Organization for Creative Types Presented by Donovan Bankhead

Getting Things Done Overview 5 Steps: Collect Process Organize Do! Review

Setting Up the Space: Dont start this process until you have these tools. It doesnt have to be fancy, just functional. It could be as simple as: Door, two 2-drawer file cabinets (one at each end), 2 stack- baskets, legal pad and pen Notice you dont even need a chair!

The Gear Get High-Quality Mechanics - don't skimp on file cabinets, pens, etc. Buy right, cry once! Basic Processing Tools: 2 paper-holding trays (in & out) Plain letter-size paper (capturing thoughts, ideas, etc) Pen/pencil Post its paper clips, binder clips, stapler, rubber bands, etc automatic labeler file folders (plain letter size, preferably) calendar wastebasket/recycling bins

Step 1: Collect DO NOT ORGANIZE DURING THIS TIME

Step 1: Collect DO NOT ORGANIZE DURING THIS TIME Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc

Step 1: Collect DO NOT ORGANIZE DURING THIS TIME Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc Data includes: notes written on scrap paper, napkins, etc.

Step 1: Collect DO NOT ORGANIZE DURING THIS TIME Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc Data includes: notes written on scrap paper, napkins, etc. notebooks

Step 1: Collect DO NOT ORGANIZE DURING THIS TIME Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc Data includes: notes written on scrap paper, napkins, etc. notebooks

Step 1: Collect DO NOT ORGANIZE DURING THIS TIME Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc Data includes: notes written on scrap paper, napkins, etc. notebooks calendars containing written notes

Step 1: Collect DO NOT ORGANIZE DURING THIS TIME Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc Data includes: notes written on scrap paper, napkins, etc. notebooks calendars containing written notes flyers about upcoming events

Step 1: Collect DO NOT ORGANIZE DURING THIS TIME Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc Data includes: notes written on scrap paper, napkins, etc. notebooks calendars containing written notes flyers about upcoming events magazines, books, etc

Step 1: Collect DO NOT ORGANIZE DURING THIS TIME Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc Data includes: notes written on scrap paper, napkins, etc. notebooks calendars containing written notes flyers about upcoming events magazines,books Large items (write item on paper, put that in your processing stack)

Step 1: Collect DO NOT ORGANIZE DURING THIS TIME Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc Data includes: notes written on scrap paper, napkins, etc. notebooks calendars containing written notes flyers about upcoming events magazines,books Large items (write item on paper, put that in your processing stack) Your Mind - write these down separately on a piece of paper and add to the stack

Step 2: Process - "is there an action I need to take about this item?

Rules: 1.Process the top item first 2.Process one item at a time 3.Never put anything back into the inbox

Step 2: Process - "is there an action I need to take about this item? Do it if it can be completed in two minutes or less (this includes throwing things away)

Step 2: Process - "is there an action I need to take about this item? Do it if it can be completed in two minutes or less (this includes throwing things away) Delegate it if you are not the right person to do it and it can be delegated to someone else. This is my favorite thing!

Step 2: Process - "is there an action I need to take about this item? Do it if it can be completed in two minutes or less (this includes throwing things away) Delegate it if you are not the right person to do it and it can be delegated to someone else. This is my favorite thing! File it - Reference or File Calendar, or TRASH!

Step 3: ORGANIZE! General Reference Calendar-File System Waste Basket

Organize General Reference - needs to be within arms reach. One Alpha System (A-Z) or (A-E, F-L, etc) Everything is organized by topic, project, or person/company. Don't make it too complicated!!! Keep drawers less than 3/4 full Label File Folders with a labeler - they look better, and will make you feel more organized and professional!

43-folders calendar system It requires using 43 folders, one for each month of the year, and 31 for the days of the month that you are in. The folders are labeled with days of the month (numbered 1-31) or month names (January – December).

When you have a paper-based reminder for something to be done in the next 31 days, it is placed in one of the numbered day folders. When it doesn't need to be addressed for longer than that, it is placed in one of the month folders.

Examples of situations where this is useful: birthday cards to be mailed on a certain day bills to be paid on a certain day maps to places you need to go on a certain day sales or coupons that are good on a certain day

4 th Step: DO!

5 th Step: Review Make sure nothing is misplaced Great time to purge or delegate Should be done monthly and yearly

Putting it all together, my way!

Inbox – stuff goes in here, to be processed Top level is in Bottom level is out

Process from Inbox DO IT if you can complete it in 2-minutes or less

If it takes longer than 2-minutes: Organize to the Calendar-file system, or

General Reference, or

The Trash, or

Delegate it (my favorite!) This goes in the Outbox

Process from Inbox to either the: Calendar-file system General Reference The Trash or Delegate it (my favorite!)

Process from Inbox to either the: Calendar-file system General Reference The Trash or Delegate it (my favorite!)

Process from Inbox to either the: Calendar-file system General Reference The Trash or Delegate it (my favorite!) But dont delegate too much!

For more information, pickup a copy of Getting Things Done by David Allen