I retooled my productivity/idea capturing/GTD process and had quite a few questions about how it works.
Behold! A diagram!
This is a simplified outline of it but it works roughly like this:
- Capture ideas, meeting notes, class notes in EverNote on my phone
- Review stuff added to EverNote process list every morning
- If you can do it quickly, do it quickly
- If not, do you have to or want to do it?
No: delegate or delete
- Do you need time to think about it?
Yes: Chew List
- Is it an active project?
Yes: Add to The Big To Do
- Is it a big project?
Yep: Add to new project on Big To Do
- Put it on the Little To Do.
My Daily Review happens in the morning when I get in to work or after my morning meditation if at home. I check email (outlook and Gmail) and review both To Do lists.
As I go through each item - a new email, a previous task worked - I run through the above process. Stuff coming in as response or part of an active, big project gets added to the task list for that project for completion or follow-up. Anything else I have to do that came generally needs to get done relatively soon and goes on my Little To Do.
Big To Do
The Big To Do is a separate OneNote notebook that holds every task related to active projects. It includes due dates, owners, and a link to the project OneNote itself. Details on how all that works is likely a post of its own.
Little To Do
The Little To Do is a docked quick note that holds stuff I want to get done in the next few days. Anything that I need/want to do that isn’t managed by work’s internal tools goes here.
End of Day
At the end of the day, everything from the Litle list gets copied into an archive. Anything I didn’t accomplish gets copied to another day. In the archive, anything undo done gets a little note on why I think I didn’t finish - am I waiting for someone, am I confused about what I need to do, etc. Anything that gets pushed off a few times without any clarity coming from those notes gets put on the Chew List if I still want or need to do it. If I don’t, it gets delegated or deleted.
My daily archive template also includes a couple of questions. I don’t answer them every day but do a couple of times a week. They are: