Getting Things Done with Google Sheets | Mike Sturm | Skillshare

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Getting Things Done with Google Sheets

teacher avatar Mike Sturm, Productivity and Self-Improvement Writer

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

12 Lessons (1h 22m)
    • 1. Overview

    • 2. Introduction

    • 3. Google Sheets

    • 4. Core Values and Inbox Tabs

    • 5. Workflow

    • 6. Projects

    • 7. Next Actions Tab

    • 8. Waiting For and Agendas

    • 9. Incubator

    • 10. Taking a Project from Inbox to Completed

    • 11. Weekly Review

    • 12. Wrap up

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About This Class

  • Being organized and being productive go hand in hand. Finding the right tool to organize your work can be crucial, but it can also be daunting. Luckily, I have crafted a spreadsheet to help you organize and manage your work using the GTD (Getting Things Done) framework. The app is free, cross-platform, and almost infinitely agile for all styles and preferences.
  • This class will teach you how to make a spreadsheet that will serve as your GTD tool. It will be the piece of software where your GTD system resides. You’ll learn how to build a system in Google Sheets to track your projects, actions, and outcomes. You’ll also learn some best practices for keeping things organized outside of the spreadsheet (like documents, notes, emails, and other material).
  • This class is for anyone who is interested in being better organized and more productive. The skills learned here are applicable for both professional and personal endeavors. A knowledge of David Allen’s Getting Things Done systems will be helpful, but is not necessary.
  • I will be using Google Sheets, and providing a link to template you can use. It works best if you have your own Google account, but you can download the sheet as an .xls file (or other type of spreadsheet file type), and use most of the same formulas and methods.
  • You will need minimal experience with and knowledge of spreadsheet programs. I have done most of the formula-related heavy lifting for you.

Meet Your Teacher

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Mike Sturm

Productivity and Self-Improvement Writer


I write and teach about productivity, thinking, and self-improvement. I regularly publish writing on those topics for various publications, including Better Humans, Personal Growth, The Coffeelicious, and others. I also publish a weekly newsletter--Woolgathering--designed to help you think like no one else. My approach to productivity and personal growth is informed by my background in philosophy--which I taught at the college level for 5 years. I live right up on the border between Illinois and Wisconsin with my relentlessly encouraging wife and two increasingly clever children.

