Getting Things Done
Time management method
Invented by David Allen
Move tasks and projects to external database
Focus on taking action, no recalling
Five Elements
Capture
Collect everything
Inbox
Clarity
Process what it means
Is it actionable
No? Trash or reference
Less than 2 mins, do it!
Delegate or defer
Organise
Where does it belong?
Projects
Contexts
Reflect
Review
Clean up
Update
Clear your mind
Engage
Do!
Next actions list
Confidence
References
Book:Getting Things Done: The Art of Stress-Free Productivity
[Getting Things Done]
[Zen habits]
[43 Folders]
[Inside OmniFocus]
Perspectives
Inbox - stash all your tasks and to-dos that come to mind for later processing
Projects - where related tasks are grouped together into overarching plans and hierarchies
Contexts - places, people, things and states of mind most relevant to accomplishing your tasks
Forecast - view tasks chronologically and integrate them into your schedule
Flagged - tasks designated with the most important priority or visibility
Review - place to regularly check up on your progress and check the status of projects (At least once a week)
States of the circle
Repeat action - 3 dots
Due soon - yellow circle
Due - red circle
Flag - orange circle
Tick - tick grey
Repeat and due soon - 3 dots and yellow circle
Repeat and flagged - flag and 3 dots
Create action
Create Note
Add note - common + ‘
Type note in the inspector
Click little note icon under the action item
Attach file -> Edit -> Attach File, If you just drag a file into an action item, it will create a link, in order to attach the file, hold down opt
to switch to attach mode.
Date and Time
Due - When the project should be done
Defer - When the project is variable
Date Format
2w fri - 2 weeks later on Friday
1m - 1 month
1d - 1 day
Projects
Create project
- Drag Action Item from Inbox to Project Icon, this action item will become as a project
- Shift + Command + N
Action Item and project
- In order to create action item in a project, just hit enter
- Move action item to a project, simply click a down triangle icon and choose a project, hit
Clean Up
to clean any action item has already assigned to a project
Type of project
- Parallel
- Sequential - First Item is black and others are grey out
- Single action - List, loosely related to each other
Project Status
- Active
- On Hold
- Completed
- Drop
Action Groups
Group action items together when the have some relation, such as breakfast and dinner. Select action items and hit Organize
-> Group
. This group will be considered as sub action, you can change the type as sequential
or parallel
.
Drag action items to a folder - drag it to the folder and move to right of the folder, it will put these action items into this group.
Creating Folders
Put related projects into group (Opt + Common + G)
Pick a folder and click Focus
to only focus on this folder, for example, focus on work when you’re in the office.
Review Perspective
Review at least every week.
Select a project, change the review option in the inspector.
Go to Review
tag, hit Mark Reviewed
when the project is reviewed and it’s ok.
Forecast View
In the Forecast View, you can drag action to a day of the calendar view to change the due day.
Only view action need to be finished on Saturdays of the month, hold down common and select Saturdays of the month.
Change deffered date
, hold down command and drag this action item to the specific date on the calendar.