If it is actionable, you have three options: The item is potentially useful information that might be needed for something later. No action is needed now, but something might need to be done later. If it is not actionable, there are three possibilities: When you’re processing an item, ask yourself, “What is it?” and, “Is it actionable?” You must have as few capturing buckets as you can get by with.Every open loop must be in your capture system and out of your head.The Three Requirements to Make the Capturing Phase Work “There is no reason to ever have the same thought twice unless you like having that thought.”.“There is usually an inverse relationship between how much something is on your mind and how much it’s getting done.”.“The goal for managing horizontally and vertically is the same: to get things off your mind and get them done.”.Managing thinking, development, and coordination of individual topics and projects. Maintaining coherence across all the activities in which you are involved You need to control commitments, projects, and actions in two ways: Getting things done requires two basic components: We need to transform all the ‘stuff’ we attract and accumulate into a clear inventory of meaningful actions, projects, and usable information.“It’s a waste of time and energy to keep thinking about something that you make no progress on.”.Until your thoughts have been clarified and decisions have been made, and the resulting data has been stored in a system that you absolutely know you will access and think about when you need to, your brain can’t give up the job.“Most often, the reason something is on your mind is that you want it to be different than it currently is, and yet: you haven’t clarified exactly what the intended outcome is you haven’t decided what the very next physical action step is and/or you haven’t put reminders of the outcome and the action required in a system you trust.”.“You must use your mind to get things off your mind.”.“Anything that does not belong where it is, the way it is, is an ‘open loop,’ which will be pulling on your attention if it’s not appropriately managed.”.A basic truism Allen has discovered over decades of coaching and training thousands of people is that most stress people experience comes from inappropriately managed commitments they make or accept.Your mind is for having ideas, not for holding them.Anxiety and guilt don’t come from having too much to do it comes from breaking agreements with yourself. If an action will take less than two minutes, it should be done at the moment it is defined.Mastering your workflow involves capturing what has your attention, clarifying what it means, putting it where it belongs, reviewing it frequently, and engaging with it.Getting things done requires defining what “done” means and what “doing” looks like.You need to transform all the ‘stuff’ you attract and accumulate into a clear inventory of meaningful actions, projects, and usable information.
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