In the second segment of our series on creating and using a digital productivity system, we look at how best to track projects and notes following the GTD/Getting Things Done methodology.
Key Takeaways:
- Definition of Projects: Projects, according to GTD (Getting Things Done), are defined as outcomes that require more than one action step to complete and can be marked off as finished within the next 12 months.
- Digital Platform Consideration: It’s essential to spend time deciding on a digital platform. The techniques demonstrated, such as those inside Evernote, can be applied to any system.
- Organization of Projects: A recommended approach is to create a notebook for every client and project. Dave uses a project summary sheet to track progress, including next actions and meeting notes.
- Project Summary Sheet Elements: The project summary sheet includes important elements such as progress tracking, next actions, and meeting notes. It serves as a central hub for project-related information.
- Meeting Notes Organization: Meeting notes are treated as the collecting step of GTD, where relevant ideas, quotes, and assignments are gathered. The notes are dated, and after the meeting, they are reviewed, cleaned up, and action items are transferred or tagged for follow-up.
- Weekly Review: Dave emphasizes the importance of reviewing each project notebook and all new notes during a weekly review to stay on top of tasks and ensure nothing is overlooked.
- Digital System Migration Planning: Before migrating to a digital system, it is recommended to develop a plan. This includes listing all projects (both professional and personal), defining contexts (work, home, anywhere, errands), and identifying people for agenda items.
- Contexts in GTD: Contexts are fundamental in GTD and help keep track of where tasks can be performed. Examples include work, home, anywhere, and errands.
- Planning Effort: Before implementing a digital system, laying out a plan is crucial. This involves listing projects, defining contexts, and identifying people to interact with, ensuring a smooth transition into the digital environment.
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