One of the most common questions we get is, “Which tool should I use for my GTD lists?”  With the GTD approach, the tools you choose to manage your workflow are up to you.  Some tools are certainly more conducive to GTD than others, but among the ones that will work well, it will come down to functionality and personal preference.  That can make the choice for some people exciting…or daunting.  In this podcast, David Allen and his technology team talk about the phenomenon of list managers, what qualities to look for, what has a zero learning curve, the keys to really making it work and more.  There should be something here for everyone, no matter what your job, style, platform or inner geek.  LISTEN NOW

“There’s a strange paradox. You want it simple and it won’t be cool enough for you. And if you want it really cool, you’re gonna have to have discipline and sophistication of really understanding GTD to make it work and gain the power out of it.”  - David Allen

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GTD Secrets: True Confessions of a GTD Coach - Episode 1

We are thrilled to have Meg Edwards, one of the masters of GTD at the David Allen Company, providing her perspective, humor and wisdom on the world of GTD.   She will be doing a new series for GTD Times called “GTD Secrets: True Confessions of a GTD Coach”. With over a decade of working with people, helping them to implement and master GTD, many of you have likely experienced Meg through her telecoaching and individual coaching work. She also adds great content to our Coaches’ Connection feature on GTD Connect.

As a working mom, Meg is a wonderful example of getting things done–when it often feels like you have more to do than you can do–with grace, humor and balance.

Meg recorded a new podcast on “What is GTD?” How would you respond if an old friend you met on the street asked you about GTD?  Listen as Meg shares what GTD means to her as she practices it in her work and personal life.

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Here is an interview with David Allen by the publisher of the Polish version of Getting Things Done.

Q: You developed the Getting Things Done Program because…
A: I had discovered that applying some rather simple techniques could have profound results, immediately, in people’s ability to focus, stay relaxed, and make positive progress in their work and lives

Q: What is the difference between GTD and normal task planning?
If you mean by “Normal task planning” that you make a list of things to do today, or this week, then the difference is that GTD recommends you keep track of every action that you might be able to take, plan as little as possible, and trust that you’ll make good intuitive decisions moment to moment from all your options. In other words, you need to remain flexible and open to all the new inputs and changes that are happening more and more frequently; and if you over-plan, it will get in your way.

Q: Order above all. That is the first rule of the GTD Program. What is the second one?
“Order above all” – not sure what that refers to (I never said it). There are not really any “rules” in GTD – only observations of principles. If you want to have a clear mind, you must capture externally whatever is keeping it from being clear, make executive decisions about what you’re committing to do about it, and park the results into some system that you can trust will reflect it back to you at the appropriate time.

Q: How soon after proper Program implementation could we see its first results?
Results happen immediately. As soon as you start capturing what’s on your mind, and as soon as you start deciding the next action required on them, it will lower stress, improve focus, and facilitate getting things done.

Q: In what order should we empty our “buckets” so that it would be most efficient – starting from the oldest tasks, the more important ones or the least important items?
All of your incoming “stuff” should be processed every 24-48 hours – doesn’t matter which ones you handle first. Then deciding which action to take, once your IN-baskets are empty, should depend on the combination of strategy, context, time, and energy available.

Q: What could be the percentage increase in efficiency in case of implementing GTD Program in the organization? Have you conducted appropriate studies?
No one has ever done a study of efficiency. Some surveys, however, have indicated that by applying GTD methods it can save 30-45 minutes of time a day.

Q: Is the system flexible, or is it necessary to abide strictly by the rules?
It’s not a system, but rather a systematic approach. Again, there are no rules. The basic principles are true – if you keep commitments in your psyche instead of some external system, you will reduce your clarity and effectiveness. That’s not a “rule” so much as it is an observation of reality.

Q: How to deal with urgent matters that disturb the work system?
Urgent matters ARE your work. Your system needs to be able to incorporate surprise and change.

Q: What to do if we have to carry out several equally important projects at the same time?
If they are truly of equal importance, then it doesn’t matter which one you work on. You can only do one thing at a time, no matter how many projects you have; Generally you are better off taking a project to completion before moving on to the next one. It is good to have all the next actions on all the projects available to pick from, and, again, one action may be easier to do at a certain time than some of the others, simply because of time, energy, and context you’re in.

