The Allen Algorithm: GTD in a Nutshell
In his book and system Getting Things Done (GTD), David Allen prescribes a well-defined process—an algorithm, if you will—for processing the “incompletes” in your life.
The first stage is to capture each incomplete in an inbox of some sort.
The second stage is to clarify each incomplete in your inbox. Clarifying involves answering a series of questions. First, “What is it?” Second, “Is it actionable?”
- If the item is actionable, then you determine the next action. If the action will take less than two minutes, you do it right away. If the action would be better done by someone else, you delegate it. If you’re the right person to do it, and it will take more than two minutes, you defer it. Plus, if performing that action won’t complete the incomplete, you determine the final outcome that would.
- If the item isn’t actionable, then you decide whether it’s something that might become actionable later and so should be incubated, information you might want to look up later and so should be filed as reference, or is simply trash.
Clarifying your inputs in this way will yield five kinds of outputs. The third stage of processing your incompletes is to organize these outputs into appropriate “buckets.”
- Deferred next actions: Reminders of these go on next actions lists, preferably according to the situation in which you would perform the action, or onto your calendar (in the case of time-specific actions, like appointments).
- Delegated next actions: Reminders of these go on a waiting for list.
- Outcomes: Reminders of these go on a projects list.
- Incubating items: Reminders of these go on a someday/maybe list.
- Reference material: This goes into a general reference file or project support files.
The fourth stage is to review your lists and files regularly enough to keep their contents fresh, familiar, and up-to-date.
The fifth is to engage with your next actions lists and calendar as prompts to perform your prescribed next actions and to get things done.
