Here are the tools I use to Get Things Done (GTD).
Tasks are assigned to me through various channels:
- Email (Gmail)
- Slack
- Meetings
There are several filters in my Gmail, so that only those that may have a task remain in the inbox. The rest, like newsletters, financial transactions, etc. are automatically moved to other folders.
This means when my inbox is empty, there’s nothing to do here. And having a zero inbox is a therapeutic experience.
When tasks come in from Slack or meetings, they are added to my to-do list (I use TickTick). The list has tagging, so I know who the client is. And there’s a due date.
Once I’ve finished processing new tasks, I review all tasks in Gmail and TickTick. If something is short (less than 15 min) and I have free time, I do it immediately. This removes the “low hanging fruit”.
If something requires more effort, I make sure there is sufficient time between meetings to get it done. I also give priority to things that need a little input from me, but the majority of work is done by someone else.
The only part I’m not good at yet is tracking work assigned to others. When I assign a task to someone, I expect them to answer within a reasonable amount of time.
But I don’t record that I’m waiting for them and need to rely on my memory for follow-ups. It’s not ideal, but it hasn’t bothered me enough to change it yet.
The takeaway
There are many ways to implement the GTD approach. Find one that works for you and refine it over time to be more efficient.