Implementing GTD at home…

Whew! I spent the weekend — literally — implementing the GTD system at home using the methods recommended in David Allen’s book, Getting Things Done. I thought it would be a good idea to start with my home office, because it seemed like there was less “stuff” at home. I could try the system out in a distraction-free environment, learn it and then transport it to the office.

I figured it wouldn’t take too long to implement because I’m already pretty organized. I was wrong. Allen’s recommendations of two full days to implement the system is spot-on. Collecting all my stuff, organizing it, setting up my lists and weeding my files took pretty much all of Saturday and Sunday. I’m glad I chose a weekend when I would be alone and had nothing else pressing to do for this project.

Here are some things I learned this weekend:

1. I had planned to use Web-based software to organize myself electronically, but I started working with Microsoft Entourage – the Mac OS version of Outlook — and it suited my needs perfectly. Entourage has a Project Center that lists all my projects and links them up with related emails, calendar items, actions, notes and files. Entourage creates the email and desktop folders I need automatically when I make a new project. I used the Categories list for Contexts, so I was able to assign a context and a project to each item, if I wanted. I used the Notes list for my Someday/Maybe items. I don’t know why Microsoft didn’t put some of these same handy features in Outlook, but maybe version 2007 will. The only thing I don’t like about using Entourage is that all my stuff is only available through my home computer, and I have to record items in the notebook I carry around to make them portable. But at least that ensures I will have my action list on me even when I don’t have my computer.
2. Allen’s simplest tips are the best — don’t overlook them! I highly recommend buying a label maker. I invested in one(and a shredder) before I started, and it made all the difference. It is amazing how printed labels can transform a junky file drawer and supply cabinet into a neatly organized space that’s easy to work with.
3. Allen’s suggestion to file everything in one alphabetical system is a life saver. Before I had everything grouped by category – insurance, finances, house, computer — all in different places. So much of my mental energy was going to trying to remember what categories I had where. Putting everything in one filing cabinet, with all the files neatly labeled and in alphabetical order by name, was actually a relief.
4. Part of what took so long, I think, was realizing the system won’t really work unless everything has a home. Of course, there is the Inbox, the Pending area, the Read/Review basket, the Reference files, but I couldn’t stop there. All of my supplies needed their own home too, and I needed to decide what went in the kitchen, the garage and the office. I couldn’t believe how many places we had batteries stashed around the house. Now the discipline comes in continuing to put things back in their proper homes. I think I can stick to it, but can my husband? Maybe the labels I put everywhere will help.

Now that I am finished, I can’t believe how neat and organized my house looks. Everything is in its place, and most of the flat surfaces — the tables and counters — have been cleaned off as a part of this effort. My house already feels more relaxing and inviting with the clutter cleaned up.

I can’t wait to transfer the system to the office, but when to do it is problematic. Given what I’ve learned about how long this all takes — and how once you’ve started, it’s best to plow through until you finish — I know I’ll need some significant free time in the office. But since we’re pushing toward a deadline on a couple of major projects, there is no free time in site. Ironically, I think I would be much more productive in getting those projects finished on time if I had the system working for me.

So what should I do? Should I go ahead and take the time to get organized at the office, or should I wait until (gulp) late April, when I next anticipate some relatively free time?