Why is this the case? And how does the separation between thinking and doing affect productivity?

When it comes to doing what we need to do, or would like to do, we should be clear about what we want to achieve before starting to work. This is a major component to productivity, and maintaining this distinction will not only help you speed up your work, but will also improve your concentration with the task at hand.

We often leave much of our work undefined, and hope to figure the details out while we work. For example, suppose you are planning to read a book. Let’s say it was Getting Things Done. If you write in your to do list: “Read book,” you have not given yourself enough details about the task to be able to perform it straight away. When you read your task, you will naturally think: What book do I mean? Oh yes, Getting Things Done. This would be fairly simple if it’s the only book on your desk. But often, when we miss out important details, we end up thinking a lot about our work, and how we are meant to get it done, which impedes the actual work we are meant to be doing.

A task like: “Talk to Bob” needs a great deal of thinking before you can figure out what to talk to him about, the points you wish to raise, etc. However, you can write your task as: “Talk to Bob re newsletter – problem with layout,” which will help you focus your thoughts and make the task much easier to accomplish than if you hadn’t drawn a distinction between thinking and doing.

All the GTD stages, apart from the “Doing” stage, are intended to get the “thinking about work” out of the way so you can concentrate on your task while doing it.

David Allen calls this “cranking widgets“: when you have a pile of “widgets” (i.e. items) you need to “crank” (i.e. do a single action on), you can do your task automatically, because you know what needs to be done, and you simply work your way through the pile. But if you are faced with a pile of widgets that you have not explicitly defined what needs to be done about them, or the details you need to take into consideration to get the widget cranked, then your work will slow down as you struggle to make sense of the task you are doing.

This is why processes, flowcharts, checklists, etc are productivity enhancers: they get the thinking out of the way so when you sit down to work, you know exactly what needs to be done.

The distinction between projects and actions, according to the GTD system, is that projects are made up of a number of actions, which you will need to explicitly define. But the distinction between thinking and doing isn’t about defining missing actions. It’s about noting down the details that you have to take into consideration when performing a single task. If you need to make a phone call, what do you need to mention during the conversation? You will only be performing a single task, but you need to know exactly how the task is to be performed.

Therefore, when you write down the tasks you need to get done, make sure you include as much information as necessary to get as much thinking about work done before you come to do your tasks, so they can be accomplished effectively and efficiently.

So what is the difference between the two, and why is it so important?

The fact is, nobody ever “does” a project. Most projects are extremely complex, and require a clear plan and a sequence of actions to perform, by a number of people, in order to achieve the desired results. If you think of any project you have undertaken, or participated in, you would realise that there are a number of actions that were performed as part of the project. So which action is the project? When you say you are “doing” your project, which of these actions are you referring to?

It is this ambiguity that can bring a project to a screeching halt!

Why?

Well, for you to move a project forward, you need to know what has to get done next. If this “next action” is vague, you would not be able to know what to do. Therefore, the project won’t go anywhere.

For example, if I wanted to write a book, I will have to think of a subject, write an outline, do some research, make notes, write a draft, proof read, etc, etc. If I simply say to myself: “Work on book” I’m not clarifying for myself what action I need to take now.

The next action is a physical, visible action you can visualise yourself doing.

A project is when the desired result takes more than one “next action” to achieve.

Suppose I wanted to brainstorm for a book I’m writing. If I wish to brainstorm by myself, then the actions I need to take are:

1- Grab pen and paper

2- Write down the ideas for the book

If I don’t have a pen and paper readily available, and I don’t acknowledge this need when I state my intention to brainstorm, I might never end up brainstorming, simply because I have not defined my next action!

Procrastination can be much, much worse when the project involves more actions to take. If I wanted to brainstorm with others, I might need to:

1- Call the people involved

2- Decide on a location to meet up

3- Decide what materials we need

4- Buy the missing materials

etc, etc.

Now, if we have “brainstorm” as the action to take, but not realise that we need to make a phone call first, the project won’t go anywhere, and we wouldn’t know why. That’s because “brainstorming” involves more than one action and is, therefore, a project. We need to consider it a project, then define the next physical, visible action to take in order to move the project forward.

If you are stuck, and don’t know why, ask yourself: “What is the action I need to take right now?”

Once you have an action, ask yourself: “Can this be done right away, or does it depend on something before it?”

If there is something else you need to get done before your next action, then that should be the next action. You may implicitly know that there is a missing step, which is why you’re not undertaking your next action. This is the issue you need to clarify before you can move on.

Now if you’ll excuse me, I have a few “next actions” that I should be moving to my projects list!

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!)

But now that I’ve read the book, I’m glad that I managed to get through to reading it, and regret putting it off for such a long time. This is by far the most effective productivity approach I’ve come across, with some really illuminating insights about productivity that changed my approach to getting things done, and “time management.” The author, David Allen, calls his approach “radical common sense” but it’s hardly a common approach in the field of productivity.

