03.11.08

GTD Collection Buckets

Posted in GTD at 7:37 pm by Haider

In my overview of the GTD (Getting Things Done) system, I mentioned that all your “stuff” (things in your world that aren’t where they should be) need to be placed in your “in” box for later processing. But what kind of “in” box should you use? And can you have more than one inbox?

One of the strengths of GTD is that it is an extremely flexible system. You need to understand the theory behind it, then the implementation is up to you. You’re not tied to using a specific software or worksheet or diary. You can implement the system the way that suits you the most. This applies to all stages of the workflow process (collection, processing, organizing, reviewing, doing). Therefore, there is no prescribed type of inbox you need to use. A physical inbox is almost essential because a lot of our work can be paper-based, and it is sometimes easier to jot down an idea on a piece of paper and throw it in a physical basket than it is to sit at a computer and type your ideas up.

And is there a limit to the number of inboxes you use?

The short answer is no. And the long answer is also no. There is absolutely no reason to prescribe a set number of inboxes to use for collection. The only thing you need to be aware of is what do you consider your inboxes? You cannot simply classify the piles of paper around your desk as being your inbox. Your desktop doesn’t qualify as an inbox, nor does your office, nor does your garage. Remember, the first stage in the GTD process is collection, which means you have to place your “stuff” somewhere for processing. You can’t leave things where they are and say to yourself: “I will process those when I get to it.” It means you have not collected your “stuff” and it’s still where it doesn’t belong.

You can define a number of inboxes for yourself, and then use them when it comes to processing. The inboxes you use for collection are called your Collection Buckets. At least one collection bucket should be with you wherever you are, so you can record the ideas that come to you when you’re on the go. But you must remember what your collection buckets are, otherwise you would have placed stuff somewhere where it will not be processed, since you have forgotten about that collection bucket. I’ve fallen into this trap myself several times, where I would record my ideas in one notepad, only to start using another notepad and forgetting about the ideas I wrote in the first one.

My Collection Buckets

To get an idea of what kind of collection buckets you can have, I thought I’d tell you what sort of collection buckets I use, and why:

1- Notepad: This is the notepad I use to store my projects list, to-do lists, waiting for list, etc. I have a section in that notepad under the tab “IN” that I use to note down ideas or stuff I need to process later. I usually have this notepad with me almost everywhere I go. It is especially useful when I need to do a lot of writing or doodling.

2- Physical “in” baskets (at home and at work): Whenever I think of something while at my desk, or a colleague approaches me with a project or action I need to take, I usually jot it down on a piece of paper, and throw it in my “in” basket.

3- Mobile: There is a “to do list” feature on my mobile that I use to write down things I have to do while I’m on the go. It is sometimes easier to use than writing in my notepad, and I usually use it when the idea or action don’t require much writing. Since I only have a single “to do list” on the mobile, I distinguish between next actions (specific actions I can do in the right context) and collected “stuff” (things awaiting processing) by specifying the context for the next actions. Therefore, any item that begins with a context (@calls, @errands, @work, etc) is a next action, and everything else is part of my “in” box.

Of course, I can use the “Notes” feature in my mobile to store lists, but I find the “to do list” easier to add to. I use the “Notes” section to store my writings (blog snippets, contemplations, etc), and the only list I have in the “Notes” is future blog posts. I can always add more lists, but haven’t done so yet.

4- Excel sheet (or other computer files): I usually don’t store actions or “stuff” on the computer unless it’s computer related. Therefore, my excel sheet is for things that should be done on the computer. Emails to write, scripts to code, sites to visit, etc are stored on the computer (or in the other collection buckets, if I get the ideas while away from the computer). I sometimes create files to store ideas for specific projects, in which case they are not really collection buckets, but Project Support Material (more on that later).

5- Computer Folder: This is especially useful for processing computer files (deciding what to do about computer files, and if there are any actions associated to these files). I usually create a temporary folder I call “IN” that I drop all the files scattered around my desktop in for processing. Files that are not where they should be are considered “stuff” that should be collected and processed.

6- Email Inbox: This is where we often come across the word “inbox.” My email inbox is where I collect “stuff” from others, and I process what I get for next actions and reference information that I might find useful in the future.

7- Good ol’ Pocket: As untechie as it may seem, my jeans pocket can serve as an important collection bucket, especially when I want to transfer “stuff” between home and work. There is a higher likelihood that I would forget about the papers if I put them in my laptop case, because I don’t check them that often, but I usually empty my pockets when I come home, and am generally aware of what I put in my pockets more than any other compartment.

This is a basic look at where and how I collect my “stuff”, which I hope you will find useful. Assess your own needs and find out what collection buckets will be the most suitable for you!

(Updated on 13/3/2008: Forgot to mention the use of computer folders as an inbox, and - how can I forget! - my email inbox!)

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