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Comparing Autofocus and GTD

I have been a long-time fan of David Allen’s Getting Things Done, and I have recently started using Mark Forster’s Autofocus system. After about a month of using Autofocus (paper), I thought it would be useful to compare the advantages and disadvantages of the systems.

I would like to add that purists on both sides say that these systems are not compatible and shouldn’t be combined. I don’t agree with this. Everyone hacks their systems to figure out how they can best stay productive. I have been using Autofocus, because it is much better at getting me to actually work on stuff, even those things I avoid. It’s not an merit badge, OK.

Please feel to disagree with my opinions in the comments.

Autofocus

Details

Definition: Tasks are collected in one continuous list, which is worked through in sequence. Groups of 20-30 tasks (pages) are viewed as a unit and used as a tool to prevent tasks becoming stale or ignored.

Website: Autofocus: get everything done (with full instructions, and forums)

Implementation:
Paper encouraged, but can be set up in most digital task management systems.

Key features:

• Physical based contexts if necessary
• Do tasks that stand out, and discard tasks that fail to get done after multiple reviews of a page
• Choice of task helps determine subconscious prioties
• Self-reveiwing.
• Minimal contexts, and emphasis on physical contexts only. Many proponents advise one single list regardless of context.

Advantages:

• Instructions are simple, and free
• Encourages little and often theory of task processing
• Works well with recurring or continuous tasks eg checking email, doing laundry, blog comment moderation
• Can deal with rapid input of tasks with minimal processing time (like medical officer shifts)
• Avoids dinosaur tasks (long-standing tasks that get avoided)
• Can help control procrastination (by adding those tasks to the list)
• One single list (or maybe two) for all tasks - therefore much simpler than GTD, especially paper versions of GTD
• Self-reviewing (My weekly reviews are now much shorter)

Disadvantages:

• Can’t accomodate tasks that need to be done by a particular time or in sequence
• Doesn’t manage projects well, without creating an additional list
• Has minimal ability to cope with “waiting for” tasks
• Need multiple lists for other things, such as agendas, shopping lists etc
• Paper list can be misplaced/lost without backup

Getting things done (GTD)

Details

Definition: A process aimed at collecting everything you are keeping track of in your mind. These thoughts and concerns are collected in an inbox, and markers kept for projects, next actions, goals visions, waiting tasks etc on numerous lists.

Website: http://www.davidco.com/ (includes many free downloadable resources)

Implementation: Paper-based (difficult to maintain due to complexity) or electronic

Key features:

• Inboxes for data collection, which are emptied regularly
• Ubiquitous collection of all issues in hard copy, and then all “markers” for these concerns are held in some form and reviewed regularly
• Use of contexts for different type of tasks, to reduce friction when working
• Regular review of information tracked
• Regular review of higher goals/aims/visions
• Associated uncomplicated filing system for reference material

Advantages:

• Less stress - due to ubiquitous collection
• Very popular, and lots of advice on system setups and hacks available online
• Adapts well to most workplaces and worktypes
• Works well in collaboration - multiple people using system in one workplace can have synergistic effect

Disadvantages:

• Can be very complicated series of lists, meaning regular review is mandatory to maintain control. Pruning (fiddling with) the system is constant temptation.
• Because of the complexity, I don’t think this system works well in an on-call environment like medical shift work, where few tasks can be deferred.
• Multiple context based system can be irrelevant
• Due to complexity, often needs electornic system to implement without constant rewriting
• Doesn’t deal well with recurring or continuous maintenance tasks, like moderating comments, or
• Accepted that years of work required to become “good” at GTD”
• Although the instructions are available for free on the internet, the system is based on a book, and it is best to purchase and read it to understand it properly.

What do you think? Have you used either or both of these systems? Or are you just out there finishing stuff?

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