I've adapted a method that makes use of this concept in an electronic form, i.e the e-in-basket. I've implemented this using mind mapping software. As well as using this e-in-basket for capture and clarifying, I use it to manage interruptions and I also use it to manage routines in a way that is efficient, effective and fun!
Using the e-in-basket to capture and clarify:
I use the e-in-basket as my "collection" point for anything that needs further clarification. I use capture tools on my desktop, in Outlook and with-in my task and project maps to "send" my "stuff" to the in-basket with, I simply process using the first-in-first-out approach. The "magic" in this aspect comes form the integration and simplicity of the integrated mind mapping environment: I can visually see my list of unprocessed stuff; I can "send" them to a project map and at the same time have them "linked" on the appropriate next action list; I can easy file items; and finally for less-than-2-minute items, I can just delete them when done.
Using the e-in-basket to manage interruptions:
A really effective way to "manage" your lists is to use your e-in-basket as a temporary location for the item you are "doing". For example, if I have a twenty minute window and I choose an activity from your @COMPUTER list, since I am physically at my computer, I simply select the item, and "send" item to my e-in-basket. Then I work away on that item. The "magic" in this process it that if I get interruption or complete the task, I just return to my e-in-basket to regain focus or move forward to the next action.
Using the e-in-basket to manage routines:
I adapted the "zero-in" process, the Weekly Review and focus area review to suit my needs. I have built myself mind map templates containing each of the steps with-in these routines. When I come to the point where I need to carryout this routine I simply "toss" this list of tasks onto my e-in-basket.
The "magic" of this method is that because I'm using mind mapping software, I simply delete each task as I complete it. I don't need to record completing each individual step, so a simple delete, removes it from my focus and allows me to move on to the next item (or divert to handle an interruption). Very quickly my list of steps in my routine are all gone and I am clear and ready for an
ything.Having a set of predefined steps for what appears to be very straight-forward activities, may seem over the top, however until these routines become habits, a predefined list is essential to ensuring I spend as little time as possible thinking about how to do it, rather than just doing it.
A SIDE NOTE: This method is can be used as effectively in the physical in-basket context. i.e. you could develop each routine in your word processor and then print a load of them. When you decide you need to execute one of these routines, you simply grab one of these printed sheets and toss it into your physical in-basket.
This "magic" is not restricted to GTD routines. You could use it for all kinds of routines. Some example that come to mind include goals setting, personal performance reviews, weekly administration processing, yearly "spring cleaning".