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1. Overview: Hi, I'm Mike Stern and welcome to G T. D with Google Sheets. The objective of this course is to give you the tools and the knowledge to run a G T D implementation using Google sheets. That's right. The simple, Cloud based spreadsheet program is powerful enough, but also simple enough to run a really great implementation of David Allen's famous productivity system. Getting things done now assumed in this course are two things. A basic familiarity with spreadsheets and a familiarity with the ins and outs of the G T D system. I'll be giving a slight overview of Bull, but I'll assume enough familiarity that I'll gloss over a lot of the details and explanations so that we can get right into the meat and potatoes of the program. That program has four parts. The first part is an introduction to using Google sheets and what makes a spreadsheet so powerful for getting things done. The second part is an introduction to the tabs. There are tabs for each part of the getting things done, nomenclature and system, and will be introducing how each of those work and what you put in each tab. The third part is running you through an implementation of the project, from soup to nuts, taking it from a idea in your in box all the way to a completed project. The fourth part is a sample weekly review. Walking you through the steps to help you stay engaged with this productivity system. Because no matter how good a productivity system is, no matter how fancy tool is, you're gonna end up failing if you don't stay engaged with the stuff he stay engaged by having habits in the weekly review is one of those huge habits. The tool will dictate how you do the weekly review, but whether or not you do it is up to you. So we'll be talking about how you use the Google sheet to engage with your stuff in the appropriate and most efficient way so that you can stay engaged with what matters to you and stay productive. 2. Introduction: the bulk of this course is going to consist of screen casts will be spending a lot of time inside the Google Sheets program. However, before we dive into that stuff, I want to go over a few higher level things that are involved with this course. Number one is HGTV or getting things done. I'm assuming of basic knowledge on your part of getting things done and how to run that kind of system. But in case you've forgotten a few things, the basis of getting things done is a view of your personal productivity as reliant upon two things, actions and projects. There's 1/3 category, which is everything else or reference material, etcetera. We're not gonna be dealing with that stuff except for in a very tangential way, we're going to be dealing primarily with projects and action items. Now is you know a project is any outcome that you're committed to or want to be committed to you. That involves two or more action steps and takes about a year or less to complete the key point here. You don't do projects. What you do is actions. Actions are exactly what they sound like. They're physical things where you're doing something you're taking action, your Clickety clacking the keyboard you're picking up the phone and calling. I don't think phones look like this anymore. Uh, you're writing something down on paper, your mailing stuff, those air physical actions. The idea of getting things done is to separate things into projects and then make those projects a bunch of different actions. You do the actions, the project gets done, and that's it. We're gonna be running you through that as you do it in Google Sheets. Now, why is Google Sheets such a good program that I had to make a whole course about it? In my experience, there's been a lot of personal productivity APs that promise the moon. Or at least we think that they're going to deliver the moon, even if no one promised it. And that could be dangerous. No one tool is going to help you become a productivity superstar. But if there is a productivity tool that is simple enough, an agile enough but also powerful enough to arrange all the stuff of your life projects, actions and other things in such a way that it keeps you engaged and stops you from kind of rattling your brain to understand how it works and where things go. That is the system to use. For me. That was Google Sheets, and I've got enough feedback from people that lets me know that other people feel the same way, too. Why is a spreadsheet so powerful? I think the answer lies in its simplicity and its agility. A spreadsheet is so simple it is an array of data. It is a bunch of cells that are connected to one another by being positioned in rows and columns. It's very easy to input pieces of data into cells. Change the data, make the data reliant upon other pieces of data and other cells link them, unlinked them filter, sort. You can do all sorts of things. And most of us, at least in the business world, have been using spreadsheets for decades. Even me, who got a master's degree in something so craziest philosophy where I never used a spreadsheet in college. I've been using spreadsheets now for over 10 years. The idea of spreadsheets is sound, and it's something most of us are familiar with. All I did was take that and use it as a springboard to help launch a productivity system that even someone's so impatient and attention starved as me could understand. Why Google Sheets. Well, you could use Excel if you want, or library, office or open office or numbers. Whatever you want to do. I chose Google Sheets because I found it to be pretty powerful. It does a lot of things that Excel does really well and has caught up with Excel in its development. It's also crops cross platform in a way that Excel really isn't yet. In neither of the others. I use three different devices. I've got ah, Mac book Air at home. I've got a Windows machine at my day job and I've got my iPhone running IOS. I can use the Google Sheets application and all of those, and it's a relatively uniform experience. So with that knowledge, I always know that when I put something into Google sheet in my G TV system, it's going to be fine. For the most part, I've never had a problem with it, but nothing's ever going to be perfect. So Google Sheets has that going for it. As a kind of aside, the last thing about my particular system using Google sheets is that I came up with a little trick or a hack or whatever you wanna call it. Called the hashtag P system. Hashtag