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June 13, 2006
Getting Clear with Agendas
As I've integrated GTD into my life over the past six years, most of the methods have seemed pretty natural and common sense to me. But one area that has always stuck out as a challenge for me is keeping and using a complete Agenda list for each key individual in my life. Creating the lists is no problem, but for me actually remembering to look at the list at the appropriate moment has been, shall we say, somewhat lacking. Particularly with business items I need to handle with my friends and family.
A while back when the bulk of my work was customer service for our products department, I received some telecoaching from Meg Edwards. She assisted me with setting up a low-tech system so that I could very quickly process the many voicemails and scraps of paper that were rapidly flowing into my world. Since then I've navigated back to a high-tech digital system because it suits my needs and my personality better, but the one element of a low-tech system that I still love using is Agenda folders. I like to write each item on a separate piece of paper and stick them in a plastic folder labeled "With Rick" or "With Robert".
Now here comes the trick- I use a transparent file folder for each Agenda folder, and I place the folders in a standing file organizer, putting them in plain view. That way when a key person walks into my office, I can literally glance up and know if I have anything I should handle with them in person. It also gives me an instant sense of how much time I need- if the folder is getting bulky, it's time to call the person and setup a meeting, pronto. If there's one little scrap of paper in there, maybe we can handle it quickly while the person has a moment free between meetings.
I've grown to love these transparent folders, and probably couldn't do without them. For people who are highly visual like myself, transparent storage devices can make a difference. It's a nice hue to choose for folders that transport items between the home and the office, and it's also handy to have transparent organizers within a purse or a piece of luggage so you know what you're reaching for. So here's to getting clean and getting clear.
Posted by Lisa at June 13, 2006 09:37 PM
Comments
Digitially I use GTD in MSOutlook but what I'm struggling with is the best system for your manual @calls, @computer that you're have with you in the car, in the office.
I don't understand the difference between hanging file system and file folders in hangers.
Please help me the desperate to know is occupying to much brainspace.
Many thanks
Pippa Preston
Posted by: fpresto2 at June 16, 2006 06:05 AM
Pippa,
Let me clarify. Our traveling folders are great for folks who are on-the-go a lot and need a way to collect incoming information to be processed back at their desks.
On the other hand, I don't recommend hanging folders, which are those Pendaflex folders for your file cabinet, because they take up a lot of space are aren't as effective.
The step file I am talking about is simply a metal wire holder that supports a few plain manila folders right on my desk. They're not reference, but rather project support materials that I need handy all the time. Hope this helps!
Posted by: Lisa Peake at June 19, 2006 08:28 AM
