Tools for Thought

David Allen’s Getting Things Done was one of the first productivity books to openly discuss the use of PDAs and software, so it’s no surprise that many technology enthusiasts latched onto GTD with uncommon zeal. It suddenly became easy to dignify a gadget fetish by invoking work as the rationale.

Newcomers to GTD often purchase new gear to motivate themselves into new behavior. A new pen, labeler or smartphone helps reconfigure the convert’s environment to reaffirm that he or she has, in fact, changed.

But how much is enough? As we gain experience with using the system, we hopefully come to better understand what we need don’t need to actually get things done. Unfortunately for many of us, “gaining experience” means little more than increased exposure to paraphernalia. Deep down we all know that we can’t accessorize our way into greater productivity.

If you suspect that you’re getting caught up with modifying your system instead of using it, it’s time to pause for reflection. Here are some guidelines and considerations.

Are you really unproductive? The truth is that you may be a high performer who’s overly self-conscious. Who worries more about their grades, A students or C students? Having higher standards raises the bar for perceived failure. One of the unique aspects of having a system for explicitly tracking all the widgets you need to crank is that you actually know all of the widgets you haven’t cranked. If you want to know what you haven’t done, just look at your lists. Don’t compare yourself to colleagues who work from the seat of their pants.

At least theoretically, the things on your lists are there because they weren’t priorities compared to the things you’ve taken off the lists that were.

Clearly distinguish between methodology and technology. The essence of GTD is getting any and all things that have your attention out of your head, making clear decisions on them, and putting those decisions into external placeholders that you can review and act from. Everything else is detail.

Whether you supplement your calendar with a tickler file is a detail. Whether you use Outlook or Google Calendar is a detail. Whether you use a PDA or index cards is a detail. Whether you keep your inventory of things to do in your head or outside of your head is of essence.

To quote Bruce Lee for the obligatory martial arts reference: “I hope martial artists are more interested in the root of martial arts and not the different decorative branches, flowers or leaves. It is futile to argue as to which single leaf, which design of branches or which attractive flower you like; when you understand the root, you understand all its blossoming.”

Begin with the end in mind. When you buy a new piece of kit, what are you trying to accomplish with it? What’s the successful outcome? Maybe you’re getting a new smartphone because it takes up less space than a day planner. Maybe you’re getting a Tablet PC because you want a convenient way to read all of your documents in portrait mode.

The key question is: What specific problem are you trying to solve? Don’t let a tool’s features define your problems. Consider your implementation problems, determine if a tool (or lack of one) is actually the impediment, and make the necessary corrections.

Consider the speed of data entry and retrieval. A good tool is one that reduces drag on your system. Don’t expect too much from one tool. A good list manager isn’t necessarily the best medium for rapid collection. I’ve used a Treo (now a Centro) ever since I adopted GTD, but use a low tech notetaker wallet, capturing with pen and paper. I like the Centro for its compactness and desktop integration, but paper for its speed and flexibility. If a gadget or software application isn’t fast and fluid to use after the initial learning curve, dump it and go back to what you were using before until you find something that’s demonstrably superior.