Hi Everyone!
Like many of you I'm sure, I've used a handheld device to sync my lists for quite a while now. I used a Day-Timer® in the 1970's, a Danish planner notebook in the 1980's, a Palm® (since they were born); and I've now moved, along with some of my senior coaching staff, to a BlackBerry®. We just released a new BlackBerry best practices guide that distills the best GTD tips, tricks, and setup suggestions, if you're on or moving to that device.
Whatever your tools, read my perspective on the subtlety of streamlining. You may be feeling yourself at the mercy of the software and "formware" in that gear which is more complex than you need.
All the best,
DAVID'S FOOD FOR THOUGHT
The Subtlety of Streamlining
Many of the tools for personal organization miss the mark because they try too hard to simplify the complexity of our lives into forms and features. They often make our attempts at organization more difficult.
I was reminded of that dramatically again recently while I was coaching an executive who was a user of one of the most popular enterprise-level organizing applications (which includes tasks, e-mail, and calendar functionality). He was a savvy user, but he still couldn't make it really work the way it looked like it was supposed to. There were too many options and fancy connections that, at first look, had seemed like they might be useful. But in truth, in the "war zone" of real work, those features were much too cumbersome to maintain in any complete, consistent, and current fashion.
We were able to customize a system for him using that very same application (synching to his handheld); but we had to intelligently "dumb it down" so he could work with simple lists that were easy to add to and review on the run.
Most of the fancy features of most organizing software go unused, as do most forms and lines and boxes provided in paper-based planners. Is this the lack of intelligence and diligence of the users, or the inappropriate and unnecessary complexity of the tool?
There is a very fine balance point of maximum effectiveness between simplicity and complexity of systems. How much detail, how much cross-referencing, how much coding and categorizing is enough, without becoming too cumbersome? Most of what's out there to help is grossly overbuilt. Once you realize that you only need to define your projects with the next actions on them and keep track of all that in a complete but simple set of lists, you won't need to bother yourself with much else. You're better off being a good carpenter with a simple, well-balanced hammer than a novice with a garage full of unused power tools.
"Making the simple complicated is commonplace; making the complicated simple, awesomely simple, that's creativity."
-Charles Mingus
"We must strive to reach that simplicity that lies beyond sophistication."
-John Gardner
David's Coaching Tips
If your phone or PDA is password protected, create a password you can enter with one hand. You'll appreciate the ease of entering this on-the-go.
Also, learning any of the built-in shortcut keys on your handheld device is as important as learning them on your desktop. You'll save time and effort navigating around if you know the shortcuts. For example, in our new GTD Setup Guide for BlackBerry, we describe using the letter T to get to Tasks from your Home Screen. A great time saver! If your handheld does not have shortcut keys, try reprogramming some of the buttons to better map to the applications you use most (Phone, Calendar, Tasks, etc.). Make your tools work for you—not the other way around.
See David Allen
Don't miss out—David Allen will only present 3 public GTD Making It All Work events this year. Seminars will be held in San Francisco, Washington DC, and London, UK. Register soon to ensure you have a seat, as we anticipate these events will sell out. Early registration, not for profit, student and group rates are available. Email seminars@davidco.com for more information.
GTD Connect Webinars
Got backlog? Two of our senior coaches will be leading a Webinar on GTD Connect, our online learning center, on Digging Out From Backlog. July 15th @ 11am PDT. Free for all GTD Connect members.
GTD Trainer Certification
Our recent trainer certification course in Boston was a big success. GTD enthusiasts from around the world started their training to become certified to lead the GTD Essentials course inside their organizations.
On GTD Times
Q: Projects are my stumbling block. In fact, what do you do when everything you pick up seems to be yet another project (a multi-step thing to do)? The other options are easy to me compared to managing the multi-step things to be done.
David Allen: A big key is simply to keep track of them all. And have a place, either digitally or manually, to hold all relevant collateral materials and thinking. At some point you'll either get used to lots of commitments, or make fewer. Probably both.
Our Free Resources
WHAT IS GTD®?
GTD® is the popular shorthand for "Getting Things Done®", the groundbreaking work-life management system and book by David Allen that transforms personal overwhelm and overload into an integrated system of stress-free productivity. Read more...
GTD®, Getting Things Done®, and GTD Connect® are registered trademarks of The David Allen Company.
Day-Timer® is a registered trademark of ACCO Brands; Palm® is a registered trademark of Palm, Inc.; and Blackberry® is a registered trademark of Research In Motion Limited.
