Transitioning from personal GTD to company GTD
I have been using GTD on a personal level for the last 4-5 years. I've loved it, sometimes used it more than others, adapted the system a little to my own requirements, but overall it has been a fantastic system which has served me well.
A few months ago I joined a new company. On of my briefs was to 'make the company more efficient'. I had several other projects as well as that one, so I concentrated on achieving results in those other areas whilst learning how the company currently functions, so that I can provide input and restructuring productively, rather than making change for the sake of it.
Now I'm starting to really focus on the efficiencies side so have started to bring my GTD habits to the workplace. My chairman stopped off at my desk the other day and I produced a list of things that I needed to speak with her about. She asked me about it and I showed her the GTD book and told her I thought that it was great. The next day she told me she'd ordered a copy, the day after she told me she was reading it avidly and it'd already started to help, the day after that she told me that she'd bought a copy for the two people that work most closely for her, and last week I was asked to give an overview of the book and how I used it to those people.
What's great is that it has gained a lot of momentum quickly. In fact, much more quickly than I'd planned. But now it's happening I intend to strike while the iron is hot and make the most of it, so it is now the most important thing I have to do.
So now I am looking at ways of implementing it with my company, but as I've used it very much as a personal paper based system previously, I am running into a few challenges and would welcome input from others who might have faced similar things in the past.
1) We use a pretty outdated CRM / enterprise system within our company and we have a policy of using that for 'ToDo's (tasks), and logging all client / supplier correspondence. Eventually this will be replaced but that won't happen for at least 1-2 years so I'd like to implement a GTD based system whilst still using this.
There are obviously benefits of using a shared electronic system, including:
- keeping a record of all correspondence which is backed up
- allowing all ToDos / diary appointments / other info to be shareable across the company
It would be a pain (as the system is so outdated) but it would be possible to adapt the system to implement a context based set of lists for everyone to be able to use, which would benefit from maintaining everything electronically. However I am then very concerned that the full benefits of GTD wouldn't be realised and therefore it may fall flat, including:
- the portability - if everyone only has their GTD system when they're sitting in front of their computer, what happens when they aren't (my personal system is based on a 12 slot folder in which I keep all of my lists under different categories and it works brilliantly - partly because it is always with me)
- the focus of having hand written lists that David Allen talks about - that if a list is on a computer then it is easier to let items sit there for days until they don't even get noticed
Any advice is gratefully received.