Get Things Started: Simpler Than GTD?
You’ve surely heard the term GTD, aka Getting Things Done, coined by David Allen and spawning many dozens of desktop and web applications, not to mention some popular GTD websites. Some freelancers read or scan them religiously.
Personally, I can’t even get through the principles of GTD, let alone apply them. It seems like a ridiculously complex approach for something that could be so much simpler.
I’m not the first to say it, but I feel that GTD is too structured and too restrictive. For example: six levels of focus?! (Even this one-page short version of GTD seems too complex.) Consider that if you’re not getting something done, it’s probably due to one or more of the following reasons:
- Wanting to over-deliver and give clients a 110% effort and not knowing where to start.
- Feeling restricted from too much structured planning.
- Feeling overwhelmed from lack of any planning.
- Overbooking on client projects.
- Not really wanting to do it.
- Poor health, or personal/family distractions.
Out of these reasons, #6 is something that you’ll have to solve separately, and #4-5 are solved by saying “no”. Reasons #1-3 are the ones to watch for: these probably cause most procrastination because you don’t know how to start. These are resolved by taking a simpler starting approach: GTS.
An Alternative to GTD: GTS?
When I can’t get a project done due to reasons #1-3 above, I apply GTS: Get Things Started. The principle is that if you don’t know where you’re going, you’re not going to get there. GTS is a relatively easy way to kickstart a project. That is, by realizing the source of your procrastination and doing something about it.
What is GTS? Simplicity itself:
- Plan on paper, not on a computer.
There are tactile-cerebral connections that start in your palms. Writing on paper seems to trigger these connections and spark creativity. The creative juices get flowing a lot sooner than if you plan only at the keyboard. (Until affordable electronic paper is ubiquitous, paper will have to do.) - Visualize.
Sketch out a few ideas you’ve had for the project; outline what needs to get done, and break your points down into a set of smaller, more manageable tasks. It’s easy to think you can plan in your head, but paper really makes things concrete in your mind. This means you’re less likely to be overwhelmed. - Brainstorm.
Brainstorming gets a bad rap by people who have either had a bad experience or don’t really understand it, or both. For example, Dean, whose 26 reasons not to use GTD article is already linked above and with whom I agree wholeheartedly on all but his point #21 says, “You should never pay attention to anyone who tells you to brainstorm.” Sorry, but I respectfully and emphatically disagree. If you’ve had to sit through poorly done brainstorming sessions, I sympathize. Take it from someone who knows how to brainstorm and has always had productive sessions: it’s worth the time if you do it right — whether in groups or singly — and it’s not complicated. (I have to agree: it’s narcissistic of Dean to suggest no-one should brainstorm, just because it doesn’t work for him. — Ed.)
- Real brainstorming is about provoking yourself to think about problem-solving approaches, then selecting the one most suitable for the task at hand.
- If you’re group brainstorming, and if everyone is participating, it’s like tapping into a collective stream of consciousness, each throwing out possible solutions. (If you’re a work-at-home freelancer, your only opportunity for group brainstorming might be through the use of web apps such as Twitter, Campfire, or a group IM chat.)
- Proper group brainstorming requires a moderator who knows that their task is not about censoring the rapid stream of ideas, but about enumerating potential solutions — and making sure that everyone has the opportunity to add to the session. The assessment of solutions comes after the brainstorming, when you can objectively filter out unsuitable options.
- Group brainstorming is not a pissing contest. It is about the synergy of sharing problem-solving approaches, which is often a catalyst for solutions that never previously crossed your mind. This is where brainstorming is gold.
- Brainstorming individually is still valuable, though not always as insightful as group brainstorming.
That’s it. Three relatively simple steps. Once you have an outline of the work that needs to be done, and once you’ve brainstormed a few possible solutions, you can select the one that’s most suitable, then get started on your task list. Often, everything else falls into place. It it doesn’t, you might still be unclear on something. You just have to pinpoint it. If you pinpoint it but don’t know how to solve your problum, consult a colleague — or maybe even Twitter your question.
If you use this technique often enough, you’ll get more benefit out of it than if you only use it once in a while. It will become a skill.
Why Use GTS?
Consider that time really is money for a freelancer. The more time you waste procrastinating — or trying to learn the principles of GTD — because you don’t know where to start, the less billable work you’re getting done.
Some freelancers don’t believe in using paper, but long experience with productive and unproductive stages in my life — and with coaching students, colleagues, friends and clients — suggest that it’s a mistaken mindset. Try spending even 5-10 minutes thoroughly planning on paper before you intend to start the actual project work. This allows your mind to start filtering relevant ideas subconsciously. Just see if regular use of this approach does not kick-start your work. Use recycled paper if you feel strongly about environmental issues.
