Putting Things Away -- The Book I Want Allen To Write Next

[Anonymous]

Now that David Allen has given us Getting Things Done, I wish he would write a book called Putting Things Away. GTD dealt with actions; PTA would deal with objects. In other words, GTD has helped me to clean up my inbox; now I need a book to help me clean up my room!

What methodologies do GTD-ers use to keep their rooms clutter-free?

[Anonymous]

While we're waiting for David to write PTA, perhaps we can extrapolate GTD from the action world to the object world i.e. from the realm of time to the realm of space. For instance, maybe the analogue of the "context-based todo list" is the "context-based storage area" e.g. keep related things in the same drawer. I wonder what other PTA principles we can derive from GTD . . .

[alsa]

A good book on that subject is Julie Morgenstern' s Organizing from the Inside Out. Look for it at Amazon. It came out about 5 years ago, and I read a few sections of it while at Border's one day -- it sounds like a really helpful book, and I might buy it some day.

[alsa]

Here, I found it:

http://www.amazon.com/exec/obidos/ASIN/0805056491/qid=1094977842/sr=ka-1/ref=pd_ka_1/103-1021019-0927039

[Anonymous]

Carrying the extrapolation further . . .

In GTD, Actions are grouped in two ways: in Projects, and in Checklists. A Project is a set of semantically related Actions. A Checklist is a set of spatially related Actions.

So by analogy, in PTA, Objects would also be grouped in two ways: in Toolkits, and in Bags. A Toolkit is a set of semantically related Objects. A Bag is a set of temporally related Objects. So for example, a Toolkit might consist of your printer, extra paper, and ink cartridges. A Bag might consist of empty ink cartridges, $20, and your driver's license.

PTA works as follows:

1. Collect all the stuff into a big pile.

2. Process each object from left to right:

What is it? Does it get used? If No: trash it or put it in your Someday/Maybe box.

If Yes:

2.1 Drop it. Object heavier than 10 kg? Put it down now!
2.2 Give it. Is your area really the best place for this? No? Give it to someone; meanwhile, stick it in your Waiting For box.
2.3 Store it. To be put in a specific place (a Toolkit), or simply as convenient a place as possible (a Bag).

This is kind of neat -- from GTD we derive that the ideal room is structured according to Toolkits and Bags. Note that this does not necessarily mean metal toolkits and plastic bags -- the actual implementation varies with the person. It's the concepts that count.

I'm sure the analogy can be carried further -- it's quite a mental exercise to translate GTD concepts into the corresponding PTA concepts. David, please write this book!!

[Anonymous]

I have created a new thread for discussing this extrapolation of GTD from the time domain to the space domain: http://www.davidco.com/forum/viewtopic.php?p=9797

[Tspall]

For cleaning rooms, I try to use the "One Year Rule" instead of the Two Minute Rule...if I haven't used it in a year, then out it goes!

[aderoy]

The one year rule, just did that here. Moved in a new house last Oct, have not touched some items, did a scan for anything of importance, found none. Placed them on a 'FreeCycle list' - donation time.

Cleaned some room on the book shelves, and cleared a small corner of the den.

Resist the temptation to go out and purchase more *grin*

[bkgood1]

I definitely second the recommendation for Julie Morgenstern's book. I bought it when it came out and it helped me a great deal in organizing my apartment.

Her stages are:

Sort
Purge
Assign a home
Containerize
Equalize

She gets you to think about how you use your space before you assign homes to things. Very useful.

[Rainer Burmeister]

I definitely second the recommendation for Julie Morgenstern's book.
BTW, I recommend subscribing to Julie's free newsletter at http://www.juliemorgenstern.com/ .

Rainer

[Anonymous]

Sort
Purge
Assign a home
Containerize
Equalize[quote]

Julie also uses this "s.p.a.c.e." for time mgt. I think her Sort and Containerize are the same as putting tasks into Contexts. She takes it a step further by developing a Time Map (scheduling blocks of time for each Context) for a typical week and adding a practical step in using GTD. Then we can use intuition to prioritize within a particular Context; Schedule (containerize) your various Contexts as appointments on the calendar. Julie and David should get together.
m

[Anonymous]