P system allows you to link up things in a very powerful way within Google sheets, but also outside of it. If you run you're HGTV System in Google Sheets, you're going to need some sort of external repository for reference stuff. Even if you didn't run it in Google Sheets, you probably would need one of those anyway, keeping your reference stuff in the same places. All your tasks and actions can get pretty missing messy, even if it's the same digital space and you might not see it all the time. So the hashtag P system is going to allow you to label every project with the unique identify or starting with hashtag P, and then keep your reference material in your external application or external location. But retrieve it very easily because most likely you'll be engaged enough with your system to remember off the top of your head. What the hashtag p identify her of your project is that happened to me within the first couple weeks of implementing this system, and I'm pretty sure it's gonna happen for you to It's a really great feeling when someone asks you about some specific project and you know exactly where to look. Because, you know, off the top here had Oh, yeah, that's hashtag p 1 27 I know that project well, that kind of control, that kind of ease and comfort and ability to recall is the kind of thing that really helps bolster your confidence and make you even more productive. The return on the investment of your time to learn this stuff is gonna be so worth it. Or at least that's my humble opinion. So without further ado, let's dive in. So download the template, open it up and let's go. 3. Google Sheets: as I laid out in the introduction. There are many reasons why using a spreadsheet for implementing a G T D system makes a lot more sense than using other programs that might have been made with it specifically in mind or just made specifically for task management. So what we're gonna do now is go over one spreadsheet program that I find particularly useful. That's the basis for this whole course, and that's Google Sheets. Now most of you have probably used Excel, and if you haven't, you've probably used a similar program like Open Office There spreadsheet program or Libre offices spreadsheet program. They're very similar, and Google Sheets is also very similar. But there are some key differences that I want to go over here, which also service advantages, at least for the kind of template that I've built. So without further ado, let's go and get the template. It is available at linked in the course documents here. But I also go to my personal website where this is hanging out and has been for a little while. Mike's term dot net. You go to the menu on the left and go to the G T d GS link. He scroll down after a little my introductory material, and there's a click here to save your own copy link. You click on that, and it will take you to a link to, ah, template that I've created that you can save your own copy of. So what you want to do first is Quicken file. Make a copy and then simply name it. Whatever you want to name it, choose the folder that you want to save it in and hit. OK, not going to show you any of the particulars of my sheet yet that's in the lessons to come . But what I do want to show you are a couple of things that are different than Excel and other programs. So one thing that's different that you'll use quite a bit where at least I do is a note. As you look at some cells, you notice some of them have little blue triangles in the upper right hand corner. They might actually black. It's hard to tell because they're so small you hover over them and you'll see that there's a note that pops up, and it's essentially a little box with text in there, and it's actually very easy to create and very easy to modify. You'll see you click in there and you'll get a scroll bar. This actually allows you to put in returns so enter doesn't actually enter and take you out of the note. It allows you to go to the next line and create line breaks, and you can create all sorts of notes here. There's really no limit to what you can do and what I would recommend using these four. I use them for all sorts of things. As you can see here, I use them for creating a log of things that have happened. I use them as well. Way to just keep some information that I think is vital. Now, why would you want to use notes instead of stay typing a bunch of stuff in here in the cell ? Well, if you type a lot of stuff in the cell, it tends to take up a lot of space in part of the reason why spreadsheets, I think work really well for a G T D system is it allows you to see just the small one line representations of all of your projects, and I only have one project on here now, but you will have and I have on my own sheet many, many projects. So the fewer lines that they take up in the least amount of space to take up the better. So that's notes. You can use notes on any cell. And like I said, I recommend doing that to create a note. You just right click on the cell and go to insert note. And then it says, type here and you're being typing stuff and then you don't click. Enter cause entry will just return. Rather, you just click somewhere else. And there you see a note. If you want to delete the note, you just highlight all the text and deleted another thing that's similar to notes that I use from time to time, but less so now than when I first began. Or comments comments are created the same way as notes you right, click and then go to insert comment. I think that the purpose of a comment is to allow you to put in things like a note or comment, and then to allow other people to then create a kind of mini conversation with you. So if I were to say this project sucks and then hit, enter it, really sex comment. Now what I can do then is I can go ahead and create a reply by just clicking in it and saying, No way. Now, right now, it's just me having a conversation with myself. But if you shared this sheet with other people and allowed them to comment, that's something that would help these comments become more relevant. Ah, and then, if someone told you that you need to do something like, Hey, look into this thing in the hit reply and then if you go back and you actually look into the thing, then you can delete. And then if this whole thing is a big string of things that you need to take care of, you can hit resolve, and then it resolves it, and it will actually keep a log in the