How to plan your time in the Notion, using GTD

What is GTD

Layfhaker repeatedly published articles on the methodology GTD - Getting Things Done. She came up and described in detail in its book business coach David Allen. Briefly, the basic rules of this system can be described as follows:

1. Capture all the information. Write down all the ideas, objectives and actions. If you have something you can not do right now, make a mark, instead of relying on memory. Everything you write, accumulated in the so-called "Inbox folder".
2. Maintain order. As you fill the folder with the "incoming tasks" its contents need to organize, sort things into categories and create explanations and notes that just do not forget anything.
3. Identify priorities. Each task must have a period of implementation and the degree of importance to you to know what to do first and what can wait.
4. Keep everything at hand. The GTD is no place for the principle of "write it down afterwards." Your to-do lists and notes should always be on your mind: your computer, your smartphone, tablet, and other devices. Thus, if the head comes an interesting idea or you think of some really unlocked, you can just write it down. When a suitable period of execution of some tasks, you have a reminder, thank ubiquitous notification.
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More to read about GDT you can in our guide.

The technique is good for its versatility. Its creator, David Allen, a few old-fashioned: under "Inbox, Tasks" he means a real paper folder. He even printed out the emails and arranged on the sheet set.

But with the same GTD can be successfully used for computer files and folders by using this system in conjunction with any service. For example, using this technique, you can sort the emails in Gmail, to write the task in the "Google Spreadsheets"Or to fully control their lives through Evernote. Finally, under the GTD philosophy enchanted many task managers like the same Wunderlist.

And of course, you can use the technique in such a wonderful and versatile program, as the Notion.

It is a hybrid of «Google Docs», Evernote, Trello and even a dozen different applications. Notion can virtually everything you need for the job. Notes, tables, knowledge base, to do lists, kanban boards, documents - the program has it all. Sin not to use it to organize your affairs in a GTD style.

And Mary Aldrich, business consultant, helping enterprise managers to organize their work, set up its own system for the Notion, based on the GTD. These operating time she shared in his blog.

How to use GTD in Notion

I'm not very well organized. So when I learned about GTD David Allen, my life literally changed. Now it is for me a kind of religion. I gradually built its system, which allows me to still have time, working in the usual pace me.

I am guided by the practice, which is called "Weekly planning." Every Sunday (or Monday) allocate an hour to plan the upcoming week. This habit helps me to solve complex problems by breaking them into smaller and more manageable. Therefore, I no longer have time, less tiring and easier to concentrate on work.

Notion for me - something like games. In fact, to set up the system takes time. But when it is ready, the tasks gets interesting, simple and fast.

Every week, I press the button on the Notion, and in front of me appears ready to clean the table. There is an empty templateWhich you can pick yourself up and use.

Here is a step by step process that I use for scheduling your tasks with the help of Notion.

1. Collect your ideas

Take 10 minutes to enumerate and record in this column all your ideas. They will turn to the tasks that you must perform during the coming week.

1. List all of your projects that have not yet been completed.
2. Check out your tasks in the previous three months, to find among them outstanding.
3. Take a look at your calendar: perhaps there is also something planned.
4. Check your paper notebook, if there is one. Perhaps there also have some ideas that you want to move in the Notion.
5. Remember, if there is still some tasks that you need to do, or the people with whom you need to work.

Gather all of these ideas together and list them in the first column. This is your plan for the next seven days.

2. Assign the appropriate actions

The idea - it's not bad, but no active operations it will remain an idea. Ask yourself, "What should I do to promote this task to an end?"

For example:

• Continue to fill the site content → Write a draft section "About me".
• Create a calendar publishing content → Draw the memory card for the posts and assign a date.
• To make a video blog → Write a script roll.
• Meet Chris → Send him an email with the date and place of the meeting.

Remember, if you need to perform a task to perform more than one action, you need to decide what you will do in the first place.

3. Install urgency

Next, you must determine the urgency of each task. It is necessary to focus on the really important things, instead of just doing a lot of work.

To understand what matters to engage primarily, I sort of ideas in four categories:

• importanttasks - things that bring us closer to achieving the goals.
• urgent tasks - actions that require immediate attention.
• It would not hurt - in that category are sent case, that may not be urgent and not important, but their implementation would make your life easier in the next seven days.
• can wait - these are the tasks that you can move to another week.

4. Determine the concentration level

All of us, as it is sad to admit a limited number of attention, Time and energy. Each task takes a certain percentage of these important resources. Therefore, the vote scheduled task and assign the corresponding number in the fourth column.

For example, write a rough draft for a blog post I have taken away about 20% of the attention. A letter to Chris in three lines in length - only 2%.

5. Assign a priority

This tick marked tasks that have the tag "important" and "urgent." That is, they have to do, no matter what. This is your list of priorities.

When you finish selecting these tasks, add up the percentages from the previous column to see how many resources you will spend on them. If it turned more than 90%, then you have overestimated their strength and bitten off more than you can chew. Transfer of the next week, or overworked and do not have time.

By the way, a useful tip: Notion allows you to filter the contents of the lines of the table - so you can choose the priorities.

6. Plan task

A tick in the next column indicates whether the task is scheduled in your calendar. Decide when you follow it, and create an event.

By the way, if you do not use «Google Calendar," or something like that, take yourself this template Notion. There you can make scheduled tasks for the week.

7. Delegate the task

Yes, you have the same number of hours in a day, how much and Beyonce, but she has a huge team of assistants who do the dirty work for her, so she has time anymore. However, if you also have someone on whose shoulders you can shift some tasks, do it and check the delegated task tick in the appropriate column.

8. Complete task

Well, everything is simple. When you finish your project or perform a task, you mark a tick in her last column.

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A few steps that will help you to become even more organized:

1. View your spending over the past week and plan a budget for the next one.
2. Think about your menu for the week, add products to your shopping list.
3. Timely processing of the folder "Inbox" and sort out everything that had accumulated there over the last seven days.
4. Plan at least one day a week for exercise.

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Remember that GTD - is quite flexible and it can be adapted to fit your needs. Feel free to adjust the Notion templates. For example, my column "Attention" Maria seems like overkill. Enough for me tagging, urgent task or not. You can easily remove it and add their own columns. So, I created a column marked "Work", "Home", "Creativity" and the other to sort tasks by categories. You can do on its own.

Try Notion →