Zen is all or nothing its said and Zen to Done is a simpler and kinder way of doing GTD. Here is a workflow I have built which incorporates ZTD and GTD steps. Its all done in a central tool (namely Outlook 2007) but you could do it in evolution on Linux or other tools as you want.
Workflow 1
Contexts Assignments – I’ve created 4 main contexts for myself. These are @work, @personal, @Waiting For, and @Someday. I create tasks/actions in one of these that are undated in Outlook. No due or start time. This lets me dump all the existing stuff and not worry bout dates or times. Its good consciousness clearing stuff. I found that this workflow worked better than the classic GTD. I’ll reflect more on this at the end of the post though.
Someday and Waiting For Contexts are outside my control at this poing and tasks may remain there for some unknown period of time. I’ve delegated some and am waiting for an action on some.
Accomplishment for Workflow 1 – All tasks are entered and my flow has been placed into a “trusted” system which replicates thanks to our exchange mail server. No additional software needed.
Workflow 2
Rocks – I created four new “Rocks” keyed to @Day, @Week, @Month, @Year. Here is how this works for this workflow. I go through each day in minutes the undated and unmanaged next actions from Workflow 1 above and then classify them into tasks for the day, week, month, year. As I learn more, there is a flow from the larger groups (week, month, year) into the smaller controls. This lets me work on tasks at a daily rate and get them done.
Accomplishment for Workflow 2 – Tasks are ordered based on my needs into undated, daily, weekly, monthly, yearly. This creates buckets and I can step through, add email to tasks, reorder each day or week. I tested the flow this morning with some required project steps. Its a natural flow for me at this workflow level.
Workflow 3
How it integrates – Well the main thing here is how the work flows. There is a natural ebb and flow to my work and life scheduling. As an inveterate project manager, I wanted this system to take the place of MS PRoject, Trac, Redmine. Lets be fair; that’s not to be. Those are the tools I use to manage the projects themselves. For me this integrates easily into sets of undated tasks which grade into dated tasks. I look each day at the daily tasks and classify some at the beginning of each week into weekly tasks. Then I will do the same and tasks will move throughout the workflows.
Why the Classic GTD does not work (for me)
Classic GTD does not work; because it takes to long to prepare and analyze for me. I spent more time in finding a tool than using a tool. Since I am a tool user by trade; I tend to succumb to the fancies and fantasies of habilis life. Not good! Classic GTD would work but I would walk through many paths and cycles to get it done. The change to a Zen to Done type of management means that Outlook 2007 becomes the centerpiece for me and our exchange server manages the entire thing. Its good for me wherever I am.
At this point, I’ve created the containers, contexts, steps and am working on still visualizing the actual workflow, testing it, etc. But the main point here is an “action” point. I’m doing it and not studying it. Part of the issue I found with classic GTD is one spends so much time on tools, analyzing, looking, testing; that lesser time is spent on “doing”. Perhaps my approach should be lessened to “Doing Things”. But I really appreciate the Zen to Done step and ebook. We don’t need abstract complexity and 10 contexts. We need the doing and not the planning.
Summation
The ZTD steps mean a kinder and gentler ordering of life tasks, requirements, and a central tool which my employer graciously provides and I can use on any computer. I don’t need a cloud system, a sync system, a dedicated application. I just use a tool which he so kindly provides me. Now my ZTD approach is multiplied across all my systems with no software to buy. Cool! I could also do the same thing on evolution for work; once I get evolution and exchange happy together. But the main point here is the “doing” and not the “planning”. In some ways, the classic GTD seemed more like for me “Planning to Get Things Done”.
It meant that I spun a lot of cycles attempting and not doing.
Bad boy…
