Organization for Creative Types Presented by Donovan Bankhead

Getting Things Done Overview 5 Steps: Collect Process Organize Do! Review

Setting Up the Space: Don’t start this process until you have these tools. It doesn’t have to be fancy, just functional. It could be as simple as: Door, two 2 -drawer file cabinets (one at each end), 2 stackbaskets, legal pad and pen Notice you don’t even need a chair!

The Gear Get High-Quality Mechanics - don't skimp on file cabinets, pens, etc. Buy right, cry once! Basic Processing Tools: • 2 paper-holding trays (in & out) • Plain letter-size paper (capturing thoughts, ideas, etc) • Pen/pencil • Post its • paper clips, binder clips, stapler, rubber bands, etc • automatic labeler • file folders (plain letter size, preferably) • calendar • wastebasket/recycling bins

Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME

Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc

Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc.

Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks

Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email

Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email • calendars containing written notes

Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email • calendars containing written notes • flyers about upcoming events

Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email • calendars containing written notes • flyers about upcoming events • magazines, books, etc

Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email • calendars containing written notes • flyers about upcoming events • magazines, books • Large items (write item on paper, put that in your processing stack)

Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email • calendars containing written notes • flyers about upcoming events • magazines, books • Large items (write item on paper, put that in your processing stack) • Your Mind - write these down separately on a piece of paper and add to the stack

Step 2: Process - "is there an action I need to take about this item? “

Step 2: Process - "is there an action I need to take about this item? “ Rules: 1. Process the top item first 2. Process one item at a time 3. Never put anything back into the inbox

Step 2: Process - "is there an action I need to take about this item? “ • Do it if it can be completed in two minutes or less (this includes throwing things away)

Step 2: Process - "is there an action I need to take about this item? “ • Do it if it can be completed in two minutes or less (this includes throwing things away) • Delegate it if you are not the right person to do it and it can be delegated to someone else. This is my favorite thing!

Step 2: Process - "is there an action I need to take about this item? “ • Do it if it can be completed in two minutes or less (this includes throwing things away) • Delegate it if you are not the right person to do it and it can be delegated to someone else. This is my favorite thing! • File it - Reference or File Calendar, or TRASH!

Step 3: ORGANIZE! • General Reference • Calendar-File System • Waste Basket

Organize General Reference - needs to be within arms reach. • One Alpha System (A-Z) or (A-E, F-L, etc) • Everything is organized by topic, project, or person/company. Don't make it too complicated!!! • Keep drawers less than 3/4 full • Label File Folders with a labeler - they look better, and will make you feel more organized and professional!

43 -folders calendar system • It requires using 43 folders, one for each month of the year, and 31 for the days of the month that you are in. • The folders are labeled with days of the month (numbered 1 -31) or month names (January – December).

When you have a paper-based reminder for something to be done in the next 31 days, it is placed in one of the numbered day folders. When it doesn't need to be addressed for longer than that, it is placed in one of the month folders.

Examples of situations where this is useful: • birthday cards to be mailed on a certain day • bills to be paid on a certain day • maps to places you need to go on a certain day • sales or coupons that are good on a certain day