, research, invoices, and other documents.<\/li>
    3. Waiting For list<\/strong> helps you keep track of tasks you\u2019re waiting for someone else to complete or items you\u2019ve decided to delegate.<\/li>
    4. Someday\/Maybe list <\/strong>is a running list of things you want to act on in the future. You must review this list regularly so you can decide when the time is right to pursue one of these ideas. <\/li>
    5. Tickler file <\/strong>(meant to tickle your memory) is a filing system that holds information, documents, and reminders you won\u2019t need until a certain point in the future, such as a flyer for a play that doesn\u2019t debut for another three months.<\/li>
    6. Calendar<\/strong> is for items that need to be done at a certain time or on a certain day, such as appointments, deadlines, or reminders. The only items that should go on your calendar are things that must happen on that day or not at all. <\/li>
    7. Next Actions list<\/a><\/strong> is a to-do list to be tackled as soon as possible; it\u2019s essentially the catch-all for tasks that are actionable, take longer than two minutes, and can\u2019t be delegated. If you have more than a few dozen next actions on this list, it helps to divide them up into categories based on what you need or where you need to be to tackle them, such as \u201cCalls to Make\u201d or \u201cOffice.\u201d<\/li><\/ol>\n\n\n\n

      Step 4: Reflect<\/strong><\/h3>\n\n\n\n

      Regularly reflect on all your lists and files to help you make smarter choices about which tasks to tackle. Review your calendar daily and your Next Actions list frequently, so you always know the immovable aspects of your schedule\u2014like meetings and appointments\u2014as well as what needs to get done when you have time available. <\/p>\n\n\n\n

      The fast pace of life and incoming items makes it nearly impossible to keep your system completely updated on a day-to-day basis, so a Weekly Review is critical for keeping your lists and files clean and current. During the Weekly Review, you\u2019ll: <\/p>\n\n\n\n