I am always more productive in the weeks where I plan in my notebooks than the weeks when I don’t. I’ve unwittingly tested this theory long-term, over nearly twenty years of mostly freelancing. There’s something about the tactility of planning on paper that triggers creativity and attention to detail. (This might be why Leonardo da Vinci wrote down everything in his notebooks — collected works available free at the Gutenberg Project — even mundane tidbits, as well as insightful sketches for a lot of his grand inventions, and later, his paintings.)
Final Thoughts
Planning on paper and GTS might seem old-school and a waste of time, but look at it this way: if you are not getting a project done and seem stuck, maybe you haven’t got a clear picture yet of where you’re headed? If you’re wasting a lot of time doing nothing, you’re losing income as a freelancer. A few minutes spent on GTS might be the catalyst you need to really get things done.
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Thank you for this! You have described & given a name to the process I have been using for years. I always figured it was just common sense, but the complexity of some of these productivity strategies has shown me otherwise.
Particularly agree with the paper based planning approach. Pen/Pencil on paper is the most direct method for getting ideas from your head out into the world. Again, the complexity of a computer based approach just adds distraction that is not helpful in the early stages of planning. I find that when trying to plan on the computer I end up worrying more about how to present those plans than the actual plans. Which app should I store the info in, what should I call the file, what tags does it needs, etc. all distract from the core problem.
Great article.
Using twitter for brainstorming is a great idea!
Excellent article! I’ve tried three times now to read GTD and I keep putting it aside because it just seems so ridiculously rigid. I’ve read the GTD ‘lite’ websites and so forth, and, again, the rigidity issue irks me. My problems stem primarily from getting started. Once I’m past that, I can get things done. It’s a relief to know that someone other than me puts pen/pencil to paper for planning. I’ve recently taken to brain mapping in my notebooks, which allows me to freely brainstorm and record ideas for later evaluation, rather than waste my time trying to figure out which category an idea or thought should be placed.
I don’t find GTD to be that complex. Works great for me. Might not work great for everyone, though.
Another good article. I total agree with your point planning your projects on paper.
I find that if I jump on the computer before I make any plans on paper. I tend to lose focus and waste value time doing nothing productive when I should be focusing my energy on the project. Therefore not finishing a project when I need too. I hate to admit this happens to me way too often.
Hey, another paper user
Nice post, Raj. You mentioned at the start wanting to give a client 110% and not knowing where to start—I’ve actually sort of “systemized” how I do this, and it’s pretty simple. I complete the job first as it was described—that gets the problem with not knowing where to start out of the way. Value-adding then becomes something you can do when you’re finished, and only if you have the means. You measure what 10% of that job was in terms of hours, words (I’m a writer), or money, and add that much in value. It could be a 10% discount or, if you did 10 articles, chucking in one extra (if it’s fairly easy to write and not time consuming). That said, one should never let the desire to deliver that extra 10% get in the way of other deadlines, but going beyond the call of duty is a great way to build business. My apologies that my comment wasn’t related to the bulk of the article, that sentence just stuck out at me 
I haven’t implemented (or read completely) GTD so far so pretty much can’t comment on it. But paper definitely gets my vote. There is something about writing on paper which gets my analytical and creative skills jump up and start running.
This is great! I agree there seems to be a lot of things to help us get things done and really they often require us to learn and figure out a new system with lots of steps t follow.
Planning on paper or whiteboard!
It much fast then brain mapping and things of that nature on the computer, ideas and be much more free flowing. This was refreshing to hear thinks.
Hi Raj – great article. This is actually the first post ive read from you. It hit home, was just having this discussion with my business partner on how gtd is great – if you can get to it. As obvious as your suggestions are they always seem to elude me when im stuck. Thanks for reinforcing basic project flow.
Who can argue with getting things started?
While there are some good points to GTD, it’s become a cult. Nothing is less productive than a “my way or the highway” time management system. I think GTD is definitely worth a read, but only to pull out the concepts that resonate for you (I particularly like the frequent review and the getting things into a trusted system).
Most of the rest of GTD is like wearing shackles, though, IMO. Take what works for you, ignore the rest, as with anything else.
Good post, Raj.
This is good stuff – pretty much what I do myself, with a combination of Leo’s minimal ZTD.
I agree with Dave, GTD is a good read (or a good listen, I did it that way) – though my own experience as a pretty busy guy is this – it is critical that the system work, and stay out of the way.
