{"id":9897,"date":"2020-06-19T20:05:00","date_gmt":"2020-06-20T00:05:00","guid":{"rendered":"https:\/\/www.shortform.com\/blog\/?p=9897"},"modified":"2020-06-28T21:37:31","modified_gmt":"2020-06-29T01:37:31","slug":"gtd-calendar","status":"publish","type":"post","link":"https:\/\/www.shortform.com\/blog\/gtd-calendar\/","title":{"rendered":"Your GTD Calendar: The #1 Tool for an Organized Life"},"content":{"rendered":"\n<p>What&#8217;s the best way to maintain your calendar, and how can the GTD calendar system help?<\/p>\n\n\n\n<p>A GTD calendar is a little different than your standard organizational calendar\u2014for good reason. The GTD calendar also involves other tools and tricks to stay organized. <\/p>\n\n\n\n<!--more-->\n\n\n\n<h2 class=\"wp-block-heading\"><strong>A GTD Calendar: Getting the Right Tools<\/strong><\/h2>\n\n\n\n<p>In the Getting Things Done system, you need to make sure you have the right tools. Your GTD calendar is one of the most important. Here&#8217;s why. <\/p>\n\n\n\n<p>You need a handful of supplies in your workspace to make this system go.&nbsp;<\/p>\n\n\n\n<p>In addition to whatever you choose to use for capturing, organizing, and maintaining your lists (such as planners, notebooks, a computer, tablet, and\/or phone), you\u2019ll need:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Calendar for tracking date-specific actions and reminders (you can keep using whatever calendar you currently use; once you start using the <a href=\"https:\/\/www.shortform.com\/blog\/gtd-system\/\">GTD system<\/a> you\u2019ll get a better sense of whether you need a different type of calendar)<\/li><li>File folders for organizing projects and general reference materials&nbsp;<\/li><li>Automatic labeler for file folders&nbsp;<\/li><li>Paper-holding trays for your in-tray, out-tray, work-in-progress tray, and\/or read-and-review tray<\/li><li>Pen or pencil&nbsp;<\/li><li>For organizing and filing papers:<ul><li>Paper clips<\/li><li>Rubber bands<\/li><li>Scotch tape<\/li><li>Stapler<\/li><li>Sticky notes<\/li><\/ul><\/li><li>Plain paper or notepad for capturing and making lists<\/li><li>Trash or recycling bin to keep your space (and mind) clear of unnecessary items&nbsp;<\/li><\/ul>\n\n\n\n<p>You may or may not also want to use some kind of organizer, whether it\u2019s a planner, notebook, phone app, or some combination. If you\u2019re already using something and it\u2019s working for you, incorporate it into this system.&nbsp;<\/p>\n\n\n\n<p><strong>The <a href=\"https:\/\/www.shortform.com\/blog\/getting-things-done-program\/\">GTD program<\/a> isn\u2019t rigid; tailor it in a way that will get you to use the system.&nbsp;<\/strong><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Your GTD <strong>Calendar<\/strong><\/h2>\n\n\n\n<p>Among the actionable items that take longer than two minutes and that you can\u2019t delegate, there will be some that are time-sensitive and others that just need to get done as soon as possible.&nbsp;You can keep track of actions on your Getting Things Done calendar.<\/p>\n\n\n\n<p>Use your GTD calendar to track all time-sensitive tasks and information, including:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Actions that are time-specific, such as appointments<\/li><li>Actions that are day-specific, such as deadlines<\/li><li>Information that is day-specific, such as directions for an appointment or short-term reminders like \u201ccall Suzie when she gets back from vacation\u201d<\/li><\/ul>\n\n\n\n<p><strong>The only items that should go on your Getting Things Done calendar are things that must happen on that day or not at all.&nbsp;<\/strong><\/p>\n\n\n\n<p>That means no more daily to-do lists; you\u2019ll have a <a href=\"https:\/\/www.shortform.com\/blog\/gtd-next-actions-list\/\">Next Actions list<\/a> instead, which we\u2019ll talk about next. Daily lists are ineffective for two reasons:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Through the course of the day, you\u2019re likely to get new information and new task assignments that require you to constantly add to and reconfigure your <a href=\"https:\/\/www.shortform.com\/blog\/gtd-to-do-list\/\">to-do list<\/a>. Then, not only are you probably ending each day with a discouraging list of things you didn\u2019t get done, but you also have to spend time copying those things over into a new list for the following day.&nbsp;<\/li><li><strong>It\u2019s easy to add things that are aspirational rather than absolutely necessary, so your to-do list gets bogged down with extra tasks and you lose sight of what absolutely has to happen today. <\/strong>Better to have the calendar strictly show things that must happen that day and supplement with a short list of things you\u2019d like to do if you have time.&nbsp;<\/li><\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Projects List<\/strong><\/h2>\n\n\n\n<p>Next, go through your Pending pile and find the items labeled \u201cProjects list.\u201d <strong>Your Projects list is purely an index of your projects\u2014it shouldn\u2019t include the plans or details for any of your projects.<\/strong> Those kinds of details will be on your GTD calendar, Next Actions list, and files of project support materials.&nbsp;<\/p>\n\n\n\n<p>Keeping your Projects list complete, current, and straightforward has several benefits:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>You can easily scan and review it (during your Weekly Review) to make sure that you\u2019ve defined next actions and haven\u2019t forgotten about any projects in progress.<\/li><li><strong>You get a quick snapshot of your total workload, in case you need to reassess any of your commitments<\/strong>.<\/li><li>You can feel focused and in control, knowing that you\u2019re tracking everything in progress and nothing is slipping through the cracks.