Getting organized is all about getting things off your mind, by feeling sure that they are tracked, and will be attended to as soon as it becomes possible. You can enjoy your free time, instead of feeling guilty. You can clear your mind.
Any system for organizing yourself needs to be simple enough that you can follow it with a few basic rules. Elaborate schemes just do not work in the daily rough of things. Getting Things Done (GTD) is such a simple system, and works OK for me. I wrote this without having the book around. There are three basic elements:
First, you must make a conscious decision what to let into your life, and what not. Learn to say no, and control which tasks you accept. The easiest way of keeping your word is by not giving it. If a task can be done within two minutes, just do it right way, and get it out of the way.
Second, you must have an inbox where you record all tasks that you accept, all stuff, as it comes in. It is of paramount importance that you really record everything there, because otherwise you can not trust that all will, be taken care of, and your ease of mind is lost. For things that do not fit directly (like an old fridge you want to get rid of), you put in a note as a place holder. What nature this inbox is is not so important. It can be a notebook, or a shoebox where you collect scrap notes and letters, or a PDA. You also need a system where you record and track open tasks, so you do not have to weigh your mind with them. Again, this can range from simple like a paper planner and pocket calendar or some file folders and a wall calendar to elaborate like a PDA. In the age of electronic communication, probably your email inbox and lists and the calendar in your smartphone work best.
Third, you must make regular review of your inbox and your tasks. Fail to do that, and your trust will be lost. When going through the inbox, for every item, come to an actual decision what needs to be done. Don't just go over it and think you will decide later. Clear it. It only needs a little conscious effort.
- Is it not necessary any more? Scrap it.
- Is it not actionable? Some things can not be acted on, like ideas that you might want to revisit, or reference material that may be of use at a later time. If it is not actionable, just file it away in an idea folder, or a reference libary.
- Can it be done within two minutes? Do it right away -- it would take more time to track it. Otherwise, if it is a task that can be resolved as one action, put it on a to do list. It may be useful to make those lists according to environments like office, home, out and about, internet, phone: that way, when you are in the office you can quickly check for tasks you can do there. Review all of the lists, when you review your inbox. It may be even easier with just one list.
- Some things are items where you have to wait for something, like the outcome of tasks you delegated, or an appointment at a given date. Dates are best put in a calendar. I find agenda lists for people I interact with useful, where I can put discussion issues, and follow-up checks. You also can have a wait-for list to review.
- Some things are larger projects that can not be done in a single session. For these, you can keep a list and separate notes, breaking them down into tasks. Make sure you also go over the project list and files regularily. Identify the next step, and deal with it as with other items, by doing it right way, delegating, making appointments, or putting it on your to do list.
