Get rid of stress with the Getting Things Done method

Why use an organisational method?

Working as a freelancer means handling all tasks related to the activity: managing projects, contacting clients, finding new clients, accounting, etc. Not to mention your personal life!

Being a naturally organised person is not always enough. Forgetting things, frequently feeling overwhelmed or constantly working under pressure are various symptoms of poor organisation.

The Getting Things Done method: a remedy for stress

The Getting Things Done (GTD) method is an organisational method developed by David Allen. Its goal is to help you:

• Eliminate anxiety and the feeling of being overwhelmed,
• Eliminate the impression of climbing an insurmountable wall when facing a complex task by breaking it down into more manageable "bricks",
• Re-evaluate and focus on your goals in every circumstance,
• Maintain a positive attitude towards tasks we do not complete.

Allen proposes a simple solution: capturing all the information, ideas and pending projects that occupy our minds and processing them through a reliable system. Relying on a sort of "external memory", the mind is freed and available to focus on what is essential: completing tasks and pursuing goals.

This system simply consists of a list of tasks and projects, a diary and a file to organise all your reference material, that is, all documents that are not immediately useful for a specific action but might be needed later. You can choose to have your lists on paper or digitally. In fact, we will present different applications later in this post.

It seems simple, doesn't it? Not really. 

A method in 5 steps

The GTD method consists of 5 different steps, which I will summarise very briefly.

 

1. Collect

The first step is to "empty your head", that is, write down everything you have in mind: specific tasks you need to complete, general ideas, pending projects, etc... Don't be surprised if you end up with several hundred tasks... you will also need to gather all the objects and documents that are not in their place (for instance, all the files piled up in your office or the contents of a "pending" file).

Then you need to devise a filing system for reference material; for example, you can choose to organise files alphabetically or by topic according to your preferences.

Next step: take the first document from the pile and process it as follows:

• If it is reference material (for example: a bank statement you need to keep), file it.
• If the action takes less than 2 minutes, do it immediately (for example, confirm receipt of an email).
• If the action takes more than 2 minutes, write it down on your to-do list or in your diary, especially if it is an appointment or task that takes place at a fixed time. For example, calling a certain client between 9 and 10 a.m. the next day, their only available time slot.
• If it is a project (for example, a result achieved through several steps), you will need to plan it.

3. Organise

Example: I wrote on a sheet "Buy a new computer". I will write it down on my to-do list like this:

• Buy a new computer [my project, that is, the goal to achieve] 
  • Establish the budget [my next action]
  • Compare several computers
  • Go to the shop to buy the equipment

It is important to clearly verbalise the result you want to achieve (with a nice infinitive verb, it seems to encourage action!), but also the next action to take that will bring me closer to my goal (in this case, deciding the budget). Once this first task is completed, the next action will be to "compare several computers". Breaking down a project that initially seems overwhelming (among other things because you don't know where to start) into sequential "bricks" eliminates the feeling of being stuck. Because, as we all know, the hardest part is starting...

Apply this principle of collection to daily life: "pile up" all documents, ideas or actions to be carried out and process them one by one as explained above.

4. Reflect (Review) 

Every week (for example, on Friday afternoon, to end the week well), review your to-do list, projects and your diary. The goal is to mark completed tasks, define the next actions, delete obsolete projects, etc. In short, to keep your list updated. This step, although it may seem tedious, is an essential one. According to David Allen, the method can only have positive effects if we are convinced that we can fully rely on this system.

5. Engage (Do)

Once the tasks are organised, they need to be completed. We will choose which task to do and when thanks to four criteria: the setting (at the office, travelling, at home, on the phone, etc.), the available time and energy, as well as the priority of the task.

Some drawbacks

One of the main criticisms of the GTD method is that it takes longer to organise tasks than to complete them, especially at the moment when the system is implemented. David Allen recommends setting aside a few days to collect and classify all documents.

Then, you need to dedicate time to daily collection and weekly reviews, which are essential for the system's reliability. It requires strong discipline, which can be sometimes difficult to maintain in the long term.

However, in general, you will reap more benefits than drawbacks as long as you remain flexible and do not let the system dominate you.

Reducing stress: Allen has the key!