Just like folders to receive papers, I find that labelled receptacles, are essential. If sorting a large group of heterogenous items, such as items that people have left piled on my kitchen counter, this is what I do. First, I have at hand: jr. size legal pad, my roledex and blank cards, calendar, labels, slider-type plastic bags of various sizes, sharpie markers (or others that write on plastic). Second, have enough suitable receptacles, such as at least a dozen plastic shoe boxes, 6 or so clear, tall narrow bottles (like baby bottles) , a few larger containers, envelopes,and trash/recycling containers. Label one box "VALUABLES and MONEY". Then set within it a tall bottle for each country's currency you are likely to find, label these clearly. Label other tall containers:good jewelry, junk jewelry, other people's jewelry, and jewelry to be fixed. Use another tall bottle for postage stamps. The rest of your boxes you can label as you go along. They will probably be an array of places (Take to... basement, to bathroom, to grandma's), contents (Cosmetics, Art Supplies, Hardware, Sewing Items) and people's names (usually family members) . Line these all up in alphabetical order and start sorting. As you go, make labels and categories as needed. "Whose?", "What?" and "To Glue" are very useful categories. As you sort, use the yellow pad to note Projects or small actions, also enter calendar dates (e.g, movie coupon expiration), and phone numbers (folowing the 2 minute rule). Here are some other categories you might find useful: Batteries, Books, Car and Errands, Craft Supply, Toys, Take To Utility Room, Medications. Then when you are tired or your containers are full, distribute to proper locations. If unsure, store "like-with-like" or "point of use" (or both!). I hope this helps. It is reducing the accumulated clutter around here but increasing my SDMB list. Beware, it is time consuming.If the items are similar to begin with (all cloths or tools or tapes, for example), it helps to think about categories first.

[Anonymous]

I third the recommendation for Julie Morgenstern's book "Organizing From the Inside Out." As great as GTD is for processing life's inputs, there are plenty of great books out there on how to organize objects. I don't see why such a book would HAVE to be written by David Allen. I used BOTH GTD and Morgenstern's book to organize my office a couple years ago.

[Anonymous]

Thanks for the Organizing from the Inside Out references - I just checked out her website and it seems to have just what I need!

Rainer - I couldn't find a mention of her newsletter anywhere. Do you have a link?

Thanks,

Kim D

[Anonymous]

Because of all the recommendations, I listened to Morgenstein's audiobook, and found it very helpful.

[Anonymous]

Anyone got a solution for the stationery problem?

I've got a "stationery drawer" where I dump all my pens, pencils, staplers, staples, paper clips, erasers, white-out, glue sticks, calculators, etc. It works OK, but sometimes I really need to find something in there (e.g. bulldog clips) and can't.

What are some stationery organizers that are low-maintenance and actually work?

[Anonymous]

I agree with the first posting, to wit: that the David Allen Company should seriously consider publishing "Getting Things Done in Your Home."

I am not impressed with the currently available books about household cleaning & de-cluttering or management & organization, and I'd prefer to not have to re-invent The Wheel if the experienced experts comprising the David Allen Company already have GTD sytems specific to homelife.

I am certain that such a book would be a blockbuster bestseller, and earn the company huge royalties for many years to come.

Seriously!

One of the most distinguishing characteristic of Allen's GTD book is its total lack of psychobabble and instead, simply HOW you gtd.

So many people nowadays are buying books on housecleaning, on home organization, and on life simplification in general -- that ANY title about this by either David Allen, or a collaborative effort by the David Allen Company would be sure to sell very well, indeed.


jmnsho

[JonathanAquino]

Anyone got a solution for the stationery problem?

I've got a "stationery drawer" where I dump all my pens, pencils, staplers, staples, paper clips, erasers, white-out, glue sticks, calculators, etc. It works OK, but sometimes I really need to find something in there (e.g. bulldog clips) and can't.

What are some stationery organizers that are low-maintenance and actually work?

I went to the dollar store and got myself two baskets: one for pens and one for everything else.

But this is what works for me personally - you might want to read Julie Morgenstern's "Organizing From The Inside Out" and brainstorm your own solution.

[JonathanAquino]

I agree with the first posting, to wit: that the David Allen Company should seriously consider publishing "Getting Things Done in Your Home."


I'm the original poster and I'm grateful for those who suggested Julie Morgenstern's "Organizing From The Inside Out". It'll do for now, while we're waiting for David's book :wink:

[Anonymous]

About office stuff: A drawer isn't the handiest place to have things you use regularly. I have pens, the scissors, highlighters, paperclips, stickies, and the stapler and tape dispenser on top of the desk at all times. I use one of those black plastic carousel organizers by Eldon to hold the loose things and pens/scissors/opener. It's ugly but effective, having numerous compartments that keep things sorted and handy. I also have a separate bill paying organizer that holds envelopes, return-address labels, stamps, a calculator, the letter opener, and other things that I often need when paying bills.

