Getting Things Done: Effective work management method

Getting Things Done is one of the effective work management methods, helping the work to be completed on time, bringing many benefits not only to individuals but also to enterprises. So how to implement this method to bring the best results? The content of the article below will provide readers with detailed information, let's follow with Viindoo right here!

>>>> See More: Work management software

What is the Getting Things Done method?

In 2001, Getting Things Done was published with the book of the same name and created by David Allen. This is ways to effectively manage work, and helps the applicant create a detailed, specific work plan in chronological order to optimize results and ensure that the work is always completed on time.

The purpose of Getting Things Done is to:

• All work do not miss;
• All work is completed on time, according to the right priority;
• All activities that need to be completed in the future are planned and have a clear implementation schedule.

This helps relieve stress, avoid fatigue, and use this energy to do other beneficial things. Until now, Allen's method is still pursued by many people and applied in life to solve work effectively.

More specifically, GTD is based on the following principle:

• You don't have to keep all the to-dos in your head and mess around all the time.
• Instead, you can actively take notes on paper/application in a more scientific and effective way
• Finally, you can focus on completing the work/ tasks that are absolutely necessary.

More specifically, the GTD method consists of 5 steps as follows:

• Capture: You need to summarize the to-dos and capture everything by writing it down on paper, in a notebook, or taking notes on the application of your phone or laptop in a unified manner.
• Clarify: To create a to-do list, you need to answer the question “can this task be done?” If ok, get it done quickly. If not, the work can be left behind/skipped.
• Organize: Arranged into 3 groups of work to do: project, time, and context.
• Engage: Carry out actions to solve work and tasks
• Review: Based on the quality and progress of the task, you need to check and adjust the plan. According to David Allen, you should review your weekly plan and short-term monthly goals.

You don't have to keep all the to-dos in mind all the time

Besides, the GTD method will become more effective if you follow the notes:

• “What is the next step you need to take?”: You need to repeat this question at any step of the method. This helps you determine the right direction to complete the task quickly.
• Apply the 2-minute rule: Take action immediately on tasks that can be done in 2 minutes.

>>>> See More: Pomodoro method

How to implement the Getting Things Done method

After finding out “What is "Getting Things Done?” Now, we are providing detailed instructions on how to do this method in the most effective and correct way, stay tuned!

Capture

For the GTD method to work properly, you need to stop thinking only in your head and keep your mind in the most comfortable state. Because the ability to capture information in the brain to a certain extent will not be able to continue to record any more information.

At this point, you need to summarize the things to do and capture everything by writing it down on paper, in a notebook or taking notes on the application of your phone or laptop in a unified manner. You should not write indiscriminately, sometimes on the phone, sometimes in a notebook… Because this can make you confused and miss important things that need to be done.

You need to compile your to-dos and capture everything by taking notes

>>>> Read More: Principle 80 20

Clarify

After you have listed the tasks that need to be done in your head, the next step is to deal with those tasks. You apply the following sequence of consecutive questions:

“What can I do with this?” This is a question for the purpose of job classification do/do not act.

• If YES, the next question is “Can this be done in 2 minutes?”. The purpose is to categorize small, easy-to-do jobs with large tasks that require a lot of concentration.
• • If YES, apply David Allen's way, you should do it right without any further thought. For example, the task is "Respond to emails to colleagues", you should complete it.
  • If NO, you need to check when this deadline is and choose the right time and context to handle them.
• If NO, this job is not urgent and can be completed later.

To come up with a more thorough to-do list, you need to answer the following question: “Do I really need it later?”

• If YES, you need to take notes to proceed with the work.
• If NO, you can delete it so that the task list is shorter and clearer.

Organize

Organizing work in the right place is similar to arranging furniture. You can divide and select work into 3 groups: projects; time; content. For example, you have a group project that needs to be submitted to teacher on Friday (time) and you need to check the progress of the members (context).

Organizing work in the right place is similar to arranging furniture

Engage

The next step is to start completing the tasks that have been noted earlier. Everyone will have a different way of doing things, but you shouldn't spend too much time management or planning. Because at work it is very difficult to achieve a state of 100% concentration.

The next step is to start completing those tasks

Review

If you are fresher tester Getting Things Done or any other task management method, you may have a little difficulty in the steps above. Therefore, you should take the evaluation step. This step helps you to adjust the way you apply the GTD method to suit you best. You can refer to the following questions:

• What task did you not complete in the last week? Why not completed it? Due to external factors or by yourself?
• Has the problem been resolved yet? If yes, what is the solution? Why is it not effective?

