In the previous post I provided a brief introduction and case for GTD. The 2nd post in this series is a short one that dives into the Collection process.
Collect
I prefer taking notes by hand vs typing. Hand note taking has the added benefit of being more obictuitous, is less disruptive in meetings (e.g. pulling out device, noise of typing, folks wondering if you’re really on FaceBook, etc.),
and is more conducive to technical notes. Have you ever tried to capture a basic network diagram in Notepad? Ouch.
I put physical notepads everywhere. In the beginning I sat down and thought of every place where an input (including idea) was likely to manifest. I came up with the following list:
- Home (bed, couch, etc.)
- Office
- Car
- Mobile-Stationary (like in the client’s lobby or at lunch)
- Mobile ( like walking to your next appointment)
This may seem overly detailed, but if you think about it, each of those situations requires specific tools and process to make sure nothing falls through the cracks. If I am out but stationary, I can jot something down. If I’m out but moving, I can’t. Thinking through the administrivia is the mudane, boring part of the system, but I’ve thought about
most of it for you.
To take this to the next level, now consider all the sources of input in these locations:
- Email (Work, Personal, Shared–a family account in my case)
- Conversation (ad hoc)
- Phone call/Voicemail
- Meeting
- Self Generated (Idea!)
I connected the dots (which ones apply to where) and can tell you this is a mess. I will save you the littany and tell you about the capture tools I settled on which address all the permutations.
- Scratch notes – On the run, I write on anything handy, especially my Universal Capture Device (UCD, below)
- Notepads – 1 in my car, next to my bed, by every phone, in every workspace; all have a dedicated pen
- Phone – Entered as new Tasks, more below
- GMail – my personal accounts
- Outlook
- Physical inboxes – 1 at the office and at home
You want to end up with a capture device at any possible place you can get input. The one exception I have is while jogging, but here is a handy visualization trick.
A bit off topic, but if I think of something I need to do but can’t write it down I use a visualization exercise. I think of a picture representing the item. I (mentally) put that item on the table that I’ll see when I get back to the house. For example if I think of needing to setup a meeting with Bill, I’ll imagine him sitting on that table. If then I also remember I need to order a replacement phone charger, I’ll envision Bill sitting there holding the adapter. When I get back and see that table it all comes back and I write it down. Silly, but effective.
Universal Capture Device (UCD)
The idea of always having a notetaking device with me at all times, and without carrying yet another appendage, was very appealing to me. But it was something I struggled with. I went so far as to try Allen’s own NoteTaker Wallet
Here’s a couple pictures if it helps cement the concept:
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I split collection between my wallet and phone. I actually have my phone on me more than my wallet at home. For my Blackberry, I assigned a side hotkey to my Tasks. I hold that button and up comes my task list. Menu->New gets me a blank task. I put my notes or thought into it and it auto-syncs to my work desktop for processing. This will make more sense later. This is even easier with an iPhone so I hear.
Spending some time to get this right for you is deceptively simple and very important. Many times you will be at a social event, a ballgame with the customer, or on the road to an appointment and building a habit around getting things out of your head immediately is critical to lowering your stress and allowing you to focus. The more effective your tools the more apt you will be to stick with it.
To aid in the collection process, I did set up some specific email adaptations that help with volume. I first standardized on a single email platform for personal use (Gmail) and had my other accounts forward or integrate with it. Part of the reason my family settled on Gmail was the integrated calendaring and tasks which further consolidates our tools in use. Just released is multiple account sign-in, which should make this even easier.
Inboxes
Anything will do, just make sure it can hold a lot of stuff including things that aren’t paper. I use this
Next week we’ll take a look at my Process phase.
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