1. Projects are defined as outcomes that will require more than one action step to complete and that you can mark off as finished in the next 12 months. 2. Think of your Projects list as a current table of contents of the current outcomes on your plate. 3. Most people have 10-100 current projects, personally and professionally. 4. Current projects have at least one next action, waiting for, or calendar action, in order to be considered current. 5. Projects that have no current next action, waiting for, or calendar action are either no longer projects for you, or should be incubated to Someday/Maybe. 6. Future actions (i.e., actions that are dependent on something else happening first) do not go on the Next Actions lists until you can take action on them. They get stored with project plans. 7. The Projects list and project plans are typically reviewed in your GTD Weekly Review, ensuring each project has at least one current next action, waiting for, or calendar item. 8. It’s fine to have multiple next actions on any given project, as long as they are parallel and not sequential actions (e.g., “Buy stamps” and “Mail invitations” would not both be on Next Actions lists for the “Put on Party for David” project given that you need to buy the stamps before you can mail the invitations). 9. Projects are listed by the outcome you will achieve when you can mark it as done (what will be true?). 10. Effective project names motivate you toward the outcome you wish to achieve, and give you clear direction about what you are trying to accomplish.

Complete the task right away if it takes less than two minutes. If the project allows, look for task delegation opportunities. Put reference items like documents, files, contact information, etc., in the comment section of a specific task. If you need to complete a task in the future, assign a due date. Delete any elements that are irrelevant in a personal or professional context.

Calendar: You need to enter appointments in your calendar. You can start using calendar apps, as these are more efficient than paper-based calendars. Next Actions: The tasks that are not fit for any project should be in the Next Actions list. You can have different context-specific lists like chores, personal, work, phone calls, etc. Projects: You need to organize projects in a separate list based on the contexts. Assign specific deadlines for each task of a project and review the project list daily. Waiting For: If you delegate some project tasks to others, then you should maintain a reminder list for those tasks.

Context: You’ll have different tasks related to work, life, and hobbies. These are known as contexts. You need to create separate to-do lists for each of these contexts. Time Available: If you have about 15 minutes while driving to your destination, you can probably stop at a grocery store to purchase items you listed on your shopping list. Energy Available: Schedule complex tasks for the time when you’re more energetic. Leave the simple tasks for low energy level hours. Priority: You can also identify what to do next depending on the priority of the tasks in a to-do list.

Schedule your weekly review in your calendar. Allow yourself at least an hour, preferably two. Finish all your work before the review starts. Get comfortable. You might want to go somewhere you don’t associate with work. Take 5-10 minutes of quiet time. Meditate, doodle, or just stare at the head – whatever it takes to put a “buffer” between you and your everyday stuff. Have something to write in/on. Make sure you won’t be disturbed. This is your time!

Collect all your loose papers and put them into your inbox for processing. Process your notes to glean any action items, appointments, new projects, etc. Review your previous calendar data to remind you of any ideas, tasks, etc. that you might not have captured at the time. Review your upcoming calendar to see if there are any new actions you need to add to your lists. Empty your head. Write down anything that’s currently on your mind or capturing your attention. Review your project lists to determine each project’s status and if there are any actions you need to take to move each of them forward. Review your next action lists. Bring them up to date by marking off any actions you’ve already completed. Use completed actions as triggers to remind you of any further steps you need to take not that an action is done. Review waiting for lists. Add appropriate follow-ups to your action lists. Check off anything that you’ve already received. Review any relevant checklists. Review your someday/maybe list and decide if there is anything you’re ready to move onto your active projects list. Review your project support files to make sure you haven’t missed any new actions you need to take. Be creative and courageous. This is the hardest and most poorly described part of the process in Allen’s books, which is too bad, since this is where the magic happens. Having cleared your mind of everything you need to do at the moment, take time to dream up new ideas — risky ones, creative ones, etc. Essentially a free-form brainstorming session around the topic of “what could I be doing?”

What do I have to work on the next few days? What deadlines do I have coming up? Are there any new projects I have time to start working on?

What do I have to work on the next few days? What deadlines do I have coming up? Are there any new projects I have time to start working on? What went wrong over the past week? What lessons can I learn from that? What went right over the past week? How can I make sure more of that happens? How well am I keeping up with all my duties and obligations? What is coming up that I need to be prepared for? What kind of help do I need? Is everything I’m doing contributing to my advancement towards my goals? What can I do about the stuff that isn’t? Am I happy with where I’m at? What would I like to change? What are my goals for the next week? Month? 90 days?

What did I get done this week versus what I planned to get done? What unexpectedly arose this week that blocked my productivity? Why was I so efficient this week as compared to the last one?

Collect loose papers and materials — Capture and sort items like receipts and business cards you’ve collected over the week. Get “in” to empty — Process all your notes, emails, texts, and any other “incoming” items. Empty your head — Write down anything that’s taken up mind space recently but hasn’t been captured in your system.

Review “Next Actions” lists — Take inventory of the tasks and reminders you have coming up. Review previous calendar data — Flip through the last 2-3 weeks of calendar items to look for any outstanding items of things that may require follow-up. Review upcoming calendar — Zoom in on the future by looking ahead at your calendar items. Ensure that anything you need to prepare for is captured on your task list. Review “Waiting For” list — Reflect on outstanding items you need from others and make a note of what requires follow-up or impacts your own work. Review “Projects” (and “Larger Outcome”) Lists — Look through any and all project lists to assess their progress and make additional action items to drive initiatives forward.

Review any relevant checklists — Assess any other lists that are relevant to work and life that may need your attention.

Stop reinventing the wheel. I use the same 10-19 Project management structure for every project. I have it committed to memory. (This is how I can find my scope statement in ten seconds.)

Executives need the numbers Saying “everyone who’s important is leaving the company,” (the drama) creates negative contraction and “Beth Smith said she was thinking of another career” (the data) allows a productive direction Good relationships start with curiosity (about what’s true) instead of control (about what should be true) Keeping team spirit going in times of change requires frequent updates of what’s really going on Capturing, tracking, and reviewing all your commitments, projects, and actions transform a sense of overwhelm into an experience of relaxed control Acknowledging that you’re scared

begins to transcend the fear Acceptance (vs. resistance) is the first action of spiritual growth