Stress-Free Productivity

The sub-title of the book says a lot about the book’s approach: “The Art of Stress-free Productivity.” It’s not simply a matter of being more productive. It’s to be more productive, with less stress. Many “time management” experts focus on increasing output, and think that this will make people feel better at having accomplished more. However, this usually leads people to feel more stressed out as they try to make more use of their time, and feel guilty when they don’t exploit every minute to its fullest potential. David Allen’s approach isn’t about making better use of your time. In fact, time isn’t what he seeks to manage with his approach. Knowing that the focus of his approach is handling stress, we can identify the starting point of his system: your brain.

What you hold in your brain is what causes you stress. When you constantly have a to do list on your mind, you will loop through the list all the time, when you can do something about your tasks, or not. You are worried about what you have to do because you’re afraid you might forget about it (that’s why it’s always nagging you not to forget it), and find it difficult to actually do any of the things on your mind because you don’t know where to begin, or what outcome you’re expecting. The essence of David Allen’s Getting Things Done (or GTD) approach is to develop a system, a trusted system, that you can rely on to record all your to do items, so that your brain won’t have to do that, all the time, or any of the time. If your brain can trust that the system is doing it’s job, it can relax, knowing that you won’t forget about your to do items. However, the system isn’t simply a to do list. There’s more to it than that! But before I plunge into the system, I’ll pave the way by explaining the problems we face, and where the system comes in to save the day!

Your Commitments

Anything you want to do, or have promised others to do, is essentially a commitment. This means that you are meant to do the necessary actions to see the expected results. If you promise someone that you will fix his computer, then you will have to do all the actions associated with the result you promised. Therefore, any commitment you have is what David Allen calls an “open loop” that needs closure. But the problem is that you are constantly making commitments with yourself and others that you might lose track of. This causes you stress because you’re not fully aware of all the commitments that you have made, and aren’t sure what you’re going to do about them. Since you don’t know what you already have to do, you end up taking on more projects, which add to your stress, and may even reduce your output. We are constantly receiving and making commitments without identifying what needs to be done about them.

Your Stuff

Everything in your world that’s not in its place is considered “stuff.” Computer files scattered across your desktop, papers piling up on and around your desk, devices you need to fix, garbage you need to take out, etc. Anything that needs to be somewhere else, or has an action associated with it that you have not identified is stuff. Stuff is a strain on your brain that you’re not addressing. You might be able to work in your office by making room for yourself around your paper piles, but your brain will be aware of all the stuff around you, and will constantly consider doing something about them, even though you don’t want to at the moment. This shifts your focus away from the task at hand, and makes you feel guilty for not working on your piles. Therefore, since this stuff is in your life, you won’t be able to give any task your full energy, since most of it is drained from the thought of having to deal with all your stuff. To live stress-free, you must process your stuff. And this is where the system begins.

The Getting Things Done System

The system consists of 5 stages, and it’s important to acknowledge and maintain the distinction between these stages. And since the system is intended to get you to deal with all your stuff, the first stage in the process is to:

1- Collect

And when I say collect, I mean collect everything, and place it in your “in” basket. This should ideally be a physical basket where you place in it everything that’s not in its place, or you need to do something about. Dump all your unprocessed piles, to do lists, magazines you want to read, etc. into your “in” basket. Grab a pile of paper and write down what’s on your mind, and dump it into your “in” basket. David Allen suggests that you put one idea per page (for easy processing later on). Write down everything that you need to do, which you can think of. Any ideas that are constantly popping up in your head. If you’re thinking of a blog post to write, write that idea down. Don’t leave anything on your mind, which you haven’t put down on paper. Your head should be empty after you’ve finished collecting, and you shouldn’t have anything out of place in your home (not just your office. I did say everything!). If you need to take your car to the garage, you don’t need to park it in your “in” basket, but must make a note of it in your “in” basket.

This stage by itself is a very liberating experience, because you will feel in control of the things in your life, and it will give you a rough idea of how many things you need to consider, and how much you have to handle. But while you’re collecting, you aren’t considering what to do about the items you’re collecting. You’re simply collecting. This will ensure that you do not tire yourself out before you manage to collect all the stuff in your life. Having collected all your stuff, you want to begin to:

2- Process

Without considering the priority of the tasks you have to do, or their complexity, process your items, one at a time, until you have processed all your stuff. How do you process your stuff? Grab an item from your “in” basket and ask yourself: What is it?

What needs to be done with this item? The main distinction you need to draw is whether you need to take an action on this item, or simply keep it for reference. In other words, is the item actionable, or not? If it’s not actionable, you have three options open for you:

1. Eliminate: The item is of no use to you any longer, and you can simply throw it away.

2. Keep for possible action: Put the item in a someday/maybe list. Something you would like to consider working on, but not at this point in your life. It could be a trip you are thinking of taking in the summer, or a course you’re planning to take next semester. Since there is no action to take on it at the moment, but you would like to consider it later on, keep it for later evaluation.

3. Reference it: Either place it in an existing folder, where it belongs, or use a new folder to keep it. Label your folders, and arrange them alphabetically for easy reference.