As for me, what David Allen promises came true: after the first few months, I felt significantly less work-related stress. Today, after four years of practice, I never feel overwhelmed. Overloaded with work, yes, but not drowning in the continuous flow of information and new tasks to complete.

• The mind is freed because it fully trusts the system.
• We have a true sense of control. By planning each action and anticipating, you make decisions about what you do (and especially about what you do not do immediately!). In the end, you do not suffer from work overload, you control it.
• This method allows you to take advantage of periods of less activity. If I have a free afternoon (rare, but it can happen), I quickly and without hesitation choose my pending tasks from the current objectives list, according to four decision criteria (context, time, energy, priority).
• Last advantage, and by no means the least important: the reliability you gain daily is immediately reflected in the quality of the services you offer your clients!

The tools for success

In the previous part, the main principles of the GTD method were summarised. Let's move on to the practical part now.

Now I will describe how I implemented the GTD method. By no means do I want to suggest that I have found THE best solution. This blog only aims to give you an idea of how this method can be implemented in real conditions, but also to invite you to think about your own organisation. Feel free to send me your comments!

The material

I implemented the GTD method with the following materials:

• a vertical drawer filing cabinet for "physical" reference filing,
• a paper diary,
• the online application Toodledo for the to-do list,
• the Evernote application for "digital" reference filing.

The references: a substantial file

Remember: the reference file gathers all documents that are not immediately useful for a given action but that we might need at any time, or that we simply must keep for legal reasons.

The paper reference file

What gave me the most trouble initially was organising reference files. It is worth noting that a document can only be filed in one place to find it as quickly as possible.

I use one cabinet for personal documents and another for everything related to my professional activity: contracts, accounting records, documents related to social security and other organisations, etc...

Each hanging folder corresponds to a company or subject which in turn has folders and subfolders. The hanging files are classified alphabetically.

Example:

• Insurance File 
  • Company A Folder 
    • Contracts Subfolder
    • Correspondence Subfolder, etc.
  • Company B Folder 
    • Contracts Subfolder
    • Correspondence Subfolder, etc.
• Bank File 
  • Bank A Folder 
    • Account Statement Subfolder
    • Correspondence Subfolder
    • Contracts Subfolder, etc.
•  Accounting File 
  • Issued Invoices Folder 
    • Pending Invoices Subfolder
    • Paid Invoices Subfolder
• Accounting Documents Folder

Obsessive organisation? Not at all! Normally, I'm very disorganised... But let's be realistic: you cannot be efficient and disorganised when working alone.

Ideally, you should organise this folder once a year, throwing away what is no longer necessary and archiving as much as possible.

If you have very specific documents (client contracts, etc.), it may be wise to organise them in a separate cabinet.

The GTD method, an excellent way to become obsessive. 

The digital reference file

In the digital age, most references are in electronic format.

The Evernote software is an interesting solution, offering several advantages:

• a very comprehensive free version
• a very pleasant presentation in the form of notebooks,
• synchronisation on multiple computers or mobile devices,
• very effective search functions, whether in the middle of the text or through tags,
• the ability to attach files (e.g. PDF) to notes.

In my opinion, its weak point is the extreme simplicity of configuring notes.

 

My References notebook is organised into several thematic folders:

• Accounting and legal obligations
• Translation market
• Work tools, etc.

This is where I keep all the information that may be useful one day or another: information found on the internet or on discussion lists and forums, etc.

By systematically centralising information, you avoid the famous "I think I read it somewhere, but where?" and you build a very valuable knowledge base.

I organised a tree structure strictly identical to that of my computer's hard drive for all documents I do not wish to add to Evernote for confidentiality reasons. It is not necessarily the ideal solution, but I am satisfied with this solution for now.

The pending to-do list in Toodledo

I use the paid version of Toodledo, a web application characterised by its fun name, its somewhat unattractive interface and, above all, its GTD-oriented design.

Of course, you can also use a simple notebook for your to-do list, but I think a Word, Excel, OpenOffice or any other type of file is the minimum (wait until you have hundreds of tasks on your list...).

When it comes to choosing the best tool for your to-do list, ask yourself the right questions:

• Do you need to access your list on your computer or mobile? (e.g. local application, mobile)
• Will you need to import or export tasks? (proposed formats)
• What is the confidentiality level? (use a cloud platform or not)
• What is the level of detail necessary for my tasks? (only the task title or several attributes, such as context, priority, etc.)