comments of things that were resolved. And you can reopen so comments can be used for pretty complex things. I recommend starting simple, and if you really find a use for comments that nothing else can take care of, then go ahead and do that right now, though, start with notes and then try like hell to make sure notes are the only thing you're using on. Not to make things too complicated. That's all about comments. The last thing that I want to talk about in terms of something that is different and were useful for Google Sheets is it's very easy to use cross platform, which was actually a big reason why I chose to use that as my project management system. So right now I'm using it on My Mac is you could probably tell from the background and other things that I have. I'm using Google Chrome. That would be what I recommend is a browser, but it works in other ones, like safari, even Internet Explorer. If you're still using that, you can also go and ah, just Google search for Google Sheets on Google play that gets you to an android app, which you can use on any of the android phones or mobile devices like tablets that you have . Same thing holds true for any devices running IOS. I have an iPhone, and I use that when I'm traveling, especially to excess my Google sheets it works pretty well. You can do all the other things that we were just doing. Notes, comments, things like that allows you to do formulas. It's pretty agile. So you just go to the iTunes store. You can download it or on your IOS device. You go to the APP store and just search for Google sheets, and you should be able to download it so long as you have a Google account. If you don't, then a lot of this course probably isn't gonna be relevant. So just sign up for a Google account. So those are the main differences between Google Sheets and Excel and similar programs. Um, it's very, very much similar to any other kind of spreadsheet program you're using. The difference is mainly being notes and comments and then the use of it. Cross platform. Uh, if you are trying to do something in Google Sheets that you're not sure of how you would be able to do it. But you know how to do in excel goto help and just search the menu. Or you could go to sheets help. There's usually a way to find out what you want to do if you don't know how to do in Google sheets, so that's lesson number one, and I hope you have found that helpful. 4. Core Values and Inbox Tabs: Okay, so in this lesson, we're going to begin going over the individual tabs in the G T D sheet. 1st 2 tabs that we're gonna lump into this lesson are the core value stab and the inbox tab . Before we do that, I want to just give a brief overview of the instructions sheet. So this sheet is something you can go back, Teoh. I recommend keeping it after you've made your copy of the G t D sheet. Um, but this just gives you an overview of the different tabs and the different things that you want to keep track of. So on the left hand side here gives you the tab name. If you change any of the tab names, I would recommend changing the name here. But for the sake of just keeping everything uniform trying to change the names the middle be here is a description of what's in there in the sea. Here you've got the cells with important notes to read. So in the last listen, we talked about notes being identified in a cell by the in the upper right hand corner. There's a little blue or dark blue triangle when you see one of those in the cell already. That means I've put a note for you to read so listed in the column. See here I've got the different cells on each of these tabs that have important notes for you to read eso in the 1st 2 In this lesson, we're not gonna have any. But as we get into projects, next actions waiting for an agendas. Well, see, there are some notes that you want to read and keep. You can delete him if you like, but for now, they're gonna be important to teach you about how to use the sheet. So without further ado, we'll go into the core value sheet. This sheet can look like whatever you want it to look like. In fact, as soon as you look over mine, I would instruct you to go ahead and delete everything on there and just make of it. What you want, you can go is wild and crazy as you like. For me, it was just taking the things that I've kind of always aspired to from a spiritual standpoint. Ah, this would be mostly Buddhist related stuff. So I have the noble eightfold path here. And then I have the five remembrances, the four noble truths, three phone foundational truths, Um, and then the five precepts. I also have it the very top, something that I would recommend no matter what your spiritual tradition is you put in. And that is three values or three principles or traits that I like to focus on each year. So for the past couple years, I've been putting down three traits as the year turns over that I want to focus on in that year. And so I'm recording this in 2017. By the time you're viewing it, it will be 2018 and I have new principles. But for 2017 the three principles were simplicity, patients and compassion. And what I would do every morning is before I even looked at my emails and things like that , I would open up the G T D template sheet or my own version of it. And look at my core values. Start with the three principles for this year. Just reflect a little bit on how I'm doing in terms of embodying those and then moving down to these things. Don't make it something that's gonna take you to longer read. There were times when this was much longer and I had to shorten it because it just proved too much to you. First thing in the morning s Oh, go ahead and make it as long as you need it to be just in order to be something that you're gonna look at every day to guide your your mental states. The in box tab is really just going to be the dumping ground for anything that comes to your mind each day. I don't want to get too much into David Allen's getting things done in his methodology because that's his game and he has a whole team working on it. Ah, and has a lot of great stuff to say. But he puts a huge focus on and certain why Getting things off your mind the less you have on your mind at any given time, nagging at it and taking away your attention and your focus, the better off you are. So this tab here is basically just a place to dump ideas as they come to you. So say you're in a meeting with Mark and Mark says, you know, I'd really like to get together