The following are critical to my system but they are not part of the pages I print and keep in my journal:
1. My Home Inbox
I have an inbox a home (and at the office) that is just for stuff that needs to be processed each day and I work really hard to ensure that it does not become a piling system. During my weekly review on a Monday I ensure that my inbox gets to Zero! And boy, it is a good feeling every time!
2. My Filing System
At home, I have my four drawer metal filing cabined with hanging files that I keep up to date. I seldome struggle to find anything as everything has a place from Home to Telephone to Family Members to Tax to Banking (etc). I put items to be filed into my inbox and file them as soon as possible – at least each Monday during my Weekly Review – but usually more often than that. I also schedule two dates a year in my calendar (with reminders) when I work on thinning out the drawers and folders. David Allen suggests that an A-Z approach should be used, but I find my category driven approach works really well.
3. My Capture Device
I keep a really small note book on me all the time – even one next to my bed, one in my bag and one in my car. I jot down anything that pops into my head about anything and that gets transferred to my system each day. This way I am able to maintain a “mind like water” – where my surface is calm and when a rock gets thrown in it gets disturbed but can return to calm quickly. I am no longer worrying about things that I must remember to do – as I know they are in my trusted system and will get dealt with in the right context. This is a CRITICAL part of the GTD system!!!
4. My Journal
I also carry a leather note book around, and I use it to take notes in church, detail a meeting outline that I am leading, record my “daily” devotions (okay, it is a least my goal to do it very day!!!), list things that I need to work on for my website or any other projects. I have a system when I put indicators in the margins to help me know what is a Next Action item, what is a Project, what is a Waiting For item, what is an Agenda item to follow up with someone, what is an Errand items that needs to be purchased or collected on one of my trips, etc.
5. My Car Notebook
I listen to a lot of podcasts in my car as I travel and am often jotting down notes. These go in the A5 notebook and pages are torn out as I type the notes into my computer.
Next time, I will explore the email system that I have developed using the GTD principles.