Toodledo offers fields that correspond to the different recommendations of the GTD method:

Context: office, phone, travel, etc.

Goal: short and long-term objectives, a short-term goal can contribute to a long-term goal

Due date: task deadline

Repeat: for recurring tasks

Length: estimated time allocated to a task

Priority: 3 positive priority levels + 1 negative level

Status: next action, delegated task, etc.

The “Repeat” function is particularly interesting because it allows you to create a task that repeats on a schedule of your choosing, such as every day, every Monday, every working day, etc.

Another great feature: the "Scheduler". You have to take note of the time you have available and the context you are in, and the application (very nicely) gives you a list of tasks you can complete in the given time, based on their priority and deadline.

I enter all my personal and professional tasks into Toodledo by using the context to categorise them. However, I exclude anything that relates to the planning of my translation projects (number of words to translate per day, etc.) simply because this system is not flexible enough to handle a schedule that changes several times a day as orders come in. I can also track pending or delegated tasks thanks to the Status field (Delegated, Waiting).

If this tool interests you, the Toodledo forums are full of tips and advice for implementing the GTD method.

The diary

David Allen recommends using the diary only for tasks to be completed on a specific date and time (appointment, etc.)

I use the diary differently: it helps me plan both my appointments and my translation projects (i.e., the number of words I have to translate or review on a particular day in a given time slot). As I mentioned before, I do not add translation projects to my to-do list.

Tools to try

There are many tools focused on the GTD method. I haven't been able to try them all, but here is a small selection of free tools that seem interesting:

• todo.txt: a to-do list software in .txt format, making it universally accessible
• Remember The Milk: an online task management application
• Wunderlist: an application available on almost all devices

GTD in daily life

Now that we know the main principles of the Getting Things Done method and the tools used, let's see how a typical day would unfold.

Throughout the day

Throughout the day, you will gather information from different sources: mail, emails, phone calls, new ideas...

• Make a pile with all the paper documents (mail, loose sheets with ideas written down, etc.) in an inbox or container of your choice.
• As much as possible, download all files (glossaries from the Internet, software, etc.) into one single file on your computer.
• Leave all your emails in your inbox, except those you do not want to keep as it is better to delete them immediately. I advise you not to use filters to automatically classify messages into some folders (apart from distribution lists) to avoid the risk of forgetting to reply to important emails.

Every afternoon

Processing

At the end of your workday, process your different "inboxes": document trays, emails, downloaded files.

• Take the first document from the pile and process the documents one by one until none are left. Do not leave anything on your desk or in your pile of papers. 
  • Write down the necessary tasks on your pending to-do list, file the reference documents and plan the projects (see the first part of this post). Do not hesitate to write everything down, even the most trivial tasks.
• Process the downloaded documents in the same way.
• Empty your email inbox in the same way.

Concrete examples

Here are some concrete examples from my personal experience:

Order email with files to translate

• I create the project in my management software, prepare the files and organise the conversation in a folder in my email software (one file per project).

Quote request answered during the day

• Waiting for client confirmation.
• The conversation goes in a "Pending" file, which I check occasionally to remind my contacts who have not responded.

Introducing interesting information to a distribution list

• I note the information in my Evernote notebook and delete the message.

Email from a client requesting documents

• I cannot respond immediately because I need to request the document from a company.
• I plan the project in my to-do list: 

1. Request the document from company X
2. Pending: document X
3. Send document X to client Y

• I put the conversation in the corresponding client folder in my inbox (one folder per client). That way, I know where to find the emails when I need to respond.

The email needs a quick response (for example, I can reply the next morning)

• I do not leave the email in the inbox: I note a task "Reply to X regarding Z" in my to-do list for the next day and file the email in the appropriate folder.

 

At the end of the day, your email inbox, document tray and desk must be empty.

Yes, yes, I insist: it is essential that your inbox is empty when you turn off the computer in the evening.

An inbox, as its name suggests, is not a filing cabinet. After all, you wouldn't let your mail pile up in your inbox, would you?

If you apply this principle, you will quickly gain peace of mind. You will feel a true sense of accomplishment at the end of the day and the satisfaction of opening your inbox each morning and seeing it empty or only with new messages.

