It’s because of Rules. We had them as School kids, there are Rules at office, then then there are traffic Rules. Rules Rules Rules everywhere. Who needs ‘em, Wouldn’t it be better if we just got rid of them? No, you know that it wouldn’t be. And that’s because, it’s these Rules that are in place to provide us with the freedom to do what we can, within limits.

One of the great things about GTD is that it believes in making and following rules. GTD has a great set of Rules. These rules if one can adopt them as “Commandments” in one’s life that are never to be broken, it would save you from a lot of one of the most stressful and anxiety-ridden activities i.e. Decision-making. Having these rules in place, spares you from thinking through many things each time they crop up. You don’t need to make decisions any more, just follow the rules that have been set.

(Side note: There are many great GTD rules, (expressed as Best-Practices of the 5 Phases of Gaining Control), but in this post, I’ll be discussing the rules which are not strictly GTD Rules by the book. But have nonetheless helped me greatly in simply getting things done.)

photo credit: gideonstrauss
Me and Ali have written a lot about GTD in earlier blog posts. We’ve covered a bit of what GTD is all about, How GTD is made my traveling easier thanks to a Travel Checklist, How a Tickler file is used in GTD and also about a spiritual aspect of GTD. In this post I’ll cover how you can start learning about GTD and then eventually in a phase like manner begin implementing it. You will not know all about GTD by the end, but you can use this post to guide you to the various resources that would cover the basics of GTD enough to get you up and running.

So how does GTD Work?
The whole concept of GTD, revolves around the fact that we are most productive, most efficient, when we are relaxed. Similarly we are least productive, least efficient, when we are stressed. Look back at your life. When were you able to conduct a successful negotiation of a purchase of vegetables, your salary, or the buying of piece of property. Was it when you were frustrated and bothered or was it when you were Mr. Cool. It’s the same for every thing that we attempt to do. We get the most done, when we are calm, relaxed and focussed. Athletes call it ‘the zone’ and time disappears when in the zone. Being relaxed doesn’t being in-attentive, infact you’re super alert, in total control, and simultaneously not-stressed about a single thing. The question is how to get back to that state once you’ve fallen off? Well, that’s where GTD comes in.

photo credit: hawkexpress

Earlier this is what I would go through:
1. Before Packing: Pretty much the whole day I would be thinking: “Oh my God, I’ve still got so much packing to do. When will I do it? I’m still at work. I better leave soon, but there’s still so much to do.”

2. And while I’m packing: “I’ve got to pack clothes and then there’s my toothbrush, and oh-my-God I cannot forget my mobile charger…aargh!”

3. But worst of all after I’m all packed: “hmm I’m know I’m forgetting something, but don’t know what that is.”

These days, packing is so easy when I’ve got to travel. (Ofcourse that’s mostly got to with the fact that I’ve got my sweet wife to help me out). But even then, every time I start packing, all I need to do is pick up my Travel Checklist and then blindly, without a shadow of a thought just start piling stuff into my laptop bag or suitcase as it maybe. Gosh, do you know how relieving that is. Ah, if you could just taste the sweetness of being in the state of no-thought, the mind-like-water. (Thank you David Allen, may the Lord bless your kind soul).

I have found the Tickler file to be an immense stress buster. It’s a brilliant tool when it comes to forgetting about something I need to do someday later and then remembering about it just the day I need to. There are two types of tickler file I maintain. One is a digital one and the other is a paper based one.

My Paper Based Tickler file:
Here’s a picture of the open drawer of my physical Paper based Tickler file. You may click it to see the full-size image.

I’ve set it up using standard Mercury Filing Cabinets, available at Pan Furniture store, with Surya Filing Folders.

To get those nice neat labels I’ve used Brother QL Label Printer or you can also use the DYMO LabelWriter 400, both of which should be available at the well-stocked stationery store. I’ve seen the labelers at the shelves of Staples, here in Bangalore.

I’m probably not making full use of it as I probably can and as David Allen does. What I currently have in my Tickler file is:

Affirmations and other Positive messages: I currently have printed out Affirmations from Susan Jeffers e-book “Why Affirmatins are so powerful“, placed it randomly in my Tickler File.

Which school would be best for my son? Should we invest in that new business venture or use the funds to expand our existing business? Hmm…Should I marry the girl my parents are suggesting or elope with my high-school sweetheart?
When presented with such emotional dilemmas, how do you make the best possible choice. You have not gone through this scenario before. You don’t have complete information on the issue.

Using what you know, is there a way to make a choice so that you are dead-confident? So, then you just march forward on the decision you made, with not even a thought of glancing back. Well, you know what…there is such a way, I’ve been using it all the time. And it’s got a geeky name like, ‘the Natural Planning Model’.

What’s this Natural Planning Model thingy?
It’s the genius creation of David Allen of Getting Things Done (GTD) fame. It’s basically a set of questions that you ask yourself when confused about any matter. The key words here are ‘Any Matter’. The Natural Planning Model can be used for an everyday task like going to a restaraunt or even something as deep as what’s your purpose on this planet.  These questions are so apt and when asked in the right frame of mind they truly provide the solution you’re looking for.

Wouldn’t you like to have a system in your organisation so that:
- if a commitment is given (to submit a report or to complete any task within a given time) it’s achieved within that time?
- if anybody files a note, receipt or printed email it is retrieved within 30 seconds or less from the time you think about it?
- everybody is four times more productive than now but also with significantly less stress than they’re facing currently?
- all get to experience the other tons of benefits, mentioned at the bottom of this post?

Hey, but you are already there. Practicing GTD? Hell, no more practicing…you’re perfect. Papers filed, Project List is upto date, you’re constantly living in this blissful meditative state & experiencing mind-like-water. You’re the man. The GTD stud. But now you would like to get all those around you to experience the benefits of David Allen’s justifiably popular and successful Getting Things Done model. How would you get more people in your office to embrace this system?