Many people fail in the exercise of "getting organised" because they try to do all the 5 steps together. One of the principles of a good workflow management is to deal with each stage of the flow separately. So when you are collecting the stuff, do not get distracted by what it means and what you need to do about it. Just capture it.
Step 1: Capture
Collect all your tasks, appointments and ideas in inboxes. These don’t have to be physical in-trays. An inbox can be any organisational system that lets you capture things in writing. That means you can use both digital and analog inboxes, such as your email inbox, Evernote or OneNote, physical trays or vertical filing systems. This first step can take several days when you first start using the Getting Things Done method. After that, you simply add new tasks, appointments and ideas to your inboxes as they arise. This rarely takes more than a few minutes.
Step 2: Clarify
You need to review and process everything you’ve collected in your inboxes. This means you have to decide where things belong in the Getting Things Done system. Ask yourself the following questions for each item:
What kind of task is it?
Is it actionable?
What’s the next action?
When reviewing your inboxes, don’t put anything back in the inbox. Decide where each item belongs.
If no action is possible or necessary, choose one of three options:
Put it on the ‘Maybe/Someday’ list
Archive it for reference
Step 3: Organise
First, assign all actionable items to temporary trays or put them on lists and process them from there.
Tip- If you can complete a task in two minutes or less, do it right away and don’t add it to the Getting Things Done system.
Only enter appointments in your calendar. Add tasks to be done to the ‘Next Actions’ list or record them as a project and break them down into smaller actions.
Any task that requires more than one action is a project in David Allen’s GTD method. A project can be anything from renovating your home to a professional marketing campaign for a product. Put all of your projects on a project list that you review regularly. You then define next actions for your project and enter specific deadlines for it in your calendar. Also, keep a reminder list for all the tasks that you’ve delegated to others. This allows you to keep track of the tasks others are doing for you.
Keep a separate list of all the next actions that are not project-specific. Depending on the scope of your tasks, you can also keep multiple context-specific lists for personal tasks, work tasks, phone calls, errands, and so on.
Also keep a reminder list for all delegated tasks outside of projects. Set dates to follow up with others on how far they’ve progressed with a task.
Step 4: Reflect
You’ll gain clarity by organising your tasks and appointments, but that alone won’t be enough to boost your productivity and ensure that you get everything done in the time allotted. To do that, you have to regularly review your lists.
You have to make sure that your system is up to date, otherwise you won’t be able to focus on the task in front of you without thinking about whether you might have missed an appointment.
Review your calendar several times a day and check your to-do lists at least once a day to select your next task. Empty your inboxes once a day.
In the GTD method, you do a weekly review once a week. This review consists of the following steps:
Empty your head: At the end of the week, write down all the ideas going through your mind.
Inboxes: Put new tasks, ideas and dates where they belong in the GTD system.
To-do list: Is the list up to date? Have you crossed off all completed to-dos? What are your upcoming actions for the next few days?
Project lists: Is the list up to date? Have you completed at least one next action in the past week to move your project(s) forward?
‘Maybe/Someday’ lists Do you want to transfer some of the items on this list to the project list and process them now?
Calendar: Is your calendar up to date? Did you actually keep all your appointments? What are your upcoming appointments? Did you enter all your appointments?
‘Waiting For’ list: What’s the current status of delegated actions? Follow up with coworkers if necessary.
Step 5: Engage
In the GTD method, you use four criteria to decide what to do next: Context, time available, energy available and priority.