at some point in Q four and talk about the budget for next year. He just put Mark wants to talk budget for next year at Q four Film. No format. Nothing like that. I would recommend keeping this exact format right here, just allowed to be a place where you can freeform dump stuff in. In fact, the first thing you'll probably want to do before you even get started with projects and next actions and all that stuff is do what David Allen calls a brain dump, which is just sitting down and thinking for even five minutes about what it is you have on your mind. And sometimes that's, Ah, a little bit trickier than you think, because there's a lot of stuff that's on your mind nagging at your attention and stealing away your focus and your presence. But you don't really know what it is, so I would recommend just sitting down and letting your mind wander. It will turn up things that you feel you have to do. We want to do at some point. If you still can't think of anything. I've got a couple of prompts and I'll write him down as we go along here. So ah, think of each person close to you. Do you owe them anything? Do they expect anything of you? Take a mental walk around your house, room to room for projects. Just doing that activity should get you thinking about things and should turn up some projects again. Don't identify them as projects yet just start writing stuff down. So as I'm doing it, I'm thinking Clean out closet with shoes and I'm thinking who clean out junk tour. That's another good one. And I'm thinking, Ah, organized pots and pans And then I'm thinking, Where are those gift certificates that we used to have in a bag hanging from the refrigerator? I haven't seen them there, so I'm gonna look for those. But those are the types of things you want to put on your in box again. They're not for doing anything at that time. It's just a place with very little resistance for you to just jot stuff down. Now here's the catch. You need to review this regularly and then turn them into projects or next. Actions were waiting fours or whatever, so we'll get to that in the next lesson, but these things should regularly put on be put onto the projects page next actions waiting for agendas or incubator pages. So hopefully this gets you started and gets you excited about using the next tabs. 5. Workflow: So now that we've looked at G T d Google Sheets template, we can start getting into how you really use it. What goes in what tab? What you put their how you work with it, what to do with stuff once it's there, etcetera, there is a diagram that I've drawn up. That in my mind should be the way that you approach working with sheet and it goes something like this. You start with things that are on your mind, as we saw in the last lesson, anything that pops in their try to put in the inbox. Once it's there, you ask yourself, What is this? And feel like me? By the end of each day, you'll have a list of 5 to 10 things that are in there that are anything from things that might be important for you to know someday or next. Actions of an existing project, random actions that don't have any project or actual projects. So once you're doing that decision making, you'll run through this workflow. Ah, you ask yourself, What is it? Well, if you're not really sure if it's a project, it's not something you're doing right now. You go to the incubator and you review that weekly. That's part of your weekly review, which is something we'll go over in a future lesson if it's not actionable. But it seems worth keeping like it's something that be good to know. We're good to think about it. Some point, ah, reference system. You can use any external reference system you like. I like to use workflow we because it's good to outline and help you think about things. But you can also use Evernote. Google keep ah, reminders and stuff like that on your IOS device. Whatever works for you, if it's something that is going to take more than one action to get done, and there's an outcome that you would like to commit to are already committed to, that is a project. So following this workflow, you're gonna put it in your projects tab. You'll assign a number, p identify and add descriptions, and then you'll identify at least one next action, which goes in your next action tab. Now the next action tab. There's a couple different kinds of actions. There's the actions that you can do now, which will keep their but then there's actions that you can't do anything with because you're depending on someone else. Toe. Either get something done or to give you some more information. So in the former case, if you can't do it until someone else does something or advises than it's in the waiting for and you monitor that during your weekly review, if it's something you can't act on until you get some info or you just want to run something by someone before you act, then it goes in your agendas. For people that you meet regularly with you keep in one column their name and the other column what you're asking about and then hook it up to a project i D. Which is the number that identifies it on your project. She once elections air done, or you've decided that you're going to kill the project or abandon it. Then it goes into completed projects tab. So we'll be doing over the next couple lessons. I was talking about each of these tabs, but refer back to this as your running through your own sample projects, actions and other things like that to help you understand where everything's going to go in each of the tabs of your Google sheet template 6. Projects : Okay, Now we're gonna take some stuff from your inbox and do something with it. Put it through the workflow and get it where it needs to be in the Google sheet so you can do what you need to do with it. So we've got a list that we got from the last lesson and let's just run through it and start doing some things with it. Ideally, what you're gonna want to do is get each of these out of there. But since there's so many of them and I want to make this lesson pretty quick, I'll just go next, each one and put in the tab that you're gonna put them in in the second column here. And then we're gonna take the one that's a project. Put that in the project tab and run it through the workflow. So read email from Dan. Consider what to do. That seems like an action. We put that in the next action tab salami sandwich. Not sure what that is. Maybe that's a project. Maybe it's an action. Maybe I don't need