Master Getting Things Done the David Allen Way with Evernote

1. GTD and Evernote: A Powerful Productivity Duo

"Getting Things Done (GTD) + Evernote = Ultimate Productivity"

Synergistic combination. GTD, developed by David Allen, is a comprehensive productivity system designed to help you capture, organize, and act on all your tasks and commitments. Evernote, a versatile digital note-taking app, provides the perfect platform to implement GTD principles. Together, they create a powerful synergy that allows you to:

• Capture ideas and tasks quickly from any device
• Organize information into customizable notebooks and tags
• Access your entire system from anywhere, anytime
• Easily search and retrieve information when needed

By combining GTD's methodical approach with Evernote's digital flexibility, you can create a streamlined, efficient system that helps you stay on top of your commitments and reduces mental clutter.

2. Setting Up Your Digital Workspace in Evernote

"The experience of having your priorities, responsibilities, and tasks organized in this way is extremely liberating, and after you implement and begin to trust the system, you'll feel a weight lifting from you."

Essential notebooks. To implement GTD in Evernote, start by creating these key notebooks:

• Inbox: For capturing all incoming items
• Next Actions: For tasks you can act on immediately
• Projects: For multi-step outcomes you're committed to achieving
• Someday/Maybe: For ideas and potential future projects
• Reference: For storing useful information

Tag structure. Complement your notebooks with a robust tagging system:

• Context tags: @home, @work, @phone, @computer
• Time tags: 1-Now, 2-Next, 3-Soon, 4-Later, 5-Someday
• Project tags: Active, Inactive

By setting up this structure, you create a flexible system that allows for quick capture and easy retrieval of information, two key components of an effective GTD implementation.

3. The GTD Workflow: Capture, Clarify, Organize, Reflect, Engage

"Allen comes back to 'next actions' over and over in his book—understanding what the next step is in processing an item is crucial for moving along through the system efficiently."

Five-step process. The GTD workflow consists of five distinct stages:

1. Capture: Collect everything that has your attention
2. Clarify: Process what it means and what to do about it
3. Organize: Put it where it belongs
4. Reflect: Review regularly
5. Engage: Simply do

Implementation in Evernote:

• Use the Evernote mobile app to capture ideas on the go
• Process your Inbox regularly, deciding on next actions for each item
• Move clarified items to appropriate notebooks and tag them accordingly
• Set up recurring reminders for daily and weekly reviews
• Use the "Next Actions" notebook to guide your daily work

By following this workflow consistently, you ensure that nothing falls through the cracks and that you're always clear on what needs to be done next.

4. Mastering the Art of Inbox Processing

"While it'd be great to get your e-mail inbox completely cleared out in the first day, I know that's not always an option. So just start with 50 or 100 on the first day (I know it sounds like a lot, but once you get into the flow, it'll fly by)."

Two-minute rule. When processing your inbox, follow David Allen's two-minute rule: If an action can be completed in two minutes or less, do it immediately. For everything else:

• Create a new note in the appropriate Evernote notebook
• Add relevant tags (context, time, project)
• Set a reminder if necessary

Batch processing. Set aside dedicated time for inbox processing:

• Aim for daily processing of your Evernote inbox
• Process email in batches, 2-3 times per day
• Use Evernote's Web Clipper to quickly save relevant emails and web content

By mastering inbox processing, you'll keep your system current and your mind clear, allowing you to focus on what's truly important.

5. Leveraging Tags and Notebooks for Effective Organization

"Tags are like labels on your notebooks. If stacks are cabinets, and notebooks are drawers in those cabinets, then tags are the individual file folders."

Flexible organization. Evernote's combination of notebooks and tags provides a powerful, flexible organizational system:

• Notebooks: Use for broad categories (Projects, Reference, etc.)
• Tags: Use for cross-cutting themes, contexts, and statuses

Tag hierarchy. Create a hierarchical tag structure for easy navigation:

• .What (for types of actions or information)
• .When (for time-based tags like 1-Now, 2-Next, etc.)
• .Where (for location-based contexts like @home, @work)
• .Who (for people-related tasks or information)

By effectively using both notebooks and tags, you create a system that's both structured and flexible, allowing you to quickly find and act on the information you need.

6. The Power of Regular Reviews: Daily and Weekly

"Every Monday, it's a very good idea to review outstanding items for the week ahead. Set aside at least 30 minutes to do this; I know that seems like a lot, and that you always have a lot to do on Monday morning, but trust me—it'll make the entire week more efficient."

Weekly review. Conduct a comprehensive review every week:

• Review your calendar for the upcoming week
• Process any remaining items in your inbox
• Review all project lists and update next actions
• Review "Someday/Maybe" list for potential activation

Daily review. Start each day with a quick review:

• Check your calendar for time-sensitive commitments
• Review your "Next Actions" list
• Identify 2-3 key priorities for the day

Regular reviews ensure that your system remains current and trustworthy, allowing you to maintain focus and make informed decisions about where to direct your energy.

7. Advanced Evernote Features to Supercharge Your GTD System

"One of my favorite parts about Evernote is that while it's primarily a simple note editor and organizer, it also packs some great advanced functionality."

Web Clipper. Use Evernote's Web Clipper to quickly capture online content:

• Save articles, images, and web pages directly to your Evernote notebooks
• Automatically tag and categorize clipped content

Reminders. Leverage Evernote's reminder feature:

• Set date-based reminders for time-sensitive tasks
• Use reminders for regular review prompts

Note linking. Create connections between related notes:

• Link project notes to relevant reference materials
• Connect meeting notes to action items

By utilizing these advanced features, you can create a more interconnected, dynamic GTD system that adapts to your needs and helps you stay on top of your commitments more effectively.

Last updated: October 2, 2024