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Having been tagged by gtdfrk at the Getting Things Done blog, I will now attempt to describe my GTD practice as it currently exists. This post is riddled with hypertext links, because it is more productive than copy-and-paste-ing so many of the topics that I have already covered. Keep in mind that my system is in a state-of-flux right now, as I am working through a beta-test of a new Calendar/Organizer system (see first pic, below). The majority of the basic elements of my system are in place, which can be described in detail. For starters, my “home base” is my In-box and Tickler file. I have a Tickler at home and one at work, which I carry back-and-forth occasionally.

(Click here for the Flickr Photostream)

Beta-test Calendar/Organizer

The beta-test was completed, and I am now using the Organizer on a daily basis. Here is a pic of the new design:

First of all, @Home, the In-box/Tickler File combination is the foundation of the GTD system, everything else is built upon that base. Next in importance, the Weekly Review is your best tool for managing these information centers. The thing to remember is that the information needs to keep flowing into and out of the Tickler. I suppose that is why it’s called Workflow, hmm. Anyway, most of the papers and notes that go into the In-box, and then to the Tickler File are date-specific but do not physically go into my organizer, (which I refuse to stuff with notes and memos). This Tickler File set-up is a full-on 48 folder system (12 months + 31 days this month + 5 days next month). My wife generally gets the mail when she gets home from work, takes what she needs, and puts the rest into the In-box. When I get home from work (later than she does), I zip through the In-box:

1. Tickle the bills for the date of the next Weekly Review,
2. Toss the junk,
3. Do what may need to get addressed immediately, and
4. Defer the rest to an appropriate time (usually WR day again).

It is a very simple system with high trust and few “moving parts” to keep lubricated. Once the mail and other material has been captured, there comes a time to retrieve it. Each morning, while the coffee is brewing, I will:

1. Check the contents of “today’s” folder,
2. Sync with my paper calendar,
3. Sync with the G-cal that my wife and I share,
4. Define the tasks for the early morning Work Period (while my wife is still sleeping!),
5. Define my Most Important Tasks for the rest of the day, and
6. Get to work.

This “Work” usually consists of writing blog posts, doing research, or reading for upcoming book reviews. For this I utilize the notes in my Capture Notebook, or Project Details pages in my organizer. I have found the 48 folders that I use at home to be invaluable. There is a complete description of my GTD hardware here, and my method for the Weekly Review here (including downloads of Review Checklists).

Here is a pic of my workflow diagram:

Once I arrive at the meatspace job I have a second Tickler (based on a 3-ring binder), where I have much less to Tickle (and a CRM that I must use).

This binder is set up with tabs labeled for each month and two sets of “1-31 tabs” for this month and next month. Since I do not have very much paper that needs to get Tickled I just write down on a custom sheet (or punch and insert) whatever might need to be Tickled. Most if my customer-related activities go into the CRM or Outlook and I get an automatic reminder when they are due.

When I am away from my cubicle, I carry a Circa-fied hPDA for jotting down notes, customer information, etc. I smurfed the cards recently, as the binder clip was just too inconvenient. That clip made the hPDA so difficult to use that I just stopped using it.

It sat in my pocket until I began to question why I even carried it. But I still needed to take notes, and those little Circa discs came to the rescue.

Here is a pic of the new hPDA that I carry at work:

Likewise I created a Circa-fied “68 Worksheets” notebook for my Weekly, Monthly, and Quarterly Review checklists. I had a hard time going into the files for a blank sheet, or having to print one because I had run out. Now they are all in one place, collated, punched, and ready to be archived at the end of the year. These worksheets are also letter-sized to accomodate my need to spread out and take lots of notes. I have gone ahead and created a PDF version of my “68 Worksheets” into a DIY version and I am  offering them for sale.

Now, the bad news. Parts of this system are still in development, as I have only been “doing” GTD since January. I have put a great deal of thought into creating this system, in order for it to be able to run on its own, without actually thinking about it. I have been through quite a few “Planner Systems” over the past few years, but the pre-printed calendar formats are not designed for effective information retrieval. They are merely designed for creating lists, lists that are crippled by a lack of context. Additionally, there was no real Workflow Process, no way of tagging/sorting information. I needed a better way, so I am building my own (inspired by what David Seah has done with the Printable CEO series and what the crew over at D*I*Y*Planner is doing).

I have also overcome this little difficulty, and now use these tools for tagging and tracking:

GTD is working out to be the best for me for the following reasons:

• Because of its platform flexibility,
• The Workflow process of Collect, Process, Organize, Review and Do,
• The Context concept.

These features of this particular system create a synergy that allows me to set real goals for the future and accomplish projects that have been languishing in piles and files. The Contexts and Workflow process are very helpful in maintaining my routines and keeping my ADD in check. I have discarded my pre-printed diary for the DIY pages because they just did not fit into the system. It was easy to put information in, but not easy to get information out. I simply cannot use a digital PDA for the same reason, that and I need S - P - A - C - E.

So there you have it folks, my Killer GTD System. In conclusion I would like to thank Leo (Zen Habits), Ellesse (Goal Setting College), and Mike (The Daily Saint) for their assistance and inspiration. I would like to thank gtdfrk for including my humble blog in the Ultimate GTD Index, and finally I will tag Agent Sully and Rob, two of my new associates here at HD BizBlog.

Jennifer at Lifemuncher has a Killer Getting Things Done setup too!

Jeroen Sangers has a post - in English and Spanish! The meme transcends.

New: 7Breaths goes all-digital!

More New: Brett weighs in with his “bada**” system at Cranking Widgets.

More New: the Killer Setup at Gearfire .

Leave a comment, your thoughts are always appreciated.

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