During the last few weeks I was (successfully) studying for and writing exams. Unfortunately, this left little time for my daily RSS reading. After the completion of my final exam, I was greeted with an all items count of 1000+. In the past, I would get paralyzed thinking of the massive amount of energy and time needed to get the list back to zero. Today, I simply accept that I’m behind and am able to quickly process my feeds using the following workflow. I use Google Reader, but the steps can be modified to fit other feed readers.

Step 1: Go to all items (keyboard shortcut “GA”).

Step 2: Switch to list view (keyboard shortcut “2″).

Take a deep breath. I subscribe to the motto “no shame, no blame” from the great personal finance book, Your Money or Your Life. Don’t feel guilty for falling behind. Don’t blame yourself for falling behind. Often there are external factors which simply must take priority (my degree or RSS?).

Step 3: Scroll through the post titles (keyboard shortcut “N”). Star any items you want to read in the future (keyboard shortcut “S”).

Do not actually read the items. Similar to the Weekly Review, the goal here is to get you up-to-date not to actually do tasks. This may violate the 2-minute rule of GTD, but you can’t predict which items you can read in less than 2 minutes. This also avoids the black hole of a never-ending link trail.

Step 4: Once you’ve scanned everything, mark all items as read. You can use the keyboard shortcut “Shift+A”.

Indulge in an empty inbox. It’s important that you prioritize the reading of new items (instead of catching up) or your starred list will become your new all items list. The truth is, you probably didn’t miss anything life-changing. The most important items will probably be the content of upcoming weekly link posts or in a physical newspaper.

Step 5: Make catching up on your unread RSS a “Most Important Task (MIT)“.

You don’t have to slay the dragon all at once. Make a MIT to read a small number of your starred items (keyboard shortcut “GS”). I’ve found 3-5 an effective amount that doesn’t require stealing time from other tasks. As you read the items, unstar them. Repeat until you no longer have any starred items.

Before, I would star items that I might want to re-read in the future. However, I’ve found social bookmarking to be much more efficient and I never actually referred to any Google Reader content. I had to unstar a couple thousand items, but I find this RSS workflow is much less stressful.

Remember: “no shame, no blame”.

To read my complete journey to GTD Mastery see the main post.

Step 5 to GTD Mastery is: I have an email program, set up the way I want it.

I use Gmail for all my email management. Entering university this year, I received a school email account. However, I’m able to forward all the messages to my Gmail account, reducing my email inboxes to one.

Recently, Gmail added coloured labels. I use this to highlight any email originating from school.

I use Gina Trapani’s Trusted Trio for managing my email. It consists of 3 categories: Actions, Archive, Hold. However, I’ve modified it slightly. “Archive” is replaced with “Reference.” I found it redundant seeing Gmail’s archive button and an archive label. I’ve also added a “Waiting For” label specifically for any emails I’m waiting on a reply. Each are also given their own coloured label.

In my settings, I’ve setup my main Gmail to let me send using various other accounts

I’ve setup a filter for each of the newsletters I subscribe to that automatically labels them accordingly. This makes future retrieval easier. For example, the thinkArete newsletter filter is shown below:

Lastly, I use the Modified Gmail Macros v2.0 Greasemonkey script which enables you to create custom keyboard shortcuts for various tasks in Gmail.

I’m eager to here from the readers. Any more Gmail enhancements I should know of? How do you manage email?

To read my complete journey to GTD Mastery see the main post.

Step 4 to GTD Mastery is: I have a physical inbox, which I use daily.

On page 92 of Getting Things Done, Allen lists (at least three) paper-holding trays as the first basic processing tool for GTD.

These will serve as your in-basket and out-basket, with one or two others for work-in-progress support papers and/or your “read and review” stack. The most functional trays are the side-facing letter or legal stackable kinds, which have no “lip” on them to keep you from sliding out a single piece of paper.

My physical inbox consists of four, letter-sized, “lipless”, stacking trays.

The top tray is for any new items that need to be processed. When I’ve finished emptying my in-basket for the day, I get to press the red, shiny “easy” button.

The second tray is for items I may need in the near future (e.g. receipts, current reference material).

The third tray is just a stack of lined paper which I use for doing homework and any writing that doesn’t need to be word processed.

