GTD’s One Key Secret
Learning February 7th, 2009
Everyone writes about GTD (the Getting Things Done process by David Allen). I haven’t yet aside from my book review of it here . I like to take GTD apart into easier pieces and learn them one at a time instead of looking at developing a whole system. Knowing and using pieces from GTD has certainly helped me to reinforce and strengthen habits to be more effective and productive. There is ONE key piece that I’ve come to realize is not only one of my common practices, but an important point from the GTD process and I hope I can share the value of that here today.
So, Ian Peaty actually triggered this in a comment on Bunny’s Got Blog site about the here and now of things. I really liked that comment, value that same attitude myself and was also then reading through and thinking about another article on the GTD process so I started linking them together.
GTD’s One Key Secret
So, the bottom line is that if there is anything you can do right now in just a few minutes, do it now so you will NEVER have to come back to it again and waste time thinking or reading about it in the same way again.
This is the premise of the GTD filing system for your inbox and minor tasks. What about applying this same principle in others areas of work and life though? I find putting this into context of helping others is just as valuable and much more useful in the eyes of others.
Do You Have a Minute?
We all get this question and it’s often seen as a distraction. Is 2 minutes ever just 2 minutes?  Well it can be, if you think in the principles of GTD for that 2 minute conversation as well. If you are always willing to take a minute and deal with things as they come up, you can quickly become relied on as the “go to guy†and you will always be seen as someone who is willing to help.
However, the goal here is to just take the 2 minutes required to deal with an issue or question right away. Aim to be done with that item in 2 minutes. It might mean scheduling some other time, point someone in a new direction, planning a meeting later to discuss it, or offering a suggestion that might come to mind that that person can still deal with. Don’t be too quick to volunteer yourself if you don’t need to be. Offering a suggestion or other resource is a great way to quickly turn a question or issue back to the person asking and still gives them something new to work on with you having helped quickly.
Making it a Habit
There are two sides of this 2 minute help becoming a habit. On one side, the more people that learn you are able to help them quickly, the more often they will want to come for help. On the other side, the more often you help them, the quicker you enable them to find their own solutions and resources without needing your help. To me, that is the whole value in making it a habit. It is something that gives you a chance to help often and to train others in bits and pieces habits to find resources and solutions themselves. If people learn that you will not take the work on from them, or that you are always expecting them to have their own suggestions and solutions, they will develop their own habits to learn that. You should always try to include questions back at that person to have them thinking about the same kind of solutions or suggestions you might have to offer.
Don’t just give your suggestion, always look to lead others to find their own solutions. This teaches others, helps them to feel they own it and develops habits of their own. It’s these kind of GTD steps when applied in new ways that allows the process to be taken further with habits for achievement.
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Mike King
February 7th, 2009 at 8:45 AM
Hi Mike,
When I read this, I think empowerment. We empower others by getting them involved in the solution – even if we’re only spending 2 minutes with them. I really like this idea – the idea of 2 minutes to come to a resolution. Even if the resolution is that further time is needed – still, we’re getting something done in those 2 minutes.
I’m going to work on implementing this! Thanks Mike!
February 7th, 2009 at 9:33 AM
I’m a big fan of “…leading others to find their own solutions.” I’ve been working with a team of instructional designers to help them become better internal consultants. Instead of giving them the answers they were seeking, I began “coaching” them to come up with responses to clients in their own voice and language. This approach not only increases their competence, but their confidence as well.
February 7th, 2009 at 2:08 PM
Mike
I was going to close this and come back to it tomorrow to post a comment .. but then I read:
“if there is anything you can do right now in just a few minutes, do it now so you will NEVER have to come back to it again and waste time thinking or reading about it in the same way again.”
and there’s no better time to put something into practice than RIGHT NOW.
I’ve not heard of this GTD process before but am grateful for the introduction. I really like the ideas you’ve presented here … deal with things here and now. Finish them. Do them quickly. Love it.
And also thanks for the mention – incredible how this world of blogging is really quite small. I’m thinking of organising a conference and bringing together all the great self development bloggers.
Ian
February 7th, 2009 at 7:33 PM
Hello,
I enjoyed reading the article and the 2 minutes is wort a try….Happy Blogging
February 7th, 2009 at 8:06 PM
@Lance – Yes, I should have used that word here, definitely what it leads to, empowerment… Thanks for that addition here and good luck with applying it in this way, I think it works very well in the long run!
@Tai – coaching people in this way works beautifully because, as you said, it builds confidence and lets them learn to do it in their own way. Thanks for taking the time to add your comment and experience here…
@Ian – Am I ever glad I put that point at the top then about doing it now. I’ll credit Manager-tools for that one. They taught me the value of BLUF (bottom line up front) when you write something. Put your point first so people know what you are getting at, don’t beat around the bush with background info and then try to make you point. I’m surprised you hadn’t heard of GTD before, I guess not “everybody” writes about it then heh! 🙂 Oh and the blog community, isn’t it wonderful how small it is that these connections we have come full circle as often as they do… I truly love that!
@Rainer – thanks for the comment and glad to make that 2 minutes something to go for!
February 8th, 2009 at 2:00 AM
I like the GTD process,I didn’t even know that there was such a strategy and was glad to get to know about the book and its remarkable author.Knowing my own nature I can say that I am able to feel some satisfactionin the evening when everything is well-done.And I try to do all the things which are necessary.Now I understand that I got such a strategy from chidhood and feel deep gratitude to all my teachers and gurus for that.I support Ian’s decision to do thing right now ,not to delay them for tomorrow,and it will become a habit,the habit will turn into one’ nature which makes the life easier and more pleasant.If you see your things are being done you can observe the progress in your life,that means you and the life are going together side by side.And it costs only some minutes a day!
February 8th, 2009 at 6:33 AM
Hi Mike
OK, you succeeded 😉
You have got me to do something I have been putting off (and thinking about) for weeks now.
I must have got involved with blogging before all of the GTD rage, so, although I have seen those three little letters a fair amount, I’ve never known much about them.
Glad I’m going to get some education on it here.
Thank you
Juliet
February 8th, 2009 at 4:23 PM
Wow! Thanks for all the info. I am a new blogger with much to learn. I love the 2 minute idea. I will check this site again.
February 10th, 2009 at 1:09 PM
This helps me out alot! I have been always good about giving the best advice I could, yet people at youth group have dubed me with the “5minute talk time” since I have a dedensy to talk for such a long time. Thank you so much.
Izzy
February 19th, 2009 at 12:27 AM
Great tips.
For implementing GTD you can use this web-based application:
http://www.Gtdagenda.com
You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
A mobile version is available too.
February 20th, 2009 at 6:35 AM
Hi Mike,
My favorite part of GTD is #1 elimination Tim Ferriss style–if you don’t need to do it, drop it, delegate it, or forget it!
#2 is focus–those 2 minute tasks can take 20 minutes if you are interrupted by telephone calls, the television, whining kids, etc…
Thanks for the reciprocal comment on my blog, just subscribed here.
February 21st, 2009 at 7:01 AM
Thanks everyone for the comments on where and how GTD can help in your life, its a great system but hard to implement without small pieces of it show evidence of value, one at a time. Glad to hear this tip will help with that.
@Dan thanks for the link as well.
@Matt, yes, Ferriss takes some of this to the extreme really and is a great motivator to activate some of these tips in your own life! Thanks for stopping by to comment!