You only need to spend about 15 minutes each weekend on the evaluation step. While this may not work right away, try to make it a habit and set a fixed time frame.

Let's do Getting Things Done in Enterprise Management with Viindoo

By harnessing the power of Viindoo and implementing the GTD methodology, you can transform your productivity and achieve more in less time. Follow this comprehensive guide to unlock the full potential of Viindoo for Getting Things Done. Elevate your business efficiency and stay ahead in today's competitive landscape.

Capturing Tasks and Ideas in Viindoo: Streamlining Input

The first step in the GTD method is capturing tasks and ideas. In Viindoo, you can use the Notes app to capture your ideas and tasks. The Notes app allows you to write down your thoughts quickly and easily. You can also add tags to categorize your notes, making it easier to find them later.

You can also create Schedule Activity directly from your notes. To do this, click on the "Schedule Activity" button on the note. This will open the Schedule Activity creation form, where you can set the due date and assignee.

Another way to capture tasks in Viindoo is by using the Kanban view in the Project app. The Kanban view allows you to see all your tasks at once and move them between stages. You can also use filters to sort your tasks by due date, priority, or assignee.

To capture tasks effectively, it's important to establish a routine. Set aside time each day to review your notes and add tasks to your task list. This will ensure that nothing falls through the cracks. 

Getting Things Done - Capturing Tasks and Ideas with Viindoo note

Organizing and Clarifying Tasks in Viindoo: Establishing Clarity

Once you've captured your tasks, the next step is to organize and clarify them. In Viindoo, you can use the Tags feature to categorize your tasks. You can create tags for different projects, clients, or categories.

Use the priority feature to indicate the importance of each task. Assign a high priority to urgent tasks and a low priority to less critical ones. This will help you focus on the tasks that need your attention most.

You can also use the subtasks feature in Viindoo to break down larger tasks into smaller, more manageable ones. This helps you tackle complex projects one step at a time.

It's important to clarify your tasks by adding details to them. Use the description field to provide context and instructions. This will help you understand what needs to be done and how to do it.

Getting Things Done Organizing and Clarifying Tasks in Viindoo

Executing Tasks Effectively with Viindoo: From Plan to Action

Once your tasks are organized and clarified, it's time to execute them. In Viindoo, you can use the gantt view in the Project app to plan your day. The gantt view shows all your tasks and appointments in a daily, weekly, or monthly view.

To start executing your tasks, prioritize them based on their importance and urgency. Use the drag-and-drop feature in the Kanban view to move tasks between stages. As you complete tasks, mark them as done to keep track of your progress.

You can also use the timer feature in Viindoo to track the time spent on each task. This helps you stay focused and avoid distractions.

Getting Things Done - Executing Tasks Effectively with Viindoo

Fine-tuning Your Workflow: Viindoo Review Phase Capabilities​

The GTD method includes a review phase, where you review your tasks and make adjustments as needed. In Viindoo, you can use the Reports feature in the Tasks app to get an overview of your tasks. The Reports feature allows you to see your tasks by assignee, due date, or priority.

Use the Reports feature to identify any bottlenecks or areas where you can improve your workflow. You can also review your completed tasks to see what worked well and what didn't.

Another way to fine-tune your workflow is by using the Viindoo Customizing features Service. At Viindoo, we have a team of designers and solution developers who are technology experts with extensive experience in researching and developing ERP solutions in the Global market, automated robot programming quality control systems, ensuring future compatibility and scalability.

Getting Things Done - Viindoo Review Phase Capabilities​

FAQ

Conclusion

Incorporating the GTD methodology into your workflow can significantly boost productivity and streamline your business processes. Viindoo, with its extensive suite of business management tools, provides the ideal platform to implement GTD principles effectively. From seamless task capture to intuitive organization and efficient execution, Viindoo empowers you to get more done in less time. By following the steps outlined in this guide, you'll unlock the full potential of Viindoo and the GTD methodology, ultimately elevating your business efficiency and staying ahead in today's competitive landscape. Embrace the power of GTD with Viindoo and take your productivity to new heights.

>>>> Other Effective Work Management Methods:

• 5 Principles of effective time management of successful people, do you know?
• Eisenhower time management matrix and how to apply it effectively