An Efficient GTD System

Back in the spring I was looking for a way to have an efficient GTD system (GTD is shorthand for the Getting Things Done approach to productivity developed by David Allen) that I could access across all my devices (Desktop, Laptop, iPad, and iPhone).  I investigated several options, experimented with a few, and finally decided that Evernote was the answer.  So at the beginning of the summer I transitioned my GTD system to Evernote.

Setting Up My System

Here’s what I did to set my system up.

1.  I read Michael Hyatt’s posts on Evernote over at michaelhyatt.com.  By the way, if you do not follow Michael Hyatt’s blog, you should.  It is one of the most helpful blogs out there.

2.  I purchased Evernote Essentials.  This is a must read if you are new to Evernote.

3.  I installed Evernote on all my devices.  Evernote Essentials can guide you through the set up process.

4.   I created the five notebooks (CTRL + SHIFT + N) that form the guts of my GTD system.  (I intend to talk more about the intricacies of how I use these notebooks in future posts.  Keep checking back for more information.)

• Action Lists – This is where I keep my next actions by context.  Currently I use the basic GTD contexts: @Calls, @Computer, @Online, @Office, @Home, @Errands, @ Waiting For. I have added one called @MDIV to help me track my Wesley Seminary course work.
• Agendas – This is a series of notes titled with the names of people, teams, boards, and committees that I work with.  This is where I keep ideas, thoughts, and agenda items that I want to be reminded of when I with those people.
• Horizons of Focus – This is where I keep information related to my life purpose, personal vision, goals and objectives, and areas of responsibility.
• Lists – This is where I keep my weekly review checklist, reading queue, Someday/Maybe list, travel checklist, “next time in”, and “might want to” lists.
• Projects – This is where I keep a current list of all the projects I am committed to.

5.  I created a notebook stack and named it GTD.  This makes it easy to view all of the items in my GTD system within Evernote.

This system has worked beautifully.  It has given me a ubiquitous capture tool for recording thoughts, projects, and next actions as they occur, since I am near one of my devices pretty much all the time.  It has also allowed me to work productively in different locations (office, home, traveling, coffee shop, etc.).  And the best part is that Evernote is free, so I am being productive and frugal at the same time.

How Can I Be Helpful to You?

If this post has sparked an interest in GTD or Evernote, please leave me a comment below with your thoughts or questions.  Let me know how can I be helpful to you in setting up your productivity system.