On the other hand, if the item is actionable (you need to take an action on it), does it involve several actions, or a single action? If it’ll take several actions to mark the item as done, then make a note of the item as a project in your Projects List, and determine the next physical, visible action that you need to do to get the project moving. If it’s to book cinema tickets online, the next action might be: “connect to the Internet,” or “visit cinema website.”

If the next action takes less than two minutes to complete, then do the action immediately! It’s a waste to put such an item in your to do list, when it’ll take you more time to consider the action than actually doing it! This is known as the “two minute rule.”

If it takes more than two minutes to do, ask yourself: Should I be the one that does this action, or should it (can it) be done by someone else? If it can be done by someone else, then delegate it to that person, and make a record of it in your Waiting For List. If you are responsible for the outcome of that action, you need to check whether it has been done or not. Therefore, your Waiting For list will help you keep track of the things you expect others to do, and to ask for updates about them.

If you are the one that’s meant to do the task, ask yourself: Does this need to be done on a specific day, or at a specific time? If so, then record this item in your calendar. Use your calendar only for date/time-specific actions, and not general to do items. If it’s not for a specific date/time, then record it in your Next Actions Lists.

3- Organize

Once you have processed your items, you would have essentially decided what outcome you expect out of each action, and what needs to be done to get the result you want. To refer back to the actions you need to take, you need to organize your actions into lists that will help you decide what needs to be done. This is why your action lists need to be properly organized.

Your Next Actions Lists should be split up into Contexts: the location or tool(s) required to do the action. If the task is to be done on a computer, then put it on your @Computer action list (the @ character can be used to specify contexts). If it’s a phone call you need to make, you can put it on your @Calls, or @Phone, action list. Therefore, you will know what you can do based on the context you’re in. If you’re not at a computer, you don’t have to go through your @Computer list.

Your calendar, waiting for list, projects list, etc are your means of organizing the the work you need to get done in the best way possible.

4- Review

The most powerful aspect of this system is in getting things out of your head and into your trusted system. But your brain needs to be aware of what’s in your system, or at least be sure that you have not forgotten what’s in your system. Therefore, you should review what’s on your lists on a regular basis, so that you are aware of the commitments that you have and the actions that you need to take.

A weekly review is highly recommended to update your lists (actions you need to add and items you need to cross off, projects you need to take on, etc). If your system is not up-to-date, you will lose trust in it. If it’s incomplete, you will not rely on it. Therefore, reviewing your system helps to renew your trust and to always keep it updated.

5- Do

A productivity system that helps you keep track of your actions and organize your lists is meaningless if it does not lead you to doing the things that need to be done. Therefore, you must actually do what’s on your lists. The items on your lists should be done as soon as you are in the right context and the opportunity to do the action becomes available. Since all your commitments are important, you should not organize your tasks based on priority (otherwise, commitments that are of low priority might never get done!). What you need to consider before the priority of your tasks are (in the order given below):

1- The context that you are in

2- The time available for the task

3- Your energy level

And, finally, 4- The priority of the task

If you are not in the right context, or don’t have the time or lack the necessary energy to carry out the task, then no matter what the priority of the task is, you will not be able to do it. If several actions have the same priority level, then you should follow your intuition to pick the task to work on.

What I LOVED about the book

The workflow (productivity) system presented in the book is very simple, yet extremely powerful. Rather than presenting a set of productivity habits we need to develop, this system is comprehensive and easy to start implementing. There are many great insights into productivity that I hadn’t thought of before, which completely changed my approach to productivity. For example, David Allen makes the point that we can never manage time, because it’s never time that we manage. “Time management” is really “action management” because we seek to manage our actions in order to gain the greatest results. We can’t manage 24 hours and end up with 25, but we can manage our actions so that we can make the most of the time that we have.

There are many more models presented in the book that I haven’t mentioned or even touched on, but that really help explain what we need to consider when trying to lead productive, stress-free lives.

The Cons

While David Allen has some great insights, he doesn’t express his ideas in an eloquent way. He seems to waffle a lot before making his point. Parts of the book lack structure, and I would have preferred if he had highlighted the things I’d be coming back to, rather than mix the mundane with the real productivity gems.

Because the GTD system is very flexible, he only gives minor suggestions on how to actually implement the system, leaving the implementation up to us. I would have preferred if he had given a number of suggestions, and allowed us to select the best approach for us, rather than leave us wondering how we’d make use of the system. This isn’t to say that the book doesn’t contain implementation tips, but not as much as I had hoped.

Conclusion

Getting Things Done is a highly recommended book. I suggest you buy it and go through it, without putting it off. The productivity you will experience and the reduction in stress you will feel are well worth the investment.

I have dedicated a section in my blog to give some more tips on implementing GTD from the book and other GTD resources, as well as my own experiences. There’s a lot more to talk about regarding the GTD system, and I have only touched on the tip of the tip of the iceberg.

My message to you when you finish reading the book is:

You’re welcome