This document provides an overview of the Getting Things Done (GTD) productivity system. It discusses that GTD is a systematic approach for managing work and life that focuses on capturing all tasks and projects, organizing them into lists based on context, and regularly reviewing items to determine next actions. The presentation emphasizes that GTD helps reduce stress by providing a clear mind and complete system for absorbing interruptions while staying focused on what needs to get done. It demonstrates how the note-taking app Evernote can be used to effectively implement the entire GTD process.

1. “The Art of Stress-Free Productivity”
Getting Things Done (GTD)
in your job….and your life in general
2012 WLIA Spring Conference
Minocqua, WI
Presented by
Jeff DuMez
Brown County
GIS Coordinator/Land Information Officer

2. Presentation Overview
What is Getting Things Done (GTD) and why is it so
popular?
•It is about a systematic approach to your work
•It's not about “gear” (planners, gizmo apps, etc)
GTD is a process that’s popular partly because it is “gear-agnostic”;
you can use any tool you want (OneNote, Lotus, Excel, Outlook,
etc..even paper!)
My preferred tool: www.Evernote.com
Demonstration of my GTD system within Evernote

4. Expectations
How will you benefit from this presentation?

5. Does GTD make you a productivity superhero?

6. Or….

8. GTD isn’t so much about becoming a superhero
The GTD process DOES help you:
•
Work with less stress and a clear mind
•
Absorb more input / Capture more ideas
Systematically process more input and ideas to create
•
more or better results
•
Find things back faster (you’ll build your own “personal
google” full of YOUR STUFF that can be quickly and easily
recovered). Especially when used with an awesome tool
like Evernote.

9. Relax. And get things done too.
GTD lets you be more strategic and more relaxed
while dealing with stuff coming at you from many
directions in your job (and life)

10. What’s different about GTD
Obviously, management systems, day planners, and
other scheduling systems have been around for
years & years…
GTD isn’t really a system, but more of a systematic
approach.
It fills in gaps left by these other systems.

11. Systematic Approach
With GTD you can use your favorite tools (Gantt
charts, Covey Planners, mindmaps, Microsoft Outlook or
Project, mobile apps, etc)
Keep using these things if you like them.
Even plain paper works for GTD
The GTD approach works with many tools

12. Psychology of the GTD approach
It helps to write things down
Almost everyone has made lists and felt at least a
little bit better….
….At first anyway….
…..as long as the lists are efficiently managed…

13. Of course, writing more stuff down can be a
burden in itself….

14. Don’t be this guy

15. The Transformation of Stuff
Writing it down is great, but don't create useless
clutter and make things worse!
GTD enables you to capture, process and store your
notes with much less 'friction'
Easy to input, smooth to organize, and quick to
recover notes and action items.

16. Calendars
Calendars are an example of a “trusted system”
Calendars help you stay relaxed
Why? You get the appointments off of the mind
…“OK, where do I have to be today at 11 AM and tomorrow at 6 PM
and a week from Thursday at 2 PM and ….”
Like most people today, life is complex enough that you have
learned to trust your calendar at least to some degree.

17. Trusted, Complete System
Implemented properly, GTD becomes your
“Trusted, Complete System”

18. All Encompassing
GTD helps you capture ALL things that need to get
done—now, later, someday, big, little or
inbetween…
And easily manage them.
Especially when it hits the fan.

19. A word on planners/organizers
Many people buy a planner & calendar and think,
“There!” I'll be organized now”
However, techniques on how to use things like
planners is sorely lacking, so the tool isn’t as effective
as it could be
It’s like buying GIS software (the tool) but unless you
are putting things into it and applying proper
technique, there’s really no point in buying the tool!

20. GTD is more nimble
GTD is flexible, unlike the standard prioritized “to-
Do” lists that must be constantly re-prioritized.
You can adjust and renegotiate at any moment with
GTD

21. Focus, Context, Time & Energy
GTD also lets you successfully "spin many plates" by:
•Accounting for different levels of focus
•Accounting for context (work, home, people, etc)
•Accounting for time & energy

22. OK, so how does GTD work?

23. The basic GTD process
Basic Steps:
1. Collect
2. Process
3. Organize
4. Review
5. Do
Simple, yes?
The nuances of making the practices effective can
take some time to master and habituate though.

