I like to keep all the details related to a project
bundled together in one place. For me that is
usually electronically but it can also be a paper
folder or an envelope. When I am working one
project I tidy away the others and just pull out
what I need for that one.
Organising your projects like this has the added
benefit of allowing you to quickly engage and
disengage with work. We all deal with
distractions and interruptions which is why I
find prioritised lists don’t work well. I can get a
call or an email that completely changes my
priorities and so it’s useful for me to be able to
wrap up everything to do with a piece of work
and be confident it will all be there when I come
back. This trusted system really reduced the
stress of dealing with interruptions or changed
priorities. I can afford to let my mind fully
engage with the new work because I trust that
the other projects are well organised.
Thinking through all your actions and projects
like this can seem daunting. It may take a few
hours the first time you do it, but it soon gets
faster. I allow around an hour to 90 minutes a
week to do this, and to plan for my week ahead.
I list out all the commitments I have made and
check my lists of projects to make sure each has
a next action. I look two weeks back and two
weeks ahead in my calendar and mentally run
though each of the areas in my life to be sure
I’ve not missed something. If I have it gets
added as a project or an action as appropriate.
This is called the Weekly Review, and
it something some of the most productive
people I know do. It’s a habit and takes time to
form, so don’t be discouraged if you miss a
week or more. It’s easy to get caught up - just
grab a piece of paper and start listing all the
commitments you’ve made. Run through the
listed steps and you’ll feel more in control, less
stressed and get more done.
The GTD System
BUSINESS GENTLEMAN
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