Everything else goes into the drawers, in organizer trays or even just small boxes. I make it as easy as I can to find and retrive things. Within the drawers, all the different types of paperclips are together. Staples go with the clips. Adhesives are together (glue sticks, rubber cement, etc.). The backup supply of Scotch tape goes with them. Scissors and cutters are together. Same with rulers and measuring devices, drafting tools, erasers (that's how I know I have nine of them!), pen refills and bottled ink for the fountain pens, labels, index cards, backup supplies of stickies, etc. Computer supplies are in a separate drawer. This corresponds to the way I think about these items, so it might not work for you.

I don't use baskets because I can't stand how it feels to try to locate a paperclip or rubberband in the bottom of a basket, and would rather slide it out of a hard plastic trough. Plus I know at a glance whether I need more supplies this way.

[JonathanAquino]

I went to the dollar store and got myself two baskets: one for pens and one for everything else.

But this is what works for me personally - you might want to read Julie Morgenstern's "Organizing From The Inside Out" and brainstorm your own solution.

Here is a photo of my "stationery drawer", showing the two baskets: http://www.flickr.com/photos/1730054_1a4b66cc53.jpg

http://jonaquino.blogspot.com/2004/11/how-i-solved-stationery-problem.html

[Anonymous]

Congrats on doing something about your drawer! The only problems I see with this arrangement is that you still can't just reach for something and put your hand right on it. You have to fish around thru the writing tools to get what you want. Personally, I hate having to do that, because I always scrape my hand on pencil points and pens I forgot to cap. The basket of desk sundries will require you to paw thru it, too, every time you need something that might be lurking under that box of pens. With my luck, every time I reached in that basket I'd graze my wrist on the serrated metal edge of the tape dispenser.

I do not mean to be hypercritical and really do admire your going right out and getting those baskets. My points go to the notion that things like object retrieval should not require a search mission, however nominal. That takes you off task. In a mind like water, this is silt.

Just one person's opinion. I was once an office manager and administrator, maybe I'm too focused on these things.

[JonathanAquino]

Ah - sounds like you want more convenient stationery access.

I'd like to clarify that my stationery drawer is a long-term storage area rather than a place I access daily. For daily use I have a small basket that sits on top of my desk, containing the few things I use most frequently:

http://www.flickr.com/photos/1737029_433272bb05.jpg

http://jonaquino.blogspot.com/2004/11/quick-access-to-stationery.html

Of course, this is just what works for me - your needs are probably different.

[Anonymous]

Ah - sounds like you want more convenient stationery access.

I'd like to clarify that my stationery drawer is a long-term storage area rather than a place I access daily. For daily use I have a small basket that sits on top of my desk, containing the few things I use most frequently:

http://www.flickr.com/photos/1737029_433272bb05.jpg

http://jonaquino.blogspot.com/2004/11/quick-access-to-stationery.html

Of course, this is just what works for me - your needs are probably different.

Jonathon!!

LOL

At about 3 a.m. this morning, I did a "Desk DUMP" AND..... one of the things that went onto the 'finished' desk is the twin to your white basket.

I've not yet finished reading the book -- but I was really fascinated with this little mini-collection of one small area -- how many items TRULY did belong in an "IN-Box" -- and ofcourse, much of the rest belonged in the circular file.

When I came to this board today, I clicked on the link to the latest posting to this thread, and was FASCINATED to see the direct resemblances between our desks, lol.

I found the white plastic container in the basement around 3:30 am, LOL.

I'm sure I didn't do it according to Perfect Protocols of GTD -- however, reading posts by all you enthusiastic energetic people and slowly reading David's book made me want to START ---- however, I don't want to really start until I fully understand the system.

I've got a version of the 2-Minute Rule that goes something like, "Are you willing to devote to THREE minutes to this specific un-finished biz --- or do you wanna have to process it later on when you formally set up the GTD procedures?"

I've got all sorts of loose loops tied up, finished & done, LOL

[GettingMuchDone]

One of the most distinguishing characteristic of Allen's GTD book is its total lack of psychobabble and instead, simply HOW you gtd.

Agreed! That's what I find compelling as well. Let's cut thru the bs and devise a strategy for being on top of the "pile" - and David Allen has done just that.

The other thing that's just as bad as the psychobabble is, "...even though things are out of control, tell yourself you a great manager of time." LOL! Yeah, right, lying to yourself is really going to help. Haaaaaaahahahahaha.

[randystokes]

I use a system at home and at work that are, I think, much like an extrapolation of GTD to putting things away (and being able to retrieve them). Here, I'm talking about physical, three dimensional objects, as opposed to filing papers in a general reference file.

