My “GTD” hacks

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I’m all for systems and things that help get things done. Tools that make work and life easier. Actions that ensure things don’t fall through the cracks. For being PRODUCTIVE.

I’ve tried the whole “GTD” thing – David Allen’s “Getting Things Done” method. I tried following Merlin Mann’s GTD system and “Inbox Zero” idea. I tried Tim Ferris’s “4 Hour Work Week” system of outsourcing. I’ve read countless systems and ideas by Leo Babauta, Dan Markovitz, David Seah, and of course the aforementioned David Allen, Merlin Mann and Tim Ferris as well as many others.

But I didn’t have much luck with them. The systems just didn’t “mesh” with the way I do things. They were unnatural for me. And so trying to follow them only made things worse instead of better. I got lost in those systems and they failed.

See, I’ve realized I’m just an “old fashioned” paper and pen kind of gal. Just write it down and check it off type of thing. So I developed a “system” that works for me. It’s a 2-part system and I’m going to share it with you today.

Part 1 – A daily calendar and index card hybrid paper-based planner.

This consists of a daily calendar I call the “24 Hour Calendar” which is basically a large square with 24 “blocks” along the outside edge. These blocks each represent one hour of time and are labeled like a 24 hour clock. In the middle of this is just a big blank square divided into 2 columns. One column is for scheduled appointments and the other is for a daily list of things to do.

On the back, it’s divided into a grid of 12 blocks – 8 small blocks along the outside edge and 4 larger blocks in the middle. Each block is assigned a function -

The index card piece of this is for “Projects” which consists of client notes, doodles for artwork and things like that. It also includes my “Muse” ideas (from Tim Ferris’s “4 Hour Work Week). They are basically personal projects for business ideas or book ideas or whatever like that.This part of the system just sits on my desk and allows me to check things off as I go.

Part 2 – A couple of applications on my iPod Touch

Now, these aren’t fancy apps and you don’t have to have an iPod Touch to use this idea – there are plenty of desktop apps and what-not that you can use. Or of course, you could add these to Part 1 and have a complete paper-based system.

And also on my iPod is the built-in Clock app that I use for keeping track of things that I need a timer for – when I’m baking or cooking, I can set the timer to remind me when to take things out of the oven or when the bread is finished rising, etc. I also have several alarms set on this app – for the kids’ school bus, for taking my allergy and blood pressure medications, for the kids allergy meds, and things like that.

Lastly, I use iCal on my iPod as well for meetings and appointments. It syncs with my computer so I have the same info there as well. I keep track of birthday’s, doctor’s appointments, client meetings and other events here. And important ones have alarms scheduled so I don’t forget them.

I came across a website a couple days ago I want to share with you . . .

Put Things Off by Nick Cernis – The tagline is “the laid-back productivity blog”‘ and it definitely is worth a perusal. Especially if you’re like me and found other “GTD” systems to be more than painful that useful.
And if you’re interested in my “system,” here are the PDF files of my 24 hour calendar. One file for the front, one for the back and there are 2 per sheet (just cut them in half). They are a 4.25 x 5.5 inch size when cut (so you can print them on standard printer paper).

247DailyFront2Up – Front

247DailyBack2Up – Back

Please let me know if you use them and how you like (or don’t like!) them. Feel free to link back here from your blog as well as share them.

UPDATE: 7.5.2009 – I’ve uploaded pictures of what the planner pages look like here.

In the arena,

“Absorb what is useful, reject what is useless, add what is specifically your own.“ ~ Bruce Lee

Annie Anderson is a freelance copywriter and graphic designer specializing in the small business and real estate markets. Her tagline “Making your business, my business” means that she’ll take the utmost care when creating words and images for your business – just as if it were her own.