The David Allen
Getting Things Done System

As various writers point out, it's not really about time management because we all have the same amount of time. Whereas Stephen R Covey deals with 'effectiveness' and 'self management' in The Seven Habits of Highly Effective People, David Allen talks about 'efficiency' and 'managing your actions'.

If you're assessing where you are in your life and what really matters to do, I'd recommend reading Covey's book. However, when it comes to dealing with your daily emails, paperwork and workflow, the David Allen Getting Things Done system is excellent.

David Allen recommends a highly structured approach and he tells you exactly what to do. His Getting Things Done workflow diagram gives an excellent overview of his system. By the way, this workflow system approach should appeal very much to anyone who likes the thinking of Michael E Gerber in The E-Myth, a best selling book for owners of small businesses.

The Getting Things Done System is based on two key objectives:

• 1 -- Recording all the different things you need to do in a logical way
• 2 -- Making decisions on what your next action needs to be on these various items

One of the main mistakes most people make, says David Allen, is that they fail to decide what the next actions need to be on their various projects. So, for example, people might write 'Bookkeeping' on their 'to do' list. This is too vague. What action is needed? Perhaps 'Decide whether to hire a bookkeeper or do it myself'. So, instead of having a vague to do list, you end up with a list of next actions to build your successful home based business.

This may not sound revolutionary in itself. But this is just part of the overall strategy. David Allen's 'Workflow Diagram' provides a great outline of what you need to do.

To start with you organize your desk and home office area with various filing space and trays. David Allen explains how. Everything has its place. When items arrive - by paper, email or voice - you make a quick decision on whether you can deal with it now. If you can't you trash it or file it away. If you can action it, is it a one-off item or part of a longer term project?

Project items get filed into project folders, whereas one-off items may get actioned right away or deferred or delegated depending on various criteria suggested by Allen.

Many experts talk about the principles of efficient or effective time management but don't really tell you in detail how to deal with all the stuff that hits your desk every day. That's the difference with David Allen. He provides practical step by step instructions on exactly what to do.

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