So your GTS and Leo’s minZTD is a great way for me to *really* GTD.
Thanks for the words – Brett
I’m a huge fan of sitting down with pen and paper. I’ve got tons of scrap with useless information, but the real gems come from there.
I always seem to brainfart when trying to get fresh ideas into the computer. Getting things done with my hands just always works better.
There seems to be a growing trend to finding simpler ways of practicing GTD.
One of the standard-bearers is ZenHabits.net and Leo’s Zen To Done ebook:
http://zenhabits.net/2007/11/zen-to-done-the-simple-productivity-e-book/
Good post! I’ve been using index cards for years as my primary note-taking/brainstorming tool. It really helps to break your big ideas down into simple, “bite-sized” portions. Very inexpensive and widely available, too.
The danger of any “system” of project management is if you end up working the system and not the project. I found that a few of my projects collapsed completely and had to be substantially reworked because I was more concerned with following Step C than finishing the project the way it needed to be done. Oh, I’ll look at every project management scheme that comes down the pipe, but I’ll only take from them what I think will work. That’s ultimately what has to end up happening for everyone: you decide what works for you and work it.
I brought the GTD manual. At first, I was excited, but as time goes on, I started to see that I have to think… too… much. I went from fairly starting projects to wondering about them. I thought about the 2 minute rule and “alright… now what am I suppose to do now that I got this done?” I had to refer to the book more than once. I thought this was suppose to help me get my creative juices going, not bring it to a halt.
So, I tried to really implement them into my daily life and not think too much about it. But I just couldn’t. Then I stopped trying and go back to a regular “to-do” list. All of a sudden, the gears started turning again.
I think what happened is that when I overthink on a simple problem, that’s when things starts to go downsouth. GTD is good for people when you need to really focus and you just can’t get things started. As for me, I got things started without GTD. Maybe I should read ZTD and GTS more.
Great article and I absolutely 100% agree with you about using paper. I encourage my students to do everything on paper first – you can easily do 5 sketches of ideas in 5 minutes on paper (even if you can’t draw, it doesn’t matter) but how many ideas could you put together in 5 mins in Photoshop, Illustrator and so on?
Raj, I completely agree with you. When I’m completely lacking in ideas, I find that 10 minutes with a pen and paper works wonders. Just the act of starting to jot things down (even if the first few ideas are somewhat less than inspired) seems to get me thinking more creatively.
I’ve never read anything on Getting Things Done. I’ve come across mentions of folder systems and all sorts of complexities … and to me, it just seems like a complex and confusing way to waste time! For me, a single A4 sheet of paper divided into Mon-Sun has always worked well for planning my week.
@supaspoida, @Tosin: That’s what always gets me when planning on a computer: how am I going to present and save the info? Too many distractions. But on paper there’s no issue of presentation or file format, etc. It’s just for me, right now. I can worry about presentation later, if necessary.
@Niki: Twitter and Plurk, both. I’ve been finding them both helpful. Plurk is much more conversational, so if you ask a question, you’re more likely to be answered.
@AC: Great approach. I’ve been using mind/brain mapping for 25 yrs or so and it always helps me out with planning, brainstorming, info managment. The list goes on.
@Richard: Bravo, then
@Joel: Thanks (love your audio articles). Excellent approach re the 110%. I always get caught up in trying to factor that in upfront.
@Avani: Yes, exactly. Paper-based writing gets the creative juices flowing.
@Ron: Yes, whiteboard works too. When I worked “offline”, whiteboard use was great for group brainstorming.
@Phil: thanks! It’s so easy, with all the distractions, to forget even basic workflow. Despite what I’ve written, I have to remind myself a great deal.
@Dave, Brett: Thanks, and certainly. Don’t completely ignore GTD. Read/listen to the principles and decide for yourself.
@Robert: Ah yes, that silent but deadly brainfart. Sneaks up on you, pulverizes productivity.
@Jwo: Thanks for pointing that link out. Leo’s blog is fantastic, and a testament to doing things simply.
@Jennifer: Great to know you’re passing on the “keep it simple” philosophy to your students. (Love your site name: laughing lion design – how thought-provoking!)
@Ali: I like that: just 10 minutes planning on paper can make the difference. If you’re going over 10-20 minutes, then it’s time to take a break.
Of course, everyone has their method(s) that work best for them. I just find that my reasons for procrastination (being a perfectionist or don’t like the project or don’t know what I’m doing) mean that I HAVE to plan on paper and keep it simple.
