Do you find yourself juggling many thoughts, ideas or to-dos at the same time? Do they pop into your mind, when you’re busy with something else? Do you find yourself forgetting more and more? Yeah, been there many times. Once upon a time I was able to develop a complicated, multi-layered plot for a sci-fi novel in my head and hold it there for years. As I grew older and busier, I started forgetting people’s names, important deadlines and even my own address! I was seriously thinking I may have an early onset dementia, when a friend of mine told me about Getting things done (GTD) and it saved my sanity.
Getting things done is a time management method developed by David Allen – you can learn about it from his fantastic book: Getting things done – the art of stress-free productivity and his website. The approach described below is adapted from the book.
When using an ‘interim’ system, transfer your notes to the proper system asap (Image: Joanna Jast)
Here are 3 simple steps to a clearer mind. Forget about forgetting!
1. Capture it. Now.
– have a handy system for capturing your thoughts – a notebook, an app (see the link for suggestions) or just whatever recording software you have on your phone; it’s best if can stick to the same device, but if it’s not possible try to keep the number of systems to the minimum (e.g. one for your office/home, one for when you’re on the go);
– always carry it with you; make sure it’s charged (electronic), have room to record and all accessories required (your paper-based notebook is of little use without a pen/pencil);
– if necessary – use an ‘interim’ system and transfer to the ‘proper’ device asap;
– use it, always; the moment a thought/idea worth capturing pops into your head – grab your device and record it;
– if you have a system in place, but somehow end up not using it as often as you should/could, something is not working – review the system’s usability and your own motivation to use it, tweak and try again; repeat until you always use it.
2. Code it.
– use a ‘code’ that simple and easy to ‘de-code’ (Re: holidays next year; ask Auntie Betty if we can use her boat vs ‘Ring A. Betty re boat); it’s particularly important if you’re jugging several projects at the same time; if you code it appropriately, you’re less likely to waste time trying to recall what exactly this was to do with);
– corresponding to your filing system – if you already have a filing system in place (see below);
– always ask yourself: is any action required? What’s the next step? What’s the timeline/deadline? – and note it (e.g. re holidays next year: ring Auntie Betty to ask if we can use her boat; by Sunday)
3. File it.
– create a filing system with folders corresponding all the projects/ideas you have got (work and/or life), irrespective of the stage (ranging from ‘incubating’, through ‘under way’, to ‘completed’); it’s good to have folders for all your projects – you may want to go back to a project you retired a while ago;
– electronic and/or physical folders (paper/plastic folders, boxes, etc.); again, it’s best if you can stick to one system, but many people opt for having both – electronic and hard copies, often for backup reasons;
– have an ‘urgent attention required’ folder in a visible place (I have post-it notes on a diary which is my main planner);
– schedule the next step into you planner/scheduling system (more about it later) – electronic, paper-based, cloud-based, whatever works for you
Now, I don’t have to remember complex plots, clever ideas or to-dos and I still don’t forget to do what needs to be done. I have become much more efficient and effective in what I’m doing. I wish I’d known that years ago, before I forgot that brilliant sci-fi plot… I might have been a new Iain M. Banks by now.
