{"id":5441,"date":"2011-11-01T16:26:42","date_gmt":"2011-11-01T23:26:42","guid":{"rendered":"http:\/\/www.gtdtimes.com\/2011\/11\/01\/"},"modified":"2023-01-24T15:40:19","modified_gmt":"2023-01-24T23:40:19","slug":"gtd-best-practices-organize-part-3-of-5","status":"publish","type":"post","link":"https:\/\/gettingthingsdone.com\/2011\/11\/gtd-best-practices-organize-part-3-of-5\/","title":{"rendered":"GTD Best Practices: Organize (Part 3 of 5)"},"content":{"rendered":"<p>Organize, by far, is one of the most talked about parts of GTD.\u00a0 And why not? It&#8217;s all about cool gear!\u00a0 With GTD, choosing your tools is up to you and there&#8217;s incredible freedom in that.\u00a0 David Allen is not telling you <em>what<\/em> tools to use, but <em>how<\/em> to use your tools.\u00a0 So let&#8217;s dive in to look at what&#8217;s helpful to know about this phase.<\/p>\n<p><strong>WHAT TO ORGANIZE:<\/strong><\/p>\n<p>Organizing identifies the various placeholders or \u201cbuckets\u201d where actions and support material are stored that you&#8217;ve processed. David Allen has also described organizing as simply &#8220;things are stored based on what they mean to you.&#8221;\u00a0 The four primary action lists are:<\/p>\n<ul>\n<li>Projects<\/li>\n<li>Next Actions (with optional subcategories by context such as Calls, Computer, Office, Home, Errands, Agendas (people and meetings) and\u00a0Anywhere)<\/li>\n<li>Waiting For<\/li>\n<li>Calendar (for time-specific actions, day-specific actions, and day-specific information only)<\/li>\n<\/ul>\n<p>Organizing also includes setting up <a href=\"https:\/\/secure.davidco.com\/store\/catalog\/ORGANIZING-YOUR-WORKSPACE-p-16407.php\" target=\"_blank\" rel=\"noopener\">your workspace<\/a>, a <a href=\"https:\/\/secure.davidco.com\/store\/catalog\/GENERAL-REFERENCE-FILING-p-16194.php\">reference system<\/a> for non-actionable information, and incubation systems (Someday Maybe and <a href=\"https:\/\/secure.davidco.com\/store\/catalog\/SETTING-UP-A-TICKLER-FILE-p-16163.php\" target=\"_blank\" rel=\"noopener\">Tickler Systems<\/a>) for possible later actions.<\/p>\n<p><!--more--><\/p>\n<p><strong>SOME QUESTIONS TO ASK WHEN CHOOSING YOUR TOOLS:<\/strong><\/p>\n<ul>\n<li>Are there any tools already in place that you plan\/need to still use? Like a corporate calendar?<\/li>\n<li>Where is your email?\u00a0 Not required, but certainly helps to have your email and lists <em>near <\/em>each other.<\/li>\n<li>Who else needs to see your data?\u00a0\u00a0 Does it need to be on a shared server or would local be fine if you go digital?<\/li>\n<li>What do you tend to be drawn to\u2013paper or digital?<\/li>\n<li>Is security a concern? Are you okay with your information being in the cloud?<\/li>\n<li>How would you back it up, if needed?<\/li>\n<li>What are you willing to carry around?<\/li>\n<li>What tools are you already familiar with?<\/li>\n<li>Would you trust putting almost anything into it?<\/li>\n<li>Is it scalable?<\/li>\n<li>Can you easily learn how to use it?<\/li>\n<li>What are you willing to pay for it?<\/li>\n<li>What does it need to sync to?<\/li>\n<\/ul>\n<p><strong>\u00a0ORGANIZING SUCCESS FACTORS:<\/strong><\/p>\n<ul>\n<li>A good rule of thumb when choosing tools (especially your Calendar, Waiting For and Next Action lists which will get the heaviest traffic) is &#8220;can I maintain this easily if I am sick in bed with the flu?&#8221; That will tell you whether you&#8217;ve overbuilt it or not.\u00a0 Don&#8217;t build your system at the height of your creativity and complex thinking.