GTS is the “system” I use to plan my tasks and start my projects. But its just a start. When I finished plannig on paper an got all my tasks including the estimated time to get each done, I use the palm-desktop calender to plan my week. I like it, because you can simply drag the tasks to another day.
What I still need is a simple outliner for windows. I’d like to collect all tasks in one app including subtasks of more than one level and the estimated time for it. Because often there are more tasks than fit on a sheet of paper and I’d like to have an overview over all.
This is still not perfect and I’m still looking for improvements, but it works for me
Thank you for your posts and insight. As someone still adjusting to working from home, I’ve found a lot of value in this site and your articles. Your simple, common sense approach to real life problems has been very helpful for me.
I’ve never heard of GTD before reading this post, but I already use and can definitely relate to your GTS system. Thanks.
GTD is for me too difficult. I use my own system (combination of handy, Moleskine and Excel sheet) and GTS sounds good too.
Getting things started is so much more important than “getting things done.” Why? It’s really easy to analyze, meet, talk about, organize your work and feel like you’re being busy, but it’s pretty pointless if you’re not taking the last step of doing the work.
I think not getting stuff done on time really has to do with procrastination. Over-analyzing the work you have to do is just glorified procrastination. The best route you can take is take on your biggest projects immediately and finish them before you do any lower level tasks. It’s a great strategy and I picked it up from a book by Brian Tracy named “Eat that Frog” I highly recommend it to anyone who has a problem with procrastination.
Hi Raj,
I hope you can invest some time to re-read GTD as it grasps and covers way a lot more than your proposed GTS. The Getting Things Done method was built upon experiences of the author coaching busy people, so it’s been tested and used “in the trenches.” It is more natural, which is why it also looks complex. Nature itself and we human beings are complex.
All of your six points of distraction are covered on the book, even #6. Your explanation of GTS doesn’t give straight answers to any of them, it’s just too generic. Not even David Allen (the author of GTD) imposes using paper, but whatever works for you. You might have read how David says you achieve a “mind like water” following his advice. It is true.
I hope you see giving GTD a second chance as an investment, not as a waste of time. Learning how to use a computer takes a lot of time, and it’s far more complex, but the results you gain from it are worth it.
@jgwong: GTS is definitely NOT a replacement for GTD. I think maybe I might have offered a poor choice of words in suggesting it was a replacment to GTD. GTS is an early step that some of us freelancers miss. But the fact is, I couldn’t even get through intros to GTD – which as I’ve said seems overly complicated to even someone like myself who has always planned, who has project management experience on large projects.
However, now as a home-based freelance professional procrastinator, I find that I can do all sorts of lovely planning and other structured work, but if I don’t apply GTS, I’m not really going to get anything done. On the other hand, there are many people for whom GTD works just fine. For me, what comes after GTS is doing the actual work. Maybe this is wrong, since I haven’t read through all of the GTD principles, but GTD seems more suited to large projects than most of what the average freelancer will be working on. Again maybe I’m wrong, but if you were to apply GTD to small projects, there’d be no time to do the actual work. Yes? No?
THIS IS NICE! I could’t open that GTD book… but just after reading this… seems that your approach is, a cure much more effective…. is that SIMPLE.
Getting things done… its a long journey… its complex at least for me… its FAR FAR AWAY… i liked this post… maybe a lot… because a lot of us… already knew it.
That crazy gtd is getting people crazy… this seems more TRUE… at least i digg it.
Hi Raj,
Thanks for your answer! It seems to me that your perception of GTD is something that takes time to apply, like a set of fixed rules, telling you how to move. It’s more guidelines and common sense cleverly thought out. It’s made to work for your whole life, not just projects, and that’s why it succeeds, because it tackles all of your organizational needs in every level. It’s not something for an specific part of your life, but all of it, because that’s what organization is about.
GTD will work for projects of any size and it’s meant to improve your life, not interrupt it. Again, it’s natural. You can work in flow because you have a setup for catching those “Oh, forgot I had to do this,” and unexpected interruptions. You always know what you can do and what you can’t do in any given moment, place and energy. That’s great! GTD wasn’t made for “business” or “project management” but for organizing a whole person’s life.
My hope is to catch your interest on reading the book again. All in all, the goal is to keep ourselves organized with whatever works for us. Hope this have been useful to you.
I use the action method – simple easy and works great: http://www.actionmethod.com/
Laaaazy. Just do one part of GTD, 2 minute rule. If it can be done in two minutes, DO IT. That means start, call, whatever
There, thats shorter than your gtStarted, that’s half way done.
