I've been sharpening up my systems for getting stuff done lately and thought I'd share a little bit of the latest iteration of my productivity system because I think it's cool, especially for people who, like me, have lots of thoughts and ideas and only a little teeny bit of RAM those thoughts in at any given second.
I like the bucket approach of GTD - essentially one bucket to rule all thoughts. That bucket, in my case, is a handy dandy voice recorder that avoids the little slips of paper that are a/my bane and b/my utter downfall. The voice recorder captures everything: phone numbers, ideas, books to read, grocery items, even the atta-girls I file in a list I refer to when I need a pick-me-up (lots of writers keep those lists. It can be a lonely, thankless profession). To make the voice recorder capture system work well, I download the notes every morning as I'm planning my day.
My to-dos (sorted by tags like @computer, @errands, @house) and someday/maybes live in .txt documents on my computer which I can open or reactivate with hotkeys. To that list, I've added, on a 'Let's see how this goes basis', a gotta-do list, which essentially holds the stuff that needs to happen today. Items on the gotta-do list need to have time-limits to a/create urgency and b/avoid the pitfalls of Parkinson's Law which states that any task will expand to fill whatever time's allotted to it. Leave it open ended and you can find yourself spending all day on one stinking 300-word profile. For me, the most important attribute of the gotta-do list is that I actually plan it for the next day so I can hit the ground running, ideally with a writing project, before delving into email or other web-based delights.
The one challenge I'm finding right now is syncing my lists from my laptop to netbook and back. So far, I'm just being strict with myself and sticking to one computer or the other rather than moving back and forth. An online solution would fix this, but it wouldn't be as fast as calling up my .txt docs and I don't always have online access and am not anxious for my system to break down when I lack it.
For projects, I use system I developed while working at the South County Spotlight: a flip steno pad with the name of the project highlighted in the upper left corner of the page. The power of paper is that I can easily scan through projects for next tasks and write down ancillary notes and tasks and put x's next to the tasks I've completed and o's next to what I couldn't accomplish for whatever reason, , creating a record of what has and hasn't happened. When the project's done, I just tear out the paper, and stash it with whatever notes and paper the project generated. On my computer, meanwhile, I use the same project name on the associated folder so all project collateral is easy to locate for later reference.
What's your system? Drop a line/comment/tweet and let me know.
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