Getting Things Done (GTD)
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The standards for project, program, and portfolio management sets out specific responsibilities and set of skills required of a project, program, or portfolio manager. All the managers must be able to process a great amount of relevant and irrelevant information about the project, program, or portfolio, while ensuring that complex, dynamic and interconnected activities are executed and organized in an appropriate manner. (XXXX) | The standards for project, program, and portfolio management sets out specific responsibilities and set of skills required of a project, program, or portfolio manager. All the managers must be able to process a great amount of relevant and irrelevant information about the project, program, or portfolio, while ensuring that complex, dynamic and interconnected activities are executed and organized in an appropriate manner. (XXXX) | ||
| − | The practices of Getting Things Done are both relevant for the managers’ work as well as their personal life. The Five Steps of Mastering Workflow offers a systematic approach for the project, program, or portfolio manager to process, store, and review items from the constant information flow in an external memory. In addition, will application of the practices ensure an active management of the interconnected system of activities by forcing the managers to think of the next action and to implement an overview of all delegated actions. Lastly, applying the practices to every commitment in the manager’s life will enable the manager to stay on top of things, empty the mind, and thereby become more productive and creative. <ref | + | The practices of Getting Things Done are both relevant for the managers’ work as well as their personal life. The Five Steps of Mastering Workflow offers a systematic approach for the project, program, or portfolio manager to process, store, and review items from the constant information flow in an external memory. In addition, will application of the practices ensure an active management of the interconnected system of activities by forcing the managers to think of the next action and to implement an overview of all delegated actions. Lastly, applying the practices to every commitment in the manager’s life will enable the manager to stay on top of things, empty the mind, and thereby become more productive and creative. <ref name ="GTD"\> |
== Horizontal focus – Five Steps of Mastering Workflow == | == Horizontal focus – Five Steps of Mastering Workflow == | ||
| − | The Five Steps of Mastering Workflow: capture, clarify, organize, reflect, and engage, are according to Allen already present in the way most people deal with things in their daily work and personal life. In the book “Getting Things Done: the art of stress-free productivity” Allen uses the example of someone expecting guests for dinner and coming home to a mess in the kitchen. The person would identify all the stuff laying around (capture), decide what to keep or what to put in place (clarify), put things away (organize), compare the recipe’s ingredients with what is on the shelves (reflect), and lastly get started cooking or go to the grocery store (engage). | + | The Five Steps of Mastering Workflow: capture, clarify, organize, reflect, and engage, are according to Allen already present in the way most people deal with things in their daily work and personal life. In the book “Getting Things Done: the art of stress-free productivity” Allen uses the example of someone expecting guests for dinner and coming home to a mess in the kitchen. The person would identify all the stuff laying around (capture), decide what to keep or what to put in place (clarify), put things away (organize), compare the recipe’s ingredients with what is on the shelves (reflect), and lastly get started cooking or go to the grocery store (engage). |
As shown with the example above the steps are rather simple and part of most people’s current workflow, but to receive the benefits of ‘mind like water’ the Five Steps of Mastering Workflow must be implemented in a structured and consistent manner as suggested by the methodology.<ref name = "GTD"/> Each step in the workflow has its own best practices and tools and must be conducted separately, and afterwards linked and integrated into the other steps. Each step of the workflow will be described below as if the reader is the user and illustrated in the Five Steps of Mastering Workflow diagram. | As shown with the example above the steps are rather simple and part of most people’s current workflow, but to receive the benefits of ‘mind like water’ the Five Steps of Mastering Workflow must be implemented in a structured and consistent manner as suggested by the methodology.<ref name = "GTD"/> Each step in the workflow has its own best practices and tools and must be conducted separately, and afterwards linked and integrated into the other steps. Each step of the workflow will be described below as if the reader is the user and illustrated in the Five Steps of Mastering Workflow diagram. | ||
Revision as of 13:49, 19 February 2021
Getting Things Done (GTD) is an integrated life-management system developed by David Allen in the late 1900’s and early 2000’s and first published in the book Getting Things Done – the art of stress-free productivity in 2001. The system incorporates a horizontal focus for processing, organizing and reviewing everything that requires attention through a Five steps for mastering workflow, and a vertical focus for project planning through the Five Phases of Project Planning. Implementing and practicing the Getting Things Done methodology should result in the practitioners becoming more productive and creative by using an external memory and by obtaining a complete overview of current commitments and projects.[1]
The vertical focus of Getting Things Done will briefly be described, but the emphasis in this article will be placed on the horizontal focus going in depth with the practices as well as describe its limitations.
The described practices is based on the second and newest edition of David Allen’s Getting Things Done – the art of stress-free productivity published in 2015.
Why use Getting Things Done?
The principle behind the practices of Getting Things Done is that the work and personal life of people are constantly changing and involves an information overload that no system can describe or coordinate. To cope with the complexity, Getting Things Done implements a full methodology for the users to manage current commitments while registering and organizing new opportunities or other items that requires attention in an external memory.[1]
The practices of Getting Things Done are structured in a horizontal focus for every aspect of work and personal life and a vertical focus for narrowing down a single project. The horizontal focus is implemented through the Five Steps of Mastering Workflow: (1) to capture every item that has attention, (2) to clarify what the item means and what the next actions should be, (3) to organize the next actions in an external memory, (4) to reflect on the items in the external memory, and lastly (5) to make decision about what items to engage with.[1]
The vertical focus should assist the user in getting a project under control, finding a solution, or ensuring that the right actions are planned. The vertical focus is implemented using the Natural planning model and the Five Phases of Project Planning: (1) defining the purpose and principles, (2) outcome visioning, (3) brainstorming, (4) organizing, and (5) defining next actions. The focal point of this article will be the horizontal focus.[1]
The promise – mind like water
Allen argues for the need of an external memory since “the mind is for having ideas not holding them”. (XXXXX) Thus, if someone is able to empty their mind from everything that requires attention, according to Getting Things Done, they should become more creative, productive, and confident in that everything they are doing at any time is exactly what they should be doing at that time. Therefore, by implementing the practices of Getting Things Done it should be possible to gain a mind like water: “Water is what it is, and does what it does. It can overwhelm, but it’s not overwhelmed. It can be still, but is not impatient. It can be forced to change course, but it is not frustrated”.
The relevance for project, portfolio, and program managers
The standards for project, program, and portfolio management sets out specific responsibilities and set of skills required of a project, program, or portfolio manager. All the managers must be able to process a great amount of relevant and irrelevant information about the project, program, or portfolio, while ensuring that complex, dynamic and interconnected activities are executed and organized in an appropriate manner. (XXXX)
The practices of Getting Things Done are both relevant for the managers’ work as well as their personal life. The Five Steps of Mastering Workflow offers a systematic approach for the project, program, or portfolio manager to process, store, and review items from the constant information flow in an external memory. In addition, will application of the practices ensure an active management of the interconnected system of activities by forcing the managers to think of the next action and to implement an overview of all delegated actions. Lastly, applying the practices to every commitment in the manager’s life will enable the manager to stay on top of things, empty the mind, and thereby become more productive and creative. Cite error: Closing </ref> missing for <ref> tag
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