\u00a0 It&#8217;s too risky that you won&#8217;t be there all the time and won&#8217;t be able to easily work your system when you need to.<\/li>\n<li>Settle on <em>something<\/em> as a list manager.\u00a0 Yup. This isn&#8217;t marriage. It&#8217;s just a list manager. Let go of the idea that the perfect list manager is out there, if it&#8217;s holding you back from picking something that will be good enough at least to try. You can always change it later if you really need to.<\/li>\n<li>If you&#8217;re still on a learning curve with GTD, you may not want to add to that learning curve by picking tools you&#8217;re not familiar with. Instead, start with something you already know, like a paper planner.<\/li>\n<\/ul>\n<p>Now, I know I haven&#8217;t mentioned specific tools.\u00a0 There are a rare few that David Allen has personally<a href=\"http:\/\/www.davidco.com\/vettedsoftware?\" target=\"_blank\" rel=\"noopener\"> vetted for GTD<\/a>. That doesn&#8217;t mean there aren&#8217;t plenty of tools that will be a fantastic support for you though. And there are loads of suggestions from your fellow GTD fans on this blog and in our <a href=\"http:\/\/www.davidco.com\/forum\/\" target=\"_blank\" rel=\"noopener\">Forums<\/a>. Bottom line? Pick tools you&#8217;ll be more attracted to than repelled by.\u00a0 Trust your lists for holding your reminders more than holding them in your mind, or your mind will fire you and take the job back.<\/p>\n<p><a href=\"http:\/\/www.gtdtimes.com\/wp-content\/blogs.dir\/1\/files\/2011\/10\/KellyWorkGTW.jpg\"><img decoding=\"async\" class=\"size-full wp-image-5416 alignleft\" title=\"kelly\" src=\"http:\/\/www.gtdtimes.com\/wp-content\/blogs.dir\/1\/files\/2011\/10\/KellyWorkGTW.jpg\" alt=\"\" width=\"96\" height=\"100\" \/><\/a><\/p>\n<p>&nbsp;<\/p>\n<p>Just joining this series? Read <a href=\"https:\/\/gettingthingsdone.com\/2011\/10\/18\/gtd-best-practices-collect-part-1-of-5\/\">part one on Collect<\/a> and <a href=\"https:\/\/gettingthingsdone.com\/2011\/10\/25\/gtd-best-practices-process-part-2-of-5\/#more-5414\">part two on Process<\/a> or <a href=\"https:\/\/gettingthingsdone.com\/2011\/11\/21\/gtd-best-practices-review-part-4-of-5\/\">part four on Review<\/a>.<\/p>\n<p>&nbsp;<\/p>\n<p>Kelly Forrister is a senior coach &amp; seminar presenter with the David Allen Company<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Organize, by far, is one of the most talked about parts of GTD.\u00a0 And why not? It&#8217;s all about cool gear!\u00a0 With GTD, choosing your tools is up to you and there&#8217;s incredible freedom in that.\u00a0 David Allen is not telling you what tools to use, but how to use your tools.\u00a0 So let&#8217;s dive &hellip; <\/p>\n<p class=\"link-more\"><a href=\"https:\/\/gettingthingsdone.com\/2011\/11\/gtd-best-practices-organize-part-3-of-5\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;GTD Best Practices: Organize (Part 3 of 5)&#8221;<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[32],"tags":[22,29,69,46,28,100,109,521],"class_list":["post-5441","post","type-post","status-publish","format-standard","hentry","category-productivity-tips","tag-getting-things-done","tag-gtd","tag-implementing-gtd","tag-implementation","tag-getting-started","tag-tips-and-tricks","tag-gtd-best-practices","tag-organize","entry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>GTD Best Practices: Organize (Part 3 of 5)<\/title>\n<meta name=\"description\" content=\"Organize, by far, is one of the most talked about parts of GTD. 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