Practical GTD: Changing Your System Sometimes Means Undermining Productivity

Shift Gears

Came across this thread on the DavidCo discussion forum regarding the making of minor tweaks to your implementation, and it got me thinking a bit about how changes like these can actually hamper my productivity more than help it (in the short term, at least).

As I’ve said before, I’m an analog GTDer, by and large. While I do use “digital” tools occasionally to accomplish small tasks related to my system (emailing reminders, stuff to read online), my “core” system is all paper. I wish I could say that I’m still using the very first combination of tools I started with, but I’m not. My system has undergone several changes, most of them fairly fundamental, since I started. Here’s what I’ve discovered:

  • Any change you make needs to be thought through completely - If you’ve spent any significant amount of time with your current system, chances are you’re pretty comfortable with it over all. The longer you’ve used it, the more it’s probably ingrained in your psyche. It’s worth considering how long it will take you to adjust to the new process.
  • The more drastic the change, the longer it will take to get used to it - I recently picked up a tickler file from Staples in an effort to move away from my previous electronic calendar/reminder solution. It’s proven to be a rather difficult switch, as I haven’t yet developed the habit of looking at it each day before leaving the house! I was very comfortable with Google Calendar, where setting up reminders was a snap. I know that if I stick with the tickler, it will eventually feel just as natural as the last solution, but it’s going to take time.
  • Don’t be afraid to revert - Obviously, changing your system’s components and processes is an exercise in experimentation. You don’t know out of the chute that your new solution will work better than the last (though you’re probably hoping so, otherwise you wouldn’t have considered switching!), so be prepared to admit to yourself that the old system simply worked better. If you have to kiss off the $20 you spent on some new item, be prepared to deal with that, too.

The beauty of GTD is in it’s flexibility. There are literally hundreds of possible combinations of tools and habits that can make up a successful system - it’s all about what works best for you.

While you shouldn’t be afraid to try out new tools, be sure you take into account the time you’ll spend adjusting to them (and give yourself the freedom to admit you were wrong).

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January 30, 2007 | Filed Under GTD, Practical 

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