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Tweaking things done

Some of you know that I am a fan of “Getting Things Done.” The key improvements to my lifestyle have come from the concept of Ubiquitous Capture, the concept of the Next Action and Weekly Review

I first read the book and implemented the process 12 months ago, and I have just reread it, and reviewed my system. The act of a 12 month review has felt like a weekly review does - a freshening up of systems, and a chance to purge and rewrite what doesn’t work.

Ubiquitous capture

What doesn’t work for me

• notepads in the car
• audio capture (voice recorder, phone to message bank)
• multiple inboxes at home and work

What seems to be working

• One physical inbox at work, and a plastic file that acts as a transfer station in my bag
• Electronic capture where possible into Omnifocus inbox on computer or iPhone (although I have to remember to sync the databases)

Processing thoughts and contexts

What doesn’t work for me

• Restricting the amount of contexts to minimal. For example, David Allen suggests keeping home office and home tasks in the same context, as they occur at the same place
• Omnifocus location sensitive contexts. I mean really, this is a lot of effort to set up just to show off for others, isn’t it?

What seems to be working

• Omnifocus on Macbook for inbox and processing
• Despite the suggestions of Mr Allen, I use sub-contexts. For example, although the scientific lab is at my place of business, I don’t want tasks mixed together that are office work and labwork. For some pieces of equipment, I keep a separate context, so I don’t miss any tasks while I am working on the microtome, for example.
• Omnifocus syncs to Omnifocus for iPhone. I only use that at home, but it means I do have a list of home and errands tasks without opening my Macbook.

Tickler file

What doesn’t work for me

• Physical tickler file. I set up a great tickler in a folder with tear out plastic sleeves. I took it everywhere in my bag. However, most of the tasks I want to tickle aren’t paper based. So it didn’t get reviewed regularly. Despite that, nothing got missed!
• Adding start dates to tasks in electronic system. In Omnifocus, this adds tasks to active list, but not to inbox.

What seems to be working

• Adding a Tickler calender to iCal. Every even I put in this calender is an alarm. It might be for an hour of the day (e.g. phone calls), but usually it is an all-day task. When the alarm goes off, I get reminded and I can enter that thought/task into my inbox. That is important - I get the reminder in my face immediately - not next time I review.

Filing

What doesn’t work for me

• General paper filing system. I have room for extensive filing system at home, but not at work. But I process my inbox at work.
• I only have one filing drawer at work, that is poorly organized.

What seems to be working

• General Electronic Filing using Together. I through any piece of electronic reference material into Together, and then immediately tag it with 2 or 3 tags. This doesn’t work if you add the file, but don’t label it, so I try to see it as a formal filing system, rather than a catch all. My long term plan is to get a Scan Snap, and get rid of my paper based filing system all together.

Processes/ideas that don’t work for me (yet)

• A read/review pile This is much more like a look at and ignore pile
• Project planning. Although I plan my PhD formally, rereading the book reminded me that I don’t plan my smaller projects properly. Sometimes I work out more than the first couple of steps in Omnifocus, but I never go so far as to brainstorm, or figure out my vision.
• Someday/maybe list. I get the idea and it makes sense, but I haven’t figured out how to make a list that I review often enough to care about.
• Goals and visions. I can see how this would be helpful. Just haven’t really implemented it in the last twelve months. So there must be some block.

I can recommend a yearly review of your organisation system - “spring cleaning” can make a huge difference, if only to your sense of control. What works for you? And can anyone help me with my failings?