25. Step 1: Collect
Get it out of your head. Complete “Mind Sweep”
Even the stuff like “ahh, I should.....” that stuff will gnaw at
you---if not conciously, subconciously---unless you get it out
of your head.
There will be a feeling of relief by doing even this first step
Gather the “incompletes” in your life
(What’s on your mind at this moment? What’s nagging you,
distracting you? Write it down!)

26. Collection Tools
Collect with anything you like!
–Just make sure it's simple & easy
Nothing wrong with paper and white boards to start
—Remember, it has to be quick and easy.
Note: Your email inbox(es) will help you collect SOME of your
stuff, but likely not everything that should be captured.
Your input will be more than just emails. More on handling
email later…

27. Collection with Evernote
Getting your “stuff” -into Evernote is super easy
(and even fun!)
There’s so many ways to easily capture stuff … Not
just from emails, but many other ways.

28. Step 2: Process
Goal is to drive your collection bucket(s) to EMPTY
•Is it actionable?
•Is it trash?
•Is it potentially useful as reference?
•Might I want to do it someday?
2nd stage of getting control is "corralling your stuff"
Having your stuff in Evernote makes the process really easy.
Process your inbox(es) to empty--regularly.

29. Step 3: Organize
The outer ring of the diagram (handout) shows the 8 discrete
categories of reminders and materials that will result from
processing all of your “stuff”
Together these make up
a total system for
organizing just about
everything that’s on your
plate---
--- or could be added to
it---
on a daily and weekly
basis.

30. Organized Containers
These organized items need to be physically contained in
some form— for use as “reviewable sets of reminders” or
for reference.
Here again
during the
Organize phase,
the Evernote
tool shines
brightly

31. Step 4: Review
Make “Action Choices” based on:
•Context – most actions require specific locations (work,
home, in the car, with certain people, etc)
•Time available is usually another factor
•Energy Available is good to manage your state of mind
•Priority can be assigned in review(and given the context,
time, energy)
A review of your system at least once per week is strongly
recommended (the “Weekly Review”)

32. Weekly Review
Use any tools / processes you are comfortable with for
your Weekly Review:
– Brainstorming / whiteboarding
– Outcome visioning
– Mind Mapping
– Ghant charts
– Whatever works for you…
...Just be sure the end results (the resulting "stuff"--
(action items, etc) goes into your GTD system!

33. “Horizons of Focus” help with your
Weekly Review / Brainstorming

34. Step 5: Just Do It!
The power of knowing “The Next Action”:
•Planned out, clear Next Actions in context
•Good examples pulled from context-based lists:
@Work-Next Actions: “Call Jim re: Stillwater plat”
@Home-Next Actions: “Send Phil a check for the TV”
Errands-: “Pick up 8d galvanized nails for the deck
project”
•Bad examples: (too vague):
•“Jim”.
•“Taxes”.
•“Nails”

35. Your new “Control Panel”
The GTD system is your control panel allowing you to
just get busy DOING
You will have your clear and concise “Next Action” items in
front of you, based on context, energy, and Priority.
Your projects, to-do lists, and reference materials will all be
in 1 system, well-organized by context
Use Checklists, just like airline pilots do (for good
reason!)
Evernote makes this all very easy.

36. GTD “control panel” benefits
Decreases procrastination by feeding you manageable,
complete- able, bite-sized actions to move larger projects
forward.
The system allows you to more easily absorb
interruptions and new input while still staying in focus
and on track
“Mind like water”
You will not have to ‘switch gears’ as often
•Frequent loss of focus has been proven to lead to stress!

38. Go with the flow, man
…(YOUR flow)…
With GTD, you will achieve better “flow”
• When ideas or other input hit you, capture them easily
without skipping a beat.
• Reboot your brain: Mindsweep/brainstorm regularly.
• Organize the thoughts & review them later when you
have a chance. A little preparation is an investment.

