The following is a practical example to understand how work the principles of collection, processing and organization.

Case Study of GTD

Compiling

Today I have compiled the following things in my Inbox:

  • Dental appoinment. 2012, 27th July, at 18:00 p.m.
  • Guide of places to visit in Egypt.
  • Call back to Carmen.
  • Catalog and deals for hotels and attractions at Costa Dorada.
  • List of prices of hardware.
  • Catalog for youth furnitures.
  • Car repair.
  • Preparation of the weekly Quality Report.
  • Perform graphical proposal for the scorecard.
  • Trip to London on 26th July.
  • Inform to Luis about the state of his project.

Processing

These are the actions to process the Inbox:

  • Dental appoinment. 2012, 27th July, at 18:00 p.m. This requires an action and is planned for one specific day and hour. This goes to SCHEDULED list.
  • Guide of places to visit in Egypt. I always wanted to visit Egypt, but is not the moment yet. “Maybe” I can realize it “some day”. This will be a project, which it will be realized when the circumstances be favorable. This goes to the SOMEDAY list.
  • Call back to Carmen. This task requires a time aproximately of two minutes. This task will be executed now, and will be deleted from the Inbox (Rule of two minutes).
  • Catalog and deals for hotels and attractions at Costa Dorada. I have not planned my holidays yet for this year. In the next two months, I will take a decision. Meanwhile, I will compile more information. Therefore, I will create a project named “Holidays 2012”, and I will deposit this catalog here.
  • List of prices of hardware. At the moment, I don’t need to renove any computer or device, but, in any moment, it could be necessary. This information does not requires any action. This goes to CONSULTATION list.
  • Catalog for youth furnitures. My daughter is 10 years old and will need a new room with youth furnitures. At the moment is not urgent and is not a project. This information goes to CONSULTATION list.
  • Car repair. Today I have taken the car to the garage. I delegate the reparation of the car to the mechanic. Therefore, this task goes to the “WAITING” list, with a notation that describe who is the person that execute it, the date in which I delegated the task and the scheduled date for the end of the task.
  • Preparation of the weekly Quality Report. This is an office task, and must be executed in the next days. This goes to the NEXT list.
  • Perform graphical proposal for the scorecard. This is an office task. This does not have a scheduled date, but it must be ended in the next two weeks. This goes to the NEXT list
  • Trip to Londres on 26th July. I must to travel to London, in order to help to my colleagues. I must to assist to two important meetings, extract information and provide solutions to the current problems. Independently of you registry this task on the SCHEDULED list, this requires the creation of a project named “Trip to London on 2012/07/26”, and this one requires some actions:
    • Searching flights.
    • Searching hotel.
    • Plan the meetings.
    • Elaborate the agenda for each meeting.
    • Prepare presentations.
    • Prepare documentation.
  • Inform to Luis about the state of his project. At the moment you I’m processing this reminder, Luis already obtained this information. Therefore this task is not necessary. I discard this reminder.

Organization

When organizing, you can also classify the context of everything, in order to identify where and how to execute actions. For example, being at home, to review the next actions, will be sought only those in this context. If you want to spend the time available to make or return phone calls, will look for actions in that context.

The inventory of tasks will be organized as follows:

Without Action

  • TRASH (discard)
    • Inform to Luis about the state of his project. [Office]
  • SOMEDAY (incubator)
    • Guide of places to visit in Egypt. [Personal]
  • CONSULTATION
    • List of prices of hardware. [Office]
    • Catalog for youth furnitures. [Home]

With Action

  • WAITING
    • Car Repair. Xanadu Garagae. Delegated at 2012/07/12. Due date at 2012/07/14 [Personal]
  • SCHEDULED
    • Dental appoinment. 2012, 27th July, at 18:00 p.m. [Personal].
    • Meetings at London. 2012/07/26 [Office]
  • NEXT
    • Preparation of the weekly Quality Report. [Office]
    • Perform graphical proposal for the scorecard. [Office]
  • Projects
    • Holidays 2012 [Personal]. Catalog and deals for hotels and attractions at Costa Dorada.
    • Trip to London on 2012/07/26 [Office]
      • Searching flights.
      • Searching hotel.
      • Plan the meetings.
      • Elaborate the the agenda for each meeting.
      • Prepare presentations.
      • Prepare documentation.

     

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