Next day’s schedule

Of course, setting a daily schedule for the following day is not part of the GTD recommendations. But an exception every now and then is not harmful, as long as it is convenient.

Every afternoon, I write down in a notebook everything I have to do the next day: translation projects (number of words to translate/review), appointments and all personal tasks. Completely separating your professional and personal life is unrealistic because you will alternate between the two throughout the day, especially if you work from home. Let anyone who has never done a load of laundry during working hours cast the first stone.

After estimating the time I need to dedicate to all these priority tasks, I choose the actions from my to-do list (next tasks of my current projects based on the objectives). The topic of objectives will be addressed in the next part.

The difficulty lies in knowing how to evaluate the time necessary for each task, and if possible, not having too many unforeseen events... If unforeseen events stress you out, you can plan a "free" hour to manage them.

Once a week

Every Friday afternoon (or your equivalent of a weekend), you should take time to review your to-do list and pending tasks:

• Mark completed tasks that you have not yet marked;
• Delete tasks that are no longer relevant;
• Add new tasks and new projects that come to mind (mindsweep);
• Modify the priority of certain tasks, etc.

If you have defined certain short, medium, and long-term objectives, you can also monitor progress.

This weekly review allows you to maintain a complete and reliable system. If you find yourself unable to completely rely on the system, you will not be able to fully benefit from the GTD method.

Every month

Conduct a more in-depth review of your objectives and ongoing projects every month: determine their progress and adjust your to-do list accordingly.

Conclusion

Two main difficulties arise:

• Finding the necessary time for organising and task planning; in my case, I spend between 15 and 30 minutes every afternoon to manage my inboxes and an hour each week for updating;
• Being methodical in the long term. If you realise that you will not be able to consistently carry out the weekly update (for example, if you often leave for the weekend on Fridays or if you always have deliveries that day), try to find a quieter time slot on another day of the week.

Objectives

To fully understand the importance of setting objectives, let's return for a moment to Davis Allen's theory and momentarily set aside the practical aspects. I repeat: my solution is not ideal, it only aims to provide food for thought.

The 6 Horizons of Focus

David Allen allows himself to use a small aeronautical metaphor that distinguishes 6 horizons of focus or "altitudes."

• 50,000 feet – Life’s purpose and principles
• 40,000 feet – 3 to 5-year vision
• 30,000 feet – 1 or 2-year goals and objectives
• 20,000 feet – Areas of focus and accountability
• 10,000 feet – Ongoing projects
• Runway – Ongoing actions

Gaining altitude allows you to better define your priorities, as you have a more global view of your activities and also of your existence in general.

50,000 feet – Life’s purpose and principles

Of course, this level is about what you want to do with your life.

Here are some questions to ask yourself: What is the purpose of my existence? What do I want to do with my life? What do I want to achieve? Who do I want to be as a person? Become rich? Be happy? Dedicate my life to others? Travel around the world?

40,000 feet – 3 to 5-year vision

These are relatively long-term objectives (the number of years may vary depending on your situation) that will allow you to achieve the "life" goals you have set and defined in the short term.

Here are some questions to ask yourself: How do I see my professional situation in 5 years? Will I have the same job in 5 years? What size will my company be?

And what about my personal life? Will I be married with children, living in a house in the countryside? Surrounded by an army of dwarf rabbits?

30,000 feet – 1 or 2-year goals and objectives

These are short-term and more concrete objectives that will also help in achieving your longer-term objectives and in defining your immediate actions.

Here is a question to ask yourself: To achieve my objectives in five years, what specific measures can I take in the next two years?

20,000 feet – Areas of focus and accountability

These are your professional responsibilities (administration, accounting, etc.) and your personal ones (family, health, hobbies, etc.). These areas define the tasks you will have to carry out. Making a detailed list allows you to step back and see the full scope of things.

10,000 feet – Ongoing projects

These are short-term projects or results to achieve, such as buying a new computer, attending a professional training session, planting cauliflowers, etc.

Runway – Ongoing actions

These are simply all the daily tasks you will have to carry out.

So, how do I do that exactly?

You can start by defining your very long-term aspirations and then define short-term projects (top-down), or start with ongoing tasks to broaden your long-term perspectives (bottom-up).

"Top-down" and "bottom-up" approaches

With the "top-down" approach, we start by establishing life aspirations to then determine which paths to take to achieve them, followed by medium and short-term projects, and ultimately breaking them down into daily tasks.

As for the "bottom-up" approach, it allows you to have good control of your current activities and determine if they are leading you to the right path.

For me, both approaches are equally valid and highly compatible. The approach you choose will depend on your current stage of life. For example, if you are just starting out or at a turning point in your career, it may be more appropriate to first define a long-term goal and then identify the steps needed to achieve it.

However, if you already have significant experience and have a clear sense of direction, the second approach will allow you to organise your daily tasks while ensuring it aligns with your long-term objectives.

In any case, you will have the opportunity to frequently review your goals. By “flying” at different altitudes, you will be able to examine your objectives at all levels while maintaining a global view of your journey and ideals.

Defining your objectives

If you opt for the top-down approach, here are some reflection points:

The question that gives you a real headache

I should go to bed, right.... 

 

Take time for THE question: what do I want to do with my life? But also, what currently makes you feel unsatisfied? From there, you will have a clear idea of the objectives to achieve in the next 5-10 years. Even if you do not reach your life goals, at least you will be one step closer.

Then rank these objectives according to the horizon of focus, indicating which ones contribute to the long-term vision of your life.

Example (fictitious, might I add)

My current situation as a self-employed worker does not suit me, I feel lonely and abandoned. I would like to work in a company, but I don’t want to be an employee.

• Ultimate goal: Become the head of an SME with 10 employees.
• 5-year objectives: Have hired 1 employee.
• 1- 2-year objectives: Have set up an SME.
• Ongoing projects: Obtain information from the Chamber of Commerce.
• Ongoing actions: Call the Chamber of Commerce to make an appointment.

Yearly objectives

In theory, your very long-term objectives should not change every day. However, it is important to set concrete goals for the current year while always keeping in mind your core values and the direction you want to give to your professional and personal life.

This is how I do it: at the end of the year, I set objectives for the following year. I have three categories for my objectives:

• Financial (turnover to achieve);
• Professional (update my website, renew my equipment, taking a training course, etc.);
• Personal (exercise more, read all of Nietzsche in German, etc.).

I set deadlines throughout the year based on their priority, but I also stay realistic to avoid feeling discouraged. There is no point in trying to achieve all your objectives in the first quarter, you will not succeed and feel unmotivated as a result.

I space out my goals throughout the year to focus on a manageable number of professional, financial and personal objectives at the same time. It really allows you to focus and make progress on ongoing projects.

From these objectives, I create projects in my to-do list.

Every month, I evaluate the progress of each objective, determine if I am behind or ahead on some, and update my to-do list accordingly.

New objectives can be added throughout the year. It is essential to plan them well so that they do not conflict with others. It's all about priorities!

The advantages

Setting both professional and personal objectives for the long or short term gives you a wider perspective on your life and a deeper understanding of the reasons and purposes behind your daily activities. At last, you FINALLY know what gets you out of bed each morning!

Staying true to your core values

If you outline all your objectives based on what defines and motivates you, you will not have the opportunity to stray from your principles.

Staying motivated

Having goals allows you to know at every moment WHY you do what you do. You will be more motivated when carrying out boring or unrewarding tasks if they serve a larger purpose of your individual journey.

In fact, you are always aware of the reasons why you abandon or delay some projects; for example, due to shifting priorities or because they no longer align with your goals. Say goodbye to guilt!

I have dozens of emails to send and projects to prepare. I don't know where to start!

First of all, take a deep breath. Then grab a sheet of paper and make a list of all the new tasks that have just arrived. Then, carry out the action that will take the least time, such as confirming the receipt of an email. Cross the action off your list and do the same with the rest. Because, as we all know, the hardest part is getting started... Taking that first step gives you a push in the right direction, and writing everything down on paper allows you to better organise your thoughts.

From my experience, I have learned that the times when you feel most overwhelmed is when it is most important to pause, then verbalise and organise your thoughts and actions.

Do not let yourself get overwhelmed. I am sure that we are almost never truly overwhelmed, only that we are often stuck in permanent state of urgency. If you accept that some tasks are less urgent than others, that some emails can wait, that there are only so many hours in a day, you will maintain control.