How to GTD with monday.com

Your mind is for creating ideas, not just for holding them...which is why we have monday.com. The GTD workflow could easily be adopted by monday.com in four easy steps and provide you with the best ways to manage your tasks and thoughts. 

This guide will give an overview of what is GTD, how you can use it on the platform and what it means in practice.

Before diving into how to GTD with monday.com, let’s first understand what GTD is.

The GTD (getting things done) method by productivity consultant David Allen, is the process of moving planned tasks and projects out of the mind by recording them externally and then breaking them into actionable work items. This allows for focusing attention on taking actions on tasks, instead of just recalling them. 

Sounds good in theory, does it mean you need two heads now? 

Well no, one head is enough. 😀                                                                                              Let's say you have an idea or a thought that has an unclear outcome or its next action is not defined; this is where the GTD workflow comes in. It consists of five stages to handle any idea or thought: capture, clarify, organize, reflect, and engage.

You may be thinking "So first I can't keep anything in my head and now diagrams? Come on!" 

We had this thought as well and this is where monday.com makes it easy.  

Step 1: "My bucket list" - Where you capture, clarify and organize your tasks and ideas. 

First, place all of your ideas and thoughts in the bucket list board as pulses. Each idea can then be clarified and organized by the questions asked; is it actionable? does it take more than two minutes? is this goal attainable? 

  • Clarify- for every task, ask yourself if it's actionable or not, is it a task or it is just an event I need to go to. 
  • 2 minute rule - will the task take 2 minutes or less to complete? If the answer is yes, then go and do it (call your mom to say hi 😇) but if not, move to the Perspective column. 
  • Perspective -current projects referring to thoughts, tasks, and projects that you need to handle now- today, next week, or even next month. Long-term goals refer to a task or ideas that can be completed in the future (this year, next 2 years, life goal).

As a result, pulses can be moved to one of the four other boards (Projects, Events, Non-actionable, Perspective) and you can use the URL column to create a shortcut to the specific board as you can see below located in the far right column. 

 gtd-1.gif
 
Step 2: "Engage" - or "let's find a board for this pulse" 
After we place the pulse on the "bucket list" and update all the necessary information, it's time to find a place to put this pulse so we will be able to go back to it when needed.  
 
Projects board
Here we will put our "action list" with all the actionable items that we didn't finish. Next organize them by the following; when to do it, priority and in the "GTD" spirit - define what is your next step and the wanted final outcome. 
The updates section
 The updates section is a great place to set the main three milestones for each action: 
  • Project current status 
  • What is my next step 
  • Wanted final outcome 

Another good way to track your improvement is to list them out and check them when moving forward - Checklists  

  
doron2.gif
 
Views center
 Our new "Views center" will enhance every project board by showing all of your tasks in a calendar: 
 
Screen_Shot_2018-07-03_at_7.01.03_PM.pngScreen_Shot_2018-07-03_at_7.00.01_PM.png
 
 
Step 3: "Mind like water" - or "This is what I need to do" 
 
" Imagine throwing a pebble into a still pond. How does the water respond?
The answer is, totally appropriately to the force and mass of the input; then it returns to calm. It doesn't overreact or underreact".
 
And so do you, approach each task with the attention it needs, we only need to gather them to one "pebble". 
 
The Tags column on the project's board will give you the ability to group pulses from all GTD boards by using the tag "GTD" and searching cross-boards with the search everything
 
For example, if you want to know all the tasks between June 28th-July 9th from all of the GTD boards,  search "#GTD" and then "filter by date" to see only June 28th-July 9th.
 
Screen_Shot_2018-07-03_at_6.52.59_PM.png
But what about the non-actionable tasks and events?
 
Excellent question! They can either be kept for reference on the "non-actionable board". 

Screen_Shot_2018-07-03_at_5.22.52_PM.pngYou can also keep your long-term ideas for later on the "long-term goals board", like the idea to open your own coffee shop or travel to Japan. 

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It can also g on the Events board to see upcoming events, you can use the calendar integration to sync to your personal calendar. 
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How to keep it relevant?
 
Stop and review; ask questions and reflect on it.
 
Weekly review 
 Every week, review your "bucket list" and see if all the tasks were categorized and moved to the relevant board. Are all tasks where they are supposed to be? Check your progress by exploring the "projects board". Use the "Deadline mode" to see what you need to complete this week. 
 
Monthly review
 Every month do a monthly review on your short-term projects listed on the project's board and explore the "Long-term goals board" to see if something became relevant. 
 
Congratulations.You are now cool, calm and organized. so when is your next vacation? 🏖 
  

If you have any further questions feel free to reach out to our customer success team at support@monday.com. We are here for you

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