You can brainstorm till cows crash into your home, but if you don’t samsh your fingers to the keyboard and mouse that photoshop or letter or whatever will never get started.
I say: wait for WHAKATE to take a look at these things. We will soon have a first article on this subject as announced in this post: http://www.whakate.com/readerinformation/upcoming-whats-wrong-with-gtd/
David Allen has already published a book called “Ready for Anything” that covers his perspective and advice on getting things started…
I agree with you on two points. The first is using paper to write things down. I do a lot of writing on my computer, but when I’m stuck, my notebook and a pen along with a quiet place to think can be the best tools for jumpstarting a plan.
The second point is brainstroming. Wheter it is with my mentor or my business partners or board members of my favorite nonprofits, a great deal has been accomplished by brainstroming as long as you stay on task and do not allow personal agendas to become a factor.
I think what Raj has done here is groundbreaking — he has created a time management system fr himself.
I believe that this is is the beginning of a trend of people creating their own, custom systems, using a core set of principles that ensures their system is complete. Then, the argument over whether GTD or Covey or whatever else will essentially be over, or irrelevant.
At my site, I have been working to help people who are interested in designing their own system. I can’t say that my approach is perfect, but I am always looking to hear from users who have “designed their own!”
I follow GTD, read the book and then adapt it to my needs. I’m not a CEO or some busy executive that would benefit following GTD to a tee. So what? GTD is easy to adapt, flexible enough if you are not into some GTD orthodoxy religion.
I wonder how many people have actually read the book and how many are just picking things up from blogs.
I do not consider myself smarter than anybody and I did not find any trouble at understanding the method and then modify it.
Fantastic post! And wonderful to see how many people still understand the amazing results you can get from the simplicity of pen and paper planning. (And I say that as someone who is just besotted with my computer.)
All anyone needs, it seems, is this article and a copy of Toodoodlist — a fantastic ebook that really helped me cut through the getting-organised maze. You’ll find it at http://todoodlist.com/
Ooo… quick PS to my last post: I have no financial connection with Toodoodlist. I’m just a very happy customer!!
Voo2do was a big help for me, but I’m still struggling with the daily distractions at home. It is reassuring to know I’m not alone!
I tried Basecamp, but as it’s just me, it was too much hassle. Voo2do is simply a task list, very little else, but it keeps me going. One step at a time. When I get flustered, I simply go to it and pick something to do. After that I’m rolling until Husband makes me go to bed or eat!
This systems seems smart – I’ll give it a whirl!
I really don’t think GTD is the huge, inflexible beast it is being made out to be. I studied it for a week, applied it to my work and home life and now I get everything done in half the time. It has been a truly life changing experience. “Don’t knock it ’til you try it”
Thank you for your GTS ideas though Raj – I’m sure many will find them useful.
As for the guy who published “26 reasons not to use GTD” – most of his ideas completely miss the point of GTD. I guess he’s just an arse.
I read “Getting Things Done” in March ‘07 as well as “Ready for Anything” a couple of times (a chapter a day is fantastic! They’re very short…). What you’ve described in GTS is included in David Allen’s discussion about “Natural Planning.” Your thoughts on Brainstorming is right on, and use paper, for sure. Here are my notes/description about Natural Planning:
GTD – The 5 Phases of Project Planning – Natural Planning
(From Getting Things Done by David Allen; chapter 3.)
Natural Planning – we do without thinking about it… So apply it to a Project.
1. Define Purpose & Principles – Ask “Why?” (Purpose provides direction…) Ask “How?” (Principles provide boundaries…)
2. Outcome Visioning – Clarify the “Win.” View from past the completion or fulfillment date and envision wild success! Perfection! Capture on paper the features, aspects and qualities that you imagine.
3. Brainstorming – Mind Mapping. Don’t judge or criticize ideas. Go for quantity, not quality. Put analysis and organization in the background.
4. Organizing – Fill in the blanks. Identify the significant pieces. Sort these by components, sequences or priorities.
5. Identifying Next Actions – Make decisions on physical resources. “What’s the next action?”
Lastly, I would say that the criticism on the ‘6 Horizons of Focus’ is unfounded. Of the 6, two of them should be reviewed Annually, one of them Quarterly, one of them Monthly, one Weekly and the last Daily. If you are never going to review your 3 to 5 year goals, even once a year, then okay, disregard the idea. If you do intend to review your goals, responsibilities, projects and tasks – this is a great model with the right kind of pace for actual living… Getting the right Things Started AND accomplished.