&nbsp;<\/li><li>You\u2019re less likely to underestimate and neglect seemingly simpler projects, such as enrolling your child in preschool.&nbsp;<\/li><\/ol>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>How to Identify Hidden Projects<\/strong><\/h3>\n\n\n\n<p>Despite the exhaustive capturing process, there may still be projects that you haven\u2019t recognized or added to your Projects list. You may find unrecognized projects in these three places:&nbsp;<\/p>\n\n\n\n<p>1) <strong>Current activities<\/strong>: Look through your workspace, Getting Things Done calendar, and next actions to find pieces of projects. For example, maybe you have a meeting on your GTD calendar about an upcoming presentation, but the presentation itself isn\u2019t on your Projects list. Or maybe you have a note to call Susan about a fundraiser on your Calls to Make list (covered in the Next Actions section),&nbsp; but planning the fundraiser isn\u2019t on your Projects list.&nbsp;<\/p>\n\n\n\n<p>2) <strong>Higher-horizon goals and interests<\/strong>: Take stock of your longer-term goals and interests and you\u2019ll find projects such as learning a professional skill or planning for retirement.<\/p>\n\n\n\n<p>3) <strong>Problems and opportunities<\/strong>: <strong>Problems, improvements, and opportunities all present the opportunity to create projects <\/strong>that resolve the issues or capitalize on the opportunities. First, reaching a solution to any problem is most likely a multi-step project. This can include addressing an issue with your landlord to resolving a dispute with your business partner. <br><br>Second, you may notice inefficiencies or frustrations in your workflow\u2014whether for storage, record keeping, keeping in touch with people, or filing\u2014that could or needs to be improved. <strong>You can create projects that reconfigure your workflow and ultimately improve your life.<\/strong> <br><br>Third, put things that you\u2019ve thought about doing or want to try on your Projects list, such as learning photography or Italian cooking. You can initially put these on your Someday\/Maybe list, but as you use the GTD system more and get a better grasp on your life, shift some of those someday projects into current projects.<\/p>\n\n\n\n<p>With your GTD calendar, you&#8217;ll be able to plan ahead with efficiency. The GTD calendar can help you become a more organized person. <\/p>\n","protected":false},"excerpt":{"rendered":"<p>What&#8217;s the best way to maintain your calendar, and how can the GTD calendar system help? A GTD calendar is a little different than your standard organizational calendar\u2014for good reason. The GTD calendar also involves other tools and tricks to stay organized.<\/p>\n","protected":false},"author":5,"featured_media":9941,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[14,43],"tags":[90],"class_list":["post-9897","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-management","category-self-improvement","tag-getting-things-done","","tg-column-two"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.3 (Yoast SEO v24.3) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Your GTD Calendar: The #1 Tool for an Organized Life - Shortform Books<\/title>\n<meta name=\"description\" content=\"When it comes to organization, everybody needs a calendar. But how is the GTD calendar different? 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Find out how it works to optimize your time and schedule.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.shortform.com\/blog\/gtd-calendar\/\" \/>\n<meta property=\"og:site_name\" content=\"Shortform Books\" \/>\n<meta property=\"article:published_time\" content=\"2020-06-20T00:05:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2020-06-29T01:37:31+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/s3.amazonaws.com\/wordpress.shortform.com\/blog\/wp-content\/uploads\/2020\/06\/gtd-calendar-getting-things-done-scaled.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"2560\" \/>\n\t<meta property=\"og:image:height\" content=\"1703\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Carrie Cabral\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Carrie Cabral\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.shortform.com\/blog\/gtd-calendar\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/gtd-calendar\/\"},\"author\":{\"name\":\"Carrie Cabral\",\"@id\":\"https:\/\/www.shortform.com\/blog\/#\/schema\/person\/2ababb7c63a94ff5d2190f71dc417d56\"},\"headline\":\"Your GTD Calendar: The #1 Tool for an Organized Life\",\"datePublished\":\"2020-06-20T00:05:00+00:00\",\"dateModified\":\"2020-06-29T01:37:31+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/gtd-calendar\/\"},\"wordCount\":1070,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/gtd-calendar\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.shortform.com\/blog\/wp-content\/uploads\/2020\/06\/gtd-calendar-getting-things-done-scaled.jpg\",\"keywords\":[\"Getting Things Done\"],\"articleSection\":[\"Management\",\"Self-Improvement\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.shortform.com\/blog\/gtd-calendar\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.shortform.com\/blog\/gtd-calendar\/\",\"url\":\"https:\/\/www.shortform.com\/blog\/gtd-calendar\/\",\"name\":\"Your GTD Calendar: The #1 Tool for an Organized Life - Shortform Books\",\"isPartOf\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/gtd-calendar\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/gtd-calendar\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.shortform.com\/blog\/wp-content\/uploads\/2020\/06\/gtd-calendar-getting-things-done-scaled.jpg\",\"datePublished\":\"2020-06-20T00:05:00+00:00\",\"dateModified\":\"2020-06-29T01:37:31+00:00\",\"description\":\"When it comes to organization, everybody needs a calendar. 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