The bottom tray is for my read/review which includes books, articles/magazines, and CDs that I want to listen to.

I haven’t grasped the concept of the “out-basket.” I don’t think it’s mentioned anywhere else in the book. If any readers use an out-basket in their system, I’d be interested in what it is and how you use it.

To read my complete journey to GTD Mastery see the main post.

Step 2 to GTD Mastery is: I have a calendar, which is always on hand.

As I wrote about in my current implementation, my calendar is my cell phone (Nokia 2125i). It’s easily pocketable when I’m on the go.

Step 3 to GTD Mastery is: I use my calendar for appointments and day-specific items only.

Check. The main items in my calendar are meetings and daily/weekly tasks. Everything else is dumped into my HipRock.

I’m waiting for the Palm Centro to be released here in Canada (my wish to Santa). I really want to try out gtdfrk’s ListPro GTD implementation. It would be nice to merge my NA’s list and calendar.

To read my complete journey to GTD Mastery see the main post.

Step 1 to GTD Mastery is: I have read Getting Things Done from front to back.

Duff, creator of the GTD Mastery 100, placed this as the first step. I believe that actually reading GTD is essential to attain a complete implementation.

I first read GTD during my high school summer break in 2005. The book created a dramatic shift in the way I thought about and defined working. Today, I can’t remember much of my pre-GTD days. I can’t recall what I did in terms of time management because I didn’t actually have a system. What I can remember was academics being much more of a struggle in my first two years of high school than the following years.

For those first two years, I was a fairly average student. My parents always instilled in me the importance of education so I studied hard, but didn’t study smart. As a result, I would just squeak into a spot on the honour roll. I specifically remember last-minute essays, unproductive group meetings, and a lack of extracurriculars. I was disenchanted with the concept of all work and no play. I dedicated that summer to finding a solution.

It didn’t take long. A quick search on time management brought up Wikipedia’s article on the subject. As I read the article there was a profound statement by David Allen:

You can’t manage time, it just is. So “time management” is a mislabeled problem, which has little chance of being an effective approach. What you really manage is your activity during time, and defining outcomes and physical actions required is the core process required to manage what you do.

It was after picking up GTD that I actually began to enjoy academic life. The predominant result was better grades (much to the pleasure of my parents), but I wasn’t actually studying any harder (they didn’t need to know). In fact, I found myself doing less work. My classmates were still stuck in the cycle and I felt guilty when they would exclaim their frustrations (which I used to echo). I now have big plans for dealing with that guilt, the topic of a future post.

With a self-generated decreasing workload, I put the free time to good use joining the tennis and volleyball teams. I also took on a co-head coach position for both the girls volleyball and softball teams. This was definitely the most rewarding aspect of my high school years. Athletics to this day is a large influence on my life and it was amazing being able to give back to something that has given me so much.

GTD gave me the time to give and that is just as important as a mind like water.

The 50 or so readers of my original blog, ttGTD, know that my original intention for blogging was to document a student’s journey of completing the GTD Mastery 100. This series of posts will do just that.

This will be the anchor post to reference my completion of the steps in 100 other posts.

The Basics

1. I have read Getting Things Done from front to back.

2. I have a calendar, which is always on hand.

3. I use my calendar for appointments and day-specific items only.

4. I have a physical inbox, which I use daily.

5. I have an email program, set up the way I want it.

6. I have voice mail, set up the way I want it.

7. I always have a way to capture ideas and get them out of my head, in all contexts (notepad, laptop, voice recorder, etc.).

8. I have a place or places to keep Next Actions lists, accessible in the right context.

9. I have a Master Projects List.

10. I have listened to GTD on audiobook.

11. I have a list for tracking “Waiting For” items.

12. I have lists for tracking “loaned out stuff” and “stuff I’m borrowing.”

13. I have a folder marked “inbox” on my computer for downloaded files.

14. I have a tickler file or reminder system in place which is fun and fast to use.

15. I have a paper file system which is fun and fast to use, perhaps using an automatic labeler.

16. I only have physical actions on my Next Actions lists—no multi-step projects.

17. I have a weekly review scheduled for each week.

18. I maintain a “Someday/Maybe list,” and regularly review and update this list during daily and weekly reviews.

19. I have dedicated physical office space set up.

20. I have all the office supplies I need (p. 92).

21. I have mobile office space set up, if needed.

22. My computer files are set up for maximum productivity.

23. I attend a weekly productivity group centered around the GTD methods.

24. For the first 6 months of implementing my GTD system, and often thereafter as needed, I keep a GTD journal in which I write a “how’d I do?” update nightly.

