Chapter 4 of "Getting Things Done" by David Allen - Book Summary/Review

This post summarizes chapter 4 called Getting Started: Setting Up the Time, Space, and Tools

From this chapter onwards, we move into the nitty-gritty practical implementation of David Allen's personal productivity system. A lot of the value that people get from his material are good "tricks". Tricks are for the not-so-smart, not-so-conscious part of us. We trick ourselves into doing what we ought to be doing. For example, if I put on exercise gear, I'll start to feel exercising; if I don't, I'm very likely to feel like doing something else. Another example, is putting something e.g. in the front door or on your bag, which you always take with you to work: The smart part of you the night before knows that the not-so-smart part of you first thing in the morning may barely be conscious.

A crucial first step in setting up your productivity system is preparing a workstation with the appropriate space, furniture, and tools. The basics for a work space are just a writing surface and room for an in-basket. If I had to set up an emergency workstation in just a few minutes, I would take a door, put it on top of two/drawer filing cabinets (one at each end), place three stack-baskets on it, and add a legal pad and pen.

There needs to be zero resistance at the less-than-conscious level for us to use the systems we have. Note that good tools don't necessarily have to be expensive. Often, on the low-tech side, the more "executive" something looks, the more dysfunctional it really is. The basic processing tools of a desktop work space are:

• paper-holding trays
• a stack of plain paper
• a pen/pencil
• post-its
• paper clips
• binder/bulldog clips
• a stapler and staples
• scotch tape
• rubber bands
• an automatic labeler or blank sticky labels you can write on
• file folders
• a calendar
• recycling or rubbish bin

You will use plain paper for the initial collection process. Believe it or not, putting one thought on one full-size sheet of paper can have enormous value. Another important part is the calendar. As noted in earlier chapters, the calendar should be used not to hold action lists, but to track the "hard landscape" of things that have to get done on a specific day or a specific time. There are many reminders and some data that the calendar will be used for. However, the calendar will need to be integrated with a much more comprehensive system that will emerge as you apply this method. 

One of the best tricks for enhancing your personal productivity is having organizing tools that you love to use and require as little time as possible during their use. When considering whether to get and use an organizer, and if so, which one keep in mind that all you really need to do is manage lists. You've got to be able to create a list on the run and review it easily and as regularly as you need to. Once you know what to put on the lists, and how to use them, the medium really does not matter. Just go for simplicity, speed, and fun.

Based on: David Allen (2001), Getting Things Done, Penguin Books, p.85-103.