Q: Does the GTD Program have any limitations, or is it applicable in any corporation, regardless of its size or business it is in?
GTD is simply how anything gets done, and the principles apply not just to any business but to any person in any aspect of their life. As soon as you have more than one thing to do, that you can’t finish the moment you think of it, then you can apply the GTD methods to increase your ability to manage what you’re doing well.

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We often get asked for our recommendations about the best ways to learn and master GTD.  As with any new skill, the best way to start is with how you like to learn.  For example, if you wanted to learn Italian you could go through audio lessons, go to an in-person class, move to Italy and immerse yourself in the culture, pick up an Italian language book or go hire a tutor.  Just depends on how you like to learn (and of course what your budget is!)

There are many ways to learn GTD as well.  You can take a class, get coached, go through the self-paced Getting Started Series on Connect, listen to David present a two-day seminar on CD, or read the GTD book….to name a few.  David has always said that he didn’t hold anything back from the book. It is the ultimate textbook for GTD.

So, if reading the book is your style, you may consider a local (or virtual) book club or discussion group to share with others also interested in learning GTD.  Chris from Dallas recently shared with us how his group focused on the GTD book by going through the five phases of workflow, which is a great way to structure a discussion.  You can read about what did and how they engaged the group with some trigger questions.

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This post rambles a bit as it’s a live blogging effort to cover the real key questions and associated answers that this group of accomplished entrepreneurs provided during an hour plus panel discussion about the trials and tribulations of starting your own company.

Topics included what personality characteristics should you have to thrive as an entrepreneur.  What are the most common mistakes that they see entrepreneurs making (or which they’ve made themselves).  They discussed their biggest fears and how they’ve overcome them and even why right now is actually a really good time to begin planning an entrepreneurial venture.

Panel Discussion

Peter Gallant: serial entrepreneur, Pathogen Detection Systems

Execution is the biggest risk facing start up companies.  The plan is usually not the problem. The execution is.  Knowing when to do what needs to be done.
Recommended reading “The War of Art”  it is very rare for entrepreneurs to really know what the milestones the must be achieved are. when they need to achieve those goals and how to forecast whether or not they are on track or behind or in real trouble.

He hasn’t met an entrepreneur that has a complete broad focus across all the horizons of focus

John de Souza, serial entrepreneur, founded the product that became Microsoft Messenger

Do you have the right temperment, the right skill set and is it the right timing.  Once you are an entrepreneur, it gets going, you’re excited about it and suddently…what’s next?  You need to get the company going and for this GTD can be extremely important.

How does being an entrepreneur impact your family?  What if you fail?  What if you have no money?

Buzz Bruggeman:  Active Words.  His belief is that computers should understand us.  Problem:  voice is not really a viable option.  Active Words lets people name things.  For example setting up the keystroke NT for directly navigation to New York Times.  ( also like Quicksilver)

Frode Odegard:  Founded several companies including one before he was 18.  What is the nature of a true entrepreneur:  restless by nature. potentially reckless, frequently fall into the “crazy maker” quadrant.

What’s important is that entrepreneurs tend to underestimate and possibly even feel resentful towards the needs to spend time simply thinking.

“If you don’t have a good framework to manage your commitments you will just drown”.

EDS: Entrepreneurial Dysfunction Syndrome

Buzz:  the single biggest problem for him is the weekly review.  Part of it is the issue of having the time to make an appointment with himself.

Once you’re an entrepreneur and you have built the product you are faced with two new problems:  Distribution and Adoption.
They’re talking to HP so Buzz emails every single person from HP that downloaded their application and he asks them for help

If you can’t handle rejection you should probably just work for a big company.

If there’s anything you wished you knew earlier

Buzz:

1.  The inventor should NOT be the CEO

2.  Take Smart Money of Just Money

3.  Use GTD to maintain sufficient discipline to keep wandering to a minimum

Frode

1.  Having the right revenue model.   Understanding what works in a given economy

Frode:  My biggest fear is relationships.  Can I trust these people?  What are their intentions

Buzz: Biggest Fear:  The serious maybe…

de Souza:  Hiring the wrong senior person.  As soon as you realize there’s a problem take action.

Gallant:  making a wrong effort from a time, talent or investment perspective

Odegard:  What’s your definition of success for an experience?

Gallant:   A call to action:  imagine that you’ve lost your job.  What sort of entrepreneurial venture would you start next?  This is a great time to be planning a start-up company.  There’s sufficient cash, it is simply that the VC’s are being especially cautious.

Buzz:  If I did not have a partner with a skill set he didn’t have they would have been dead.

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