How to make better use of the GTD system

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2023-12-17 03:44

Writer and blogger Leo Babauta explains how to keep planning and get rid of everything that keeps you from being productive.

Why is this system needed

Getting Things Done (GTD) is a well-known system for getting things done by David Allen. When using it, absolutely all incoming information is recorded and divided into lists. The goal is to get things done by spending more time on what really matters.

With the GTD system, you can achieve very great success. Here are just a few of them:

• You handle a lot of tasks.
• You become more confident in yourself.
• You procrastinate less and are less distracted.
• They trust you more: people around you know that you always bring everything to the end.
• You are more often invited to work because a solid approach to business is in demand.
• You change for the better - you realize what is really important to you, you become curious, you begin to learn, build strong relationships with people and get rid of old patterns of perception that hinder you.
• You earn more.
• You are capable of creating a successful startup or building a great company.
• You can share your ideas - in a book, blog or lecture.

But to get all these benefits, you need to understand how to use the system effectively and find out what is preventing it. Leo Babauta, writer and author of the popular blog Zen Habits, explains what to do for this.

How to use the GTD system more efficiently

Find out what's holding you back from being productive

The habit of procrastinating. You are hesitant to approach the task because of its complexity: either you feel that you will not be able to cope with it, or you have not understood it at all. This is procrastination.

The habit of distraction. You did manage to get to work, but you immediately switch to another task. The same doubts and uncertainties persuade you to postpone it in favor of an easier exercise or just start killing time. This constant switching leads to a loss of concentration. At the same time, it looks like you will be endlessly busy.

Perfectionism. You can't get down to work for a long time, because now is not the right time for that. Or you put off completing it because it wasn't perfect.

For example, you want to start a blog, but you don't, because until you find the perfect platform and theme for it, you don't have enough free time and still don't have a list of great ideas. Or you wrote an article and do not publish it, because the material still needs to be finalized - in fact, you simply do not dare.

Environment. People frustrate your plans, do nothing on time, complicate everything, spoil it, complain and annoy. And, relying on other people, it is sometimes difficult to achieve your goals. More often than not, this is just an excuse to yourself.

Distractions. These are people, any events, problems. They interfere with your work. Something you can control, some you can't.

Fatigue. You are tired, hungry, exhausted, confused, or bored. Problems like these get in the way of concentration and getting things done.

In this case, you just need to recharge: take a nap, take a walk, meditate.

Or take on tasks that do not require a lot of energy: sort your mail, do the administrative routine. If fatigue has been observed for a long time, review your diet and sleep.

Fears, doubts, feelings of helplessness and self-doubt. They are at the heart of most of the obstacles mentioned above.

Determine what you are missing to work more efficiently

The selected points will be the solution to the problems mentioned above.

Ability to prioritize. You can achieve success if you devote most of your time to important tasks. When you are busy with nonessential activities or constantly switching between activities, you are less effective. You need to choose one important problem and focus only on it.

Gradually, you will learn to identify which tasks and projects are of great value to you. Is it more important to reply to messages than to write an article? What is more beneficial for your career, happiness, health?

Ability to start business correctly. It is the tendency to procrastinate that is one of the most common and painful problems that stand in the way of achieving a goal. Therefore, the most important thing in completing tasks is to get started.

Focus on the first, smallest step. As small as possible. Create an environment that makes it easier to get started. For example, when Leo himself wanted to develop the habit of running, he only focused on putting on his sneakers and getting out of the house.

Sprint work. This approach helps you cope with multitasking and distractions. This technique is also called Pomodoro. It is based on the division of work into short intervals of 15-25 minutes (sprints), during which you need to concentrate on only one task, without being distracted by anything else.

This is followed by a short break, after which you start a new sprint. If you have never used this method, you can arrange a couple of such working segments a day, and after a week, start gradually increasing their number.

Task list management. Helps to concentrate and cope with everything planned. But try not to overcomplicate. Find a simple planner program, write in everything that you need to do in the near future, and each day choose what tasks you will focus on today.

Schedule three important and three minor tasks for the day - this number can change depending on the length of your work day, the complexity of the tasks and the speed of their completion.

Ability to accept mistakes. Perfectionism gets in the way of getting things done. Therefore, worry not so much about the perfection of your work as about its completion. Stick to writer Ann Lamotte's "lousy first draft" rule.

She is convinced that the only way to start writing well (and to start doing it at all) is to sketch a weak and useless draft. After a while, you will return to the result and polish it.

Working in a mode of uncertainty. Fears and difficulties will often haunt you. Therefore, it is very useful to learn how to work in a state of this uncertainty: to keep yourself in control, not to hide from tasks and inner experiences, and not to complain.

To do this, every time you notice something like this behind you, put everything aside and try to feel your state. Accept it. Pay attention to your physical sensations. Make sure that insecurity and discomfort is okay. Learn to appreciate the moments as they are.

Ability to see the big picture. It's one thing to be completely focused on a single task, and quite another to be able to look at the situation as a whole. A general analysis of the situation should be carried out in the morning and in the evening, as well as a couple of times during the day - in case you need to adjust the action plan.

All of us are at times distracted, interrupted, and faced with unforeseen difficulties. To stay productive, you need to learn to change focus when needed.

Ability to be responsible. First of all, this means not blaming other people for all the difficulties that you face on the way to achieving your goal. Take full responsibility for your part of the work.

Be a leader - show initiative, follow the success of the whole team, even if you are a simple subordinate in it.

Open communication. Such that everyone clearly understands their responsibilities and boundaries, as well as the consequences of non-compliance. This will help create a structure in which everyone involved can work easier and more efficiently. Try to treat people sincerely and positively, despite all their flaws.

Ability to plan. The abundance of tasks in the diary does not contribute to the achievement of the goal in any way. Instead, it's best to make a minimal list by answering simple questions. How to start the day to complete important tasks? How to run sprints so that no one distracts you? What do you need to take responsibility for? When is it worth picking up your mail? What time should I schedule meetings? How will you rate your day?

The answers will help you plan your day. Do not strive for it to be perfect. By analyzing what is happening, over time you will find the best option.

Where to start improvement

Make a simple plan. It is not at all necessary to try to master all the missing skills at once. For starters, it's best to focus on the first four that you will practice on a daily basis:

• Prioritizing and defining tasks for the day.
• Sprint work.
• Meditation - when you feel fear, uncertainty or insecurity.
• Analysis at the end of the day and revision of the plan.

Note what you will do and how. Show the resulting plan to someone you know and report back to him every day for a week. Promise each week to share your successes, challenges, and how you will prepare for the start of a new seven-day period.

Take 10 minutes each evening to review how your day went and whether you completed all of the points in your plan. Write down what happened, what prevented, how you can accelerate forward movement.

Over time, sprints, meditation, and other skills will become easier for you. Then start learning new and effective approaches as you gradually improve your system. The main thing is to remember to practice.