I went to Wal-Mart and bought a whole punch of clear plastic boxes, about shoe box size, with snap on lids. I then put them on bookshelves, and as I dropped stuff in the boxes, I printed out a label on my label maker and stuck it on the end of the box. Now, I've got stacks of boxes, neatly organized on shelves, with what amounts to a neatly printed index on the outward end of each box. I don't worry about alphabetizing the stuff, or even with necessarily grouping similar things in the same box. When I need to find something, I can quickly scan over the "indexes" on the ends of the boxes and find what I need -- never takes more than about 10 seconds, tops, to find what I need.

Like others, I have pen/pencil holders, a little paper clip holder, etc. on my desk, and tape and a few other frequently used supplies neatly organized in a drawer, but most stuff is in the boxes (including boxes of more clips when I run out, spare batteries, etc., plus extra computer cables, refills for my Notetaker wallet and pen, additional printer cartridges for my inkjet printer, and so on).

Also, I have the same system at home and at work (including general reference filing system). The only thing I don't duplicate at home is my tickler file -- that resides solely at the office.

Randy

[DallasLawyer]

I've found that GTD works as well for me at home as it does in the office. As I've mentioned before, I've also picked up some great tips from FlyLady (www.flylady.net), though I haven't bought into her whole system, as I have with GTD. A few other things that have worked well for me at home:

1. More than any other single thing, following DA's advice about a filing system has been a godsend for me at home. In the past, I had read "expert" advice about setting up a home filing system -- those "experts" tended to recommended very complex, micro-organized, color-coded filing systems with indexes, subcategories, and everything. Good grief! Even if I had time to set up such a system, who could maintain it? The simplicity of DA's system -- one filing cabinet for everything, no organization to it at all except that every individual item is in alphabetical order -- is what makes it work for me. That, plus his "permission" to create a file folder for a single piece of paper, which I do all the time. Finally, it is easy for me to decide what to do with all of those papers floating around my house! Whew!! A bonus is that my husband can find things when I'm gone and doesn't need an index or an instruction manual to understand the filing system.

2. Since I hate filing and tend to "pile" instead of "file," I made everyday filing easy on myself by putting a big accordion file folder in my kitchen. The pockets are labeled A-Z, but I relabeled them "utilities," "health insurance," etc. When I need to file a bill, an Explanation of Benefits from my health plan, etc., I can just stick it right into the file which is always at my fingertips. I also have one pocket for "bills to pay" which I review once a week. At the end of the year, I put the whole thing into the attic and start a new one. This works well for papers that you want to keep only for a certain number of years; at the end of that period, you can drop the whole thing into the dumpster (or shredder).

3. Similar system for receipts: one envelope for June, another envelope for July, etc. I throw each envelope away after about 2 months -- plenty of time for me to decide whether I'm going to keep the items or return them.

4. I bought "Responsibilities" charts for my kids (ages 5 & 7) and put them on the fridge. Each week, they get a reward if they accumulate a set number of check marks for things such as "put away toys" and "empty trash." Now I don't have to nag them to pick up their stuff.

5. Last but not least: liberal use of trash can, recycling bin, and bags left on my door by charities looking for donations. I learned this from FlyLady. I am trying to get as much stuff out of my house as I can.

[JonathanAquino]

One thing I've picked up from FlyLady is the "Before Bed Routine" which is simply what you do each night before you go to bed. Mine is here: http://jonaquino.blogspot.com/2004/09/jons-before-bed-routine.html

[Anonymous]

The only problems I see with this arrangement is that you still can't just reach for something and put your hand right on it. You have to fish around thru the writing tools to get what you want.

If you want a specific thing frequently, make a convenient place for that specific thing, or some small number of specific things.

If you have tons of writing implements but can divide them into a few useful categories (black pen, blue pen, pencil, highlighters, permanent markers, marker board markers), you have 2 choices: 1) sort them into 6 appropriately-sized containers, or 2) get rid of all the excess, or at least relegate them to longer-term storage and replace as necessary. I personally keep 1 or 2 of each type I often use handy on my desktop, and store all the backups in one container in a desk drawer.

(The Container Store sells some custom drawer dividers that are awesome for this kind of thing -- completely customizable. Whenever you store lots of small things in big drawers, these dividers RULE.)

If you have 100 completely different writing tools and need to put your hand instantly on THE EXACT one you want, you need a pen-organizing system that is beyond the scope of any organizing book I've seen, and I bet that David Allen doesn't have an instant solution for you either. But I'm sure you can figure out something that will work well enough for you.

-andersons