25. I review my notes from my GTD journal weekly and monthly to keep myself improving and on track.

Intermediate

26. I have been using the GTD system consistently for 3-6 months.

27. I have read Getting Things Done twice or more.

28. I have listened to GTD on audiobook so much I can impersonate David Allen’s voice with an eerie accuracy.

29. I consistently follow up on “waiting for” items.

30. I consistently follow up on “loaned out stuff” and “stuff I’m borrowing.”

31. I consistently clear out my email inbox to 0 every day by 5pm.

32. I consistently clear out my physical inbox to empty every day by 5pm.

33. I consistently clear out my voice mail every day by 5pm.

34. I consistently clear out my computer folder marked ”inbox“ daily by 5pm.

35. I consistently clear out any other “inboxes” (e.g. voice recorders, notepads, etc. with unsorted “stuff”) every day by 5pm.

36. I always do my weekly review, scheduled for the same time weekly.

37. I have no unsorted papers anywhere besides my physical inbox, project files, and reference files.

38. I have a file cleanout day scheduled in my tickler file or calendar for once or twice a year.

39. I have my other altitudes specified (p. 200), and I update them at least quarterly, with a reminder in my tickler file or calendar.

40. I reconnect with my higher altitudes at least weekly, usually daily in the morning to keep me inspired.

41. My Master Projects List is regularly updated at least weekly.

42. I often do a preview at the start of my day, and a mini-review at the end of my day.

43. I am familiar with the major GTD online tools and their strengths and weaknesses.

44. I have found online and/or paper tools that work best for me and my GTD system which I use every day.

45. When clearing my inboxes, I start at the top and take each item one at a time until it is processed (instead of skipping around to what’s easiest).

46. I am familiar with mind mapping, and either use software or paper to do mind maps when useful.

47. I know the 5 steps of the Natural Planning Model by heart (p. 56), and use it for personal project planning and for facilitating meetings.

48. I know the Threefold Model for Evaluating Daily Work by heart (p. 196), and refer to it often during the course of the day, or do so intuitively.

49. I know the Four-Criteria Model for Choosing Actions in the Moment by heart (p. 192), and actually work that way, or I have found something that works even better.

50. I have experimented with GTDGmail or some other productivity enhancing email software, and found what works best for me.

Advanced

51. I have been using the GTD system for 6 months or more, every day.

52. I am subscribed to GTD Connect and have listened to much of the material there.

53. I have listened to the 43 Folders podcasts with David Allen.

54. I have coached 3 people in successfully implementing GTD into their lives.

55. I’ve read David Allen’s other book Ready for Anything, and several other books on personal productivity.

56. I get into a flow state when working about 1/4 to 1/2 of the time now.

57. I don’t ever carry anything in my head that could be put into my system, and many times during the day I download ideas, next actions, and projects to my lists.

58. I have read Getting Things Done at least twice, and used it so much for reference it is dog-eared and has notes on almost every page.

59. I always return phone calls within 24 hours, usually within 2-12 hours, with none lost or forgotten.

60. I respond to all emails within 24 hours (usually much sooner), and none get lost or forgotten.

61. When I put something into my inbox, I completely trust that it will get done…or I know why it’s not getting done and am comfortable with it.

62. When I commit to doing something for someone, I completely trust that I will do it…or I’ll let them know ahead of time why I can’t complete it.

63. That low-level anxiety I used to feel around my “stuff” and my work is completely gone.

64. My mind is like water, clear and calm, and I never think about anything I don’t want to more than once.

65. My paper filing system is completely up-to-date, always.

66. I am the most organized person of anyone I know, by far (except other GTD-masters!).

67. I never drop the ball on any project or task.

68. I can’t remember the last time something “fell through the cracks” in my system.

69. I get frustrated with people who drop the ball on things, because I honestly can’t understand their perspective anymore.

70. I get regular coaching from someone with at least 4 years experience with GTD.

71. I am familiar with the strengths and weaknesses of the GTD system because I’ve read and studied other productivity systems.

