The Principles Behind Getting Things Done
Over the years, I’ve researched and experimented with many productivity systems. At the end of the day, they’re all based on David Allen’s Getting Things Done philosophy. They either simplify or expand on the five steps that are outlined in his book.
Here are the five fundamental steps for getting things done:
Capture
Write down anything on your mind—tasks, worries, ideas—to clear mental space. These unrecorded thoughts are “open loops” and must be captured to free up your attention.
Clarify
Review each captured item and determine if it’s actionable.
If not: delete, defer, or file for reference.
If yes: define the next action. If it requires multiple steps, it’s a project. Delegate tasks when needed, do quick tasks immediately, and defer the rest.
Organize
Sort clarified tasks into appropriate categories:
Incubate for later review.
Reference for non-actionable info.
Next actions for current to-dos—use additional lists (e.g., “waiting for,” “projects”) to organize to-dos.
Reflect
Review your system regularly:
Daily: Check your calendar and task lists to stay current and avoid anxiety.
Weekly: Step back to evaluate long-term goals, review projects, and plan ahead.
Engage
Focus on what you’re doing now. If your system is solid, you can trust that you’re spending your time on the right things.
Food for Thought
In the search for mental clarity, another important tool is having some kind of mindfulness meditation practice—learning how to focus on your breath and slowing down your thoughts. In the words of Yuval Noah Harari:
If you can’t focus on the simple reality of your breath coming in and out of your nostrils without being overwhelmed by some story generated in your mind, then how can you hope to understand the financial system of the world, the geopolitical system… much much bigger things, if you can’t do that?