Are you looking for a way to get more done each day? If you've been feeling overwhelmed with work, the GTD method can help you get organized and stress less.

Synopsis

"Getting Things Done: The Art of Stress-Free Productivity" by David Allen (Penguin Group, ISBN 0-14-200028-0) is commonly referred to as GTD. It is also much more than just a book about productivity; it’s a movement. On the internet, it’s attained an almost cult-like status, with masses of followers devoting entire websites to the subject – tweaking the GTD program, developing new technologies to more effectively implement it or just to share tips for how to get started in your GTD lifestyle.

Yes, GTD is a productivity phenomenon. Part of the reason for this is the comprehensive approach Allen takes to the management of daily tasks. The book truly walks you through every step of the process from collection to completion, providing solutions for the overworked and overwhelmed. The book doesn’t just provide you with ideas of how to better manage your workflow. Instead, Allen breaks it down into the everyday steps, an entire program, to help you achieve the lifestyle he promises is possible: a more productive, less stressful existence.

But readers beware: the book is not for someone looking to learn about the philosophy of productivity. This is a how-to guide for setting up the GTD system. The book’s greatest asset (its comprehensive approach) may also be its greatest downfall. At times, the system feels too complex and burdensome to be helpful. However, Allen insists that the time and effort it takes to set up will be well worth it in the results.

Whether or not you choose to implement the entire GTD system, the book does introduce several key concepts that can help anyone improve their productivity and better manage their workflow on a daily basis.

Key Concepts

An Overview of the GTD Task Management Method

The GTD system of organization and productivity can be broken down into four steps: collect, process, organize and review. In the book, each step is discussed and specifics are outlined for implementing the appropriate tools. Visual learners will also find several straight-forward graphs and flow charts that are very helpful in illustrating the process.

Next Actions

David Allen insists that all tasks must be broken down into specific next actions steps. This basically ensures that each item on your “to do” list is specific and actionable rather than being an abstract goal or idea. For example, rather than focusing on the task of “Get a college degree” you would focus on the next action of “Research the college application process”. This helps keep you on track by narrowing down and specifically defining what can actually get done.

Do it, Delegate it, Defer it

Another great concept Allen introduces is the idea that for any task, there are three possible actions: you can go ahead and do it, you can delegate it to someone else, or you can defer action until later. He also outlines how to determine which action is the appropriate one to take.

One Collection Tool

Getting Things Done emphasizes using only one tool to collect “to do” items. Whether it’s a simple notebook or a complicated piece of technology, don’t your let productivity falter due to a disorganized and decentralized collection process.

Someday/Maybe List

An interesting concept introduced in this book is that of the someday/maybe list. Allen suggests that you keep a running list of things you might possibly like to do in the future – books you’d like to read, conferences you’d like to attend, concepts you’d like to learn more about. This is a nice way to clear up the clutter both in your mind and in your desk. Having all of these things in one central location is also very convenient for the next time you are looking for a project.

The Weekly Review

One of the main concepts in GTD is the idea that your productivity system takes constant maintenance. Each week, there is a list of things suggested to help you monitor your progress and keep you on track. This is a time to gather and process all of your “stuff”, update lists, and review your system. For example, reviewing your someday/maybe list is a part of the weekly review process. This ensures that these items aren’t simple forgotten and will perhaps trigger you to add a new next action on your task list for the week.

Summary

David Allen’s Getting Things Done is truly the gold standard of productivity systems. If you’re looking for a program to help you organize your daily tasks and activities, look no further. Be prepared that the system takes some time to learn and set up, but in the end you’ll be happy you did it. For those who are too overwhelmed and stressed out to accomplish everything, Getting Things Done will help you….well, get things done.