72. My system is automatic and almost never requires discipline or will to follow through.

73. I can clearly see how my daily work connects all the way up and down my altitudes.

74. I am so productive and clear that new creative ideas are bursting forth like never before…and I have a way to capture them and make them real, if I choose to.

75. I can always say no with integrity, because I always know what’s on my plate and what’s important.

Mastery

76. I have been using the GTD system for 12 months or more, very consistently.

77. My system has been squeaky clean for over 6 months.

78. My system has gone through several evolutions, changing tools as needed to improve productivity, adapting to my life appropriately.

79. I have coached over 10 people in successfully implementing GTD into their lives, who have sustained their systems for over 6 months.

80. I easily arrive at all appointments 10 minutes early, well-prepared, with a calm and peaceful mind.

81. I am usually in a flow state when working.

82. I never drink caffeine or eat sugar anymore—my work naturally energizes me.

83. I don’t work with people who let things drop through the cracks anymore, unless I absolutely have to, or unless they are my GTD coaching client.

84. I am known for consistently under-promising and over-delivering on my commitments to others.

85. I exercise regularly according to an intelligent plan that is best for my body and is leading towards ever-improving health, strength, aerobic capacity, flexibility, and overall fitness.

86. I get up at the same time early every morning, right when my alarm goes off, and immediately enter the GTD flow, with relaxed focus.

87. I have a regular spiritual practice, scheduled daily or weekly, which I consistently follow.

88. I have a list of books for personal/spiritual/career development which I consistently burn through, perhaps by scheduling reading time at regular times of the day or week.

89. I regularly try out new productivity tools, but only when there is a real need, not for the sake of “productivity pr0n.”

90. When I commit to something, it’s as good as done, no matter how hard or how many steps it will take.

91. Project planning and mind mapping are as easy and automatic as breathing to me.

92. I’ve delegated or automatized many of my regular errands, to the point where I rarely do errands anymore.

93. I’m surrounded by people who are as productive as me.

94. I have several mentors who are orders of magnitude more productive than me, whom I meet with regularly.

95. My living space is like a zen temple—everything accounted for, everything purposefully and consciously attended to.

96. My office space is meditatively state-changing—people regularly comment on how peaceful they feel when they sit at my desk.

97. I could, if I chose to, make a comfortable living teaching personal productivity—I have people asking me about it constantly, without me saying anything first.

98. I could write my own book on productivity…or maybe I already have.

99. I tend to reach my goals earlier and with greater ease than expected.

100. Work—and life—is ecstasy, bliss, pure joy.

I’m a university freshman this year. One of the biggest transitions has been the responsibility shift of homework. I attended a high school with a strong academic reputation. I believe this was largely due to the emphasis on homework, complete with daily checks. However, in university, there are no teachers scolding you. Non-submitted work is much easier for them to mark.

Fortunately, I found Cal Newport’s post on the GTDCS (GTD for College Students) system. In this system, he designates a project called “Weekly Assignments,” which makes each piece of homework a date-specific action. GTDCS has been critical to surviving the transition, while many of my classmates routinely let homework fall through the cracks. Following is how I’ve implemented this portion of GTDCS using Vitalist.
Read the rest of this entry »

AutoHotkey is a basic scripting/programming language used to automate tasks on your Windows PC. This may sound intimidating to the average user, but it is probably the easiest scripting/programming languages to learn. On a very basic level, you can designate hotkeys to preform actions when that hotkey is pressed, but that just skims the tip of the iceberg. AutoHotkey can be used to send keystrokes, send clicks, hide and unhide windows, show message boxes and more. Just use your imagination and you can do anything that involves any of those functions. Here are a few particularly innovative applications of AutoHotkey:

Remap Capslock to Minimize

Turn that annoying Caps Lock key into a useful minimize key. This is a versatile hack because it isn’t limited to just a minimize key, the possibilities are virtually endless.

A drop down Quake-like Console

Have a permanent console running with the dropdown quake style. I use this daily

AutoHotkey Resources:

Official Documentation
The official documentation from autohotkey.com

Lifehacker Tutorial
The folks at Lifehacker did a nice job putting together this tutorial

AutoHotkey Download Page