39. Reduce the drag
• Do the action items in the proper context and in bite-
sized chunks
• Go ahead and spin some more plates….While keeping
focus and control.
• Find stuff back much more easily where & when you
need it

40. Evernote as a GTD tool
Evernote benefits
•Easy to use
•Free (for most features)
•Works on ANY device or operating system
Desktop:
•Windows, Mac, any web browser
Mobile:
•Android, iPhone, Windows Mobile, etc
•Any cell phone
•Text or email messages in
•Call into voice transcription services like Jott (converts to
text, includes the original voice msg)

41. More Evernote benefits
•Synchronizes between machines (regardless of OS)
•There's a local copy of your notes (for off-network use)
•Use tags for time, energy, anything
•Virtually unlimited storage (with paid account-- $5/mo. or
$45 / yr)
•Encryption is possible
•Can export out: Core value of Evernote is that this is the
CUSTOMER's memories and notes, we're free to take them
out at any time. Not proprietory.

42. Evernote as a processing tool for
all GTD phases
•It's easy to input, process, review and organize
•Simply drag & drop items around between “notebooks”
•Use Check boxes (check lists)
•Automatically tags date & location
•Automatically indexes your notes so you have ready-
reference material

43. Evernote as a GTD Reference
System
Easily retrieve anything, anywhere
– Most people use Evernote simply for this
– Search capabilities are awesome
– Finds text even within images (photos, screen shots, etc)
– Finds words within documents such as Word or PDF
Here’s where HUGE efficiencies can be gained.

44. A note on projects…
Most people like to have an “all-in-one” project plan, Gantt
chart, etc.
That's fine, but you need to pull out “Next Actions”
organized by context in a better control panel
GTD fills the gap between planning and action
Large plans break down when you're busy DOING
For example: You won't go through a large project plan to find "buy
nails" or "call Fred". Too unweildy.
Instead, pull out the Next Actions and put in your context lists

45. Is GTD too complicated?
GTD might itself seem overwhelming but need not be that
complex
It is scaleable. Basic practices is all you really need
The beauty of GTD is that you can take the few basic
principles and set them up however you want
Nobody's GTD system is exactly the same
In a complex occupation like ours, GTD works beautifully if
properly implemented

46. Just right
“Make everything as simple as possible, but no simpler” ~Albert
Einstein

47. Is GTD too much organizing…
…and not enough DOING?
"If I had eight hours to chop down a tree I'd spend six sharpening
my axe“ ~Abraham Lincoln
Generals, NFL players, and others who know the power of a
clear mind to help them just DO in the heat of action have
praised GTD because they know productivity is directly
proportional to our ability to relax.

48. Staying on track
Once you get into this, it's relief, not extra work.
Doing GTD becomes easier than NOT doing it.

49. Making a habit of it
• Get rid of ‘brain scuzz’. It becomes a habit, for
literally the same reason you brush your teeth.
• Even after catching on to the principles of GTD, it
may some time to really make it work for you.
• Don’t fret, read the book—listen to the podcasts,
etc.
• You’ll want to customize your system

50. What’s on your mind?
Usually the reason something is “on your mind” is
that you want it to be different than it currently is
Even “non-stressful” things can add stress…
…simply because you’re trying to remember too
many things at once.
Take a second and write it down. If you’ve got more
time and the thoughts are flowing, keep going!

51. Clarify the outcome
For each thing, be sure to clarify exactly what the
intended outcome is.
What needs to happen for you to check this off as
“Done”?

52. What’s the very next step?
What’s the next action required to move the
situation forward?
Would you pick up the phone and make a call? Go
to your computer and write an email? Talk face to
face with someone? Go to a specific location?

53. Organize
Capture the “project” (if more than a couple steps are
needed)
Put the “Next Actions” in your “context” lists (eg @Work or
@Home or Errands).
Usually, it is unlikely you’ll be able to just DO everything for
all projects right then and there.
You likely have MANY projects going on all at once – with
this system, you’ll be have reminders of the outcome and
action required in a system you trust.

54. Do
When you’re at work, or at home, or wherever most
appropriate to Get It Done, go to the “control panel”, find
those context lists you’ve made, and get things done.

57. Questions?

58. demo if time