# Getting Things Done Like a Boss (Tiago Forte) [[Getting Things Done]] course by [[Tiago Forte]]. For the PKM course see [[Building a Second Brain (Tiago Forte)]]. ## Section 1: Introducing the Class A workflow is a collection of containers and a collection of checklists. ## Section 2: Phase 1 – Collect Or put another way: Develop a [[Capture Habit]]. > GTD is a toolset to help people focus their energy strategically, without letting anything fall though the cracks. – David Allen Only when our daily productivity is automated can we focus on creativity. The five phases: 1. **Collect. Everything you have to do** 2. **Process. Clarify outcomes and next actions.** 3. **Organize. Organize reminders in a system you trust.** 4. **Review. Review reminders from phase 3.** 5. Do. Section 2 focuses on phase 1: collection. - Most task lists consist of incomplete lists of unclear things. **You need to switch to complete lists (phase 1) of clear things (phase 2)** - **Stress is caused by open loops – things you haven’t collected. Your mind is a focus tool and not a storage tool.** Goal is to get everything out of your head and into collection containers ([[Capture Habit]])). - The three collection rules: 1. **Every open loop must be captured in a container** 2. **You should have as few containers as possible** 3. **You must empty all of your containers regularly** **Collection containers above are task lists, not your inboxes.** ## Section 3: Phase 2 – Process - To process is to ask a series of questions about each open loop in order to get them from your inboxes into one of the collection containers - The three rules for processing 1. **Process the top item first** 2. **Process one item at a time** 3. **Never put anything back in the collection container.** If you don't have time to deal with stuff don't even open the collection container - Questions to ask: 1. **What is it?** 2. **Is it actionable?** - **If it isn't, store it in your second brain** (PKM), Someday/Maybe list or trash it - If it is ask **What is the very next physical action** to take? Next physical action examples: - Clean garage - Move refrigerator - Call Jim to pick-up the refrigerator - Call Sally to get Jim's number - Summer camp - File 10k - Progress Meeting - Write up agenda - Contact colleagues for agenda items - Call operations and find out scheduling for conference room | Instead of | Try | | ----------------- | ------------------------------------------ | | Set meeting... | Send doodle to Jim proposing meeting times | | Decide on... | Draft a list of vacation ideas to discuss | | Check out... | Visit website for hours | | Organize... | Buy containers for kitchenware at store | | Follow up with... | Call Jenny about purchase order | | Think about | Make a list of pros and cons | **If a task is a part of a multi-step process, you should add it to your projects list not to loose track of it.** **Each project belongs to an area of responsibility.** - Areas: - Have standards to be maintained - Are indefinite in duration - Projects: - Have goals to be achieved - Are time-limited Lastly, if a task takes less than 2 minutes just do it. If someone else can do it at least 80% as well as you, delegate it. Otherwise add it to your next actions lists (collection containers). ## Section 4: Phase 3 – Organize Collection containers: - **Project list** - **Contains multi-step projects that should be reviewed regularly** to make sure next-actions are added to your other containers - Waiting for is for things or people you’re waiting on - Calendar contains time-specific items only - **Next action lists are for your next actions** - Reference materials (see [[Building a Second Brain (Tiago Forte)]]) - Projects (for active projects) - Areas (for areas of responsibility) - Resources (for topics (of interest) -specific resources) - Archive (for done projects) Use the PARA system above across all of your services to reduce confusion related to wondering where to find/put stuff. For more info about this system see [[The PARA Method]]. ## Section 5: Phase 4 – Review The weekly review: - Prevents your mind from taking back the job of remembering - Helps you pick-up loose ends - Designates a time and a place to think about the big picture (the big picture! do the regular stuff like emptying inboxes daily!) Things to do: - Gather open loops - Update containers - Review the system Daily checklist: - Look at calendar - Clear physical space - Clear computer desktop - Clear inboxes - Review next actions and decide on today’s tasks Monthly review: - Review areas of responsibility - Review goals - Review someday/maybe for projects you want to start that month ## Section 6: Phase 5 – Do Phase 5 is all about deciding what to do next based on context, available time, available energy, and priority. ## Section 7: Apps and Services