GTD Workflow Assessment/Tips Checklist

When thinking about the concepts of modern personal productivity methods, I've found the following "tips" format helpful. If you practice GTD, you might think of it as a kind of applied version of Allen's article Ready To Test For Your Belt?

I'd like to share this list with you in hopes that it will be useful, either as a "How am I doing?" list (i.e., Check the statements that apply to the way you work.), or as a way to assess where you might like to take action in your life (i.e., Choose the area(s) that give you the most challenge in getting your work done.) Note that items are grouped by workflow stage.

I'd be very grateful for additions and feedback.

Collect

• “Stuff” enters my life via a small number of collecting points (physical in-basket, email, voice mail, etc.) ____
• I regularly do a mind sweep to empty my head of nagging thoughts that have my attention. ____
• I use my email in-box only for collecting; it does not mix collecting with action or reference. ____
• I empty my collecting points (including paper and email) every 24-48 hours. ____
• I have collecting points set up both at home and work. ____
• Fellow workers and family use my collecting points for notes, memos, etc, instead of leaving in unexpected locations. ____
• I always have a Ubiquitous Capture Tool (notebook, PDA, etc.) nearby to capture things that are on my mind. ____

Process

• I know how to process every type of thing entering my collecting points by asking “What is it?” and “Is it actionable?” ____
• I process stuff from top to bottom, one piece at a time, and I never put it back into “IN.” ____
• I know that processing is not “doing” (Two Minute Rule excepted). ____
• If something does not require action, I know to either trash it, incubate it (Someday/Maybe), or file it for reference. ____
• If something requires action, I know to ask “What's the next action?” ____
• If something requires action, I am able to either do it (if it takes two minutes or less), delegate it (if someone else should do it), or defer it. ____
• I am comfortable moving actionable things into the four key action categories – Projects, Calendar, Next Actions, and Waiting For. ____
• The actions I record are small, simple, and concrete. ____
• I keep my Waiting For list updated with things like orders, delegated work, and refunds. ____
• I file right away, rather than using a “To File” stack. ____

Organize

• I can file or retrieve project and reference materials in 60 seconds or less. ____
• I use an electronic labeler to create file folder headings. ____
• I use a single alphabetical (A-Z) filing system for my reference and project files (organized simply - topic, project, person, or company). ____
• I revamp my filing whenever drawers are more than ¾ full, and yearly to purge outdated material. ____
• I've created support folders in my email system, e.g., @Action and @Waiting For. ____
• I have a master list of every project (i.e., any commitment needing more than one action to finish) in my life. ____
• If a project has support materials, I always create and label a folder for it, even for a single piece of paper. ____
• The only things in my calendar are time-specific actions, day-specific actions, and day-specific information. ____
• My workspace has all the tools and supplies I need, close at hand, including adequate filing within “swivel distance.” ____
• The only “non-stuff” in my workspace is supplies, reference material, decoration, and equipment. Everything else is in my system. ____
• I use a ticker file (or the “calendar/holding” method) to store things for future review/reminding. ____

Review

• I regularly review 100% of my commitments. ____
• Every day I review my calendar (the “hard landscape”), then my action lists, ticker, and waiting for list. ____
• I spend about an hour a day collecting, processing, and organizing my work. ____
• I regularly do a crucial weekly review session, which takes about two hours and clears/updates everything in my system (AKA “care and feeding”), esp. projects, Waiting For, and Someday/Maybe. ____
• My regular reviews allow me to know 100% of my commitments, which helps me to quickly decide yes or no when opportunities appear. ____
• I dynamically adjust my commitments daily/weekly depending on how my workload feels. (When I have room for more, I may make more commitments to myself and others; and vice versa.) ____
• Projects regularly move between my master projects list and my Someday/Maybe folder.
• Every project has at least one related action in the system. ____

Do

• I have adopted a “do it now” approach to stuff entering my life – I decide actions and outcomes when things first enter my life (“shows up”), rather than later (“blows up”). ____
• I'm aware that I can't do a project, only its related actions. ____
• I use only my calendar and next actions lists as reminders, not “piles.” ____
• I ask “What's the next action?” in meetings, when I'm processing, and anytime I care about something happening. ____
• When finished working with project materials I always put them back in their folder, and file the folder, even if I'll be working on it again soon. ____
• I decide what to do based on 1) context (i.e., what's possible to do), 2) time available, 3) energy available, and 4) priority. ____
• Alternatively, I think of either doing predefined work, doing work as it shows up, or defining my work.____
• I work from my reminder system (Projects, Calendar, Next Actions, and Waiting For), rather from a daily to-do list. ____