to do anything with it so you can do action. Or you could just say you know what? That's not important anymore. It's not on my mind anymore. Mark wants to talk budget for next year. Q four Maybe this is in the incubator because you're just going to kind of wait, you review it. Make sure that he did or didn't talk to you. Maybe at some point there's a next action there to follow up with them. Clean out closet with shoes. Ah, there's a project. It seems like it's got more than one action step, and it seems like it's an outcome that I want. So without further ado, let's make that into a project. The easiest thing to do is to just command see your control, see? Go to your projects and scroll over to the right and you'll see the next project number is P four. So you put in P four now notice when I put that in. This changes to P five. That's the power of that one cell K one, that's why. Haven't note there. I wouldn't recommend changing it because this will look for all your different project ideas that you've got going on various tabs and whatever state they're in, and then show you what the next P number is, then you put in a basic project description. Well, the copy paste a work here because that's a pretty easy and accurate description of what this project is. Next is the objective. Now for cleaning out your closet, you may not have to go in depth and thinking about it, but you might think about it. What do you want your closet toe look like? Once you're done with this project, that's what you want to put in there. And this does two things. One. It makes it more appealing to you to get this project done, especially something like this. You're gonna want to have something that keeps reminding you of how appealing it is. Ah, and the other thing is, it's gonna help you really clearly define what the action steps are. So I'll put here, end up with a closet free of clutter, clean and with well organized shoes. Something like that. Then you can put in a target date or not, just depends on what you want to do. I'll say I want to have this done by the end of January. The status you don't necessarily need to use. I put in something like if I've got to do something with it right now, I'm going to say, uh, you can put in act to say you've got to do something with it Now for this G column you'll notice that I have a formula in here and I've put a note. This is basically a place where it shows what you've got related to this project on your various tabs. What is doing is looking for anything that has this identifying number in your next actions tab, which is where you'll find right here. You're waiting for a tab or your agendas tab, so I'll drag this down and it shows 000 the priority you put A, B, C or D. You can use anything you want to to define. That wouldn't use anything more than four designators. 1234 a. B C. D. Because in my mind I go back to the Eisenhower matrix. Things that are one are urgent and important things that are too are not urgent but important things that are, ah, three or see whatever your designator is, those are ah, urgent but not important. And then four is not urgent or not important. If you have D's on here, you should probably take him out. That's going to be something that comes up in the weekly review. Let's assume this is a B. It's important, but it's not urgent stakeholders putting my wife, Erin. If there's other stakeholders, you can put that in there and the P number is gonna populate automatically here. There's some functionality and the sheet that relies on that, so don't mess around with that. All right, you've got your project. Now we're gonna look at putting a next action in there so I'll go here and I'll put in the project Number p for. And then I'll put in research closet shelving to buy estimated time. You can use that or not. It's up to you up with 1/2 hour target date. That's what's gonna help you filter your actions to see when you're gonna do it. And we'll get into that in the next lesson. So I'll put one seven rank. This is something that will help you in the next lesson up one for now and then notes nothing you'll need for right now. Ah, and then if you go over the project's tab. You'll see that there is now an open loop there. If you were to put something and you're waiting for a tab like Aaron, I'm going to ask her which shoes she still needs before collector projects. Now we've got to open loops. This last one is, if you were to put something the agendas tab. That is how you get a project in there and start doing something with it from there, it gets really cool. 7. Next Actions Tab: Okay, We've got some projects loaded into our projects. Tab. Now we've got project descriptions, objectives, target dates. If their applicability status is very importantly, open loops and then assigns and priorities and stakeholders got significantly more in there than at the end of last lesson. And that's because we're going to try to look at how to play with the projects in the next actions and look at next. Actions for each day actually start getting things done with the system. One note before I move on to the next actions tab for anything with a date that is a hard date. I tend to put a red formatting in there just to let me know that this isn't just a target date. This is a No. B s stuff's going to go badly. I don't need this date. Maybe there's another way that you have for it. That's fine. There's nothing that hinges upon this, but for me, it just helps to focus my my energy and concentration all right out of the next action stab . So for this lesson, I've populated a bunch of actions from my own sheet. You'll see some high project numbers on the left there that don't even apply here. I just wanted to show you how the filtering system in the next action tab works so that you can use it to get stuff and track stuff in your day to day in the upper right hand corner. Here, you'll see a filter. Simple. When you have over over, it will say filter. If you click on the little arrow next to it, it will say filter views, and I've created two of them. One of them is going to be the default on this sheet when you download it and it's gonna be the open filter, you click on that and automatically it cleans everything up so you'll see the project number, the description of the task that you've entered in the other information, and then it sorts by the due date or target date that you've put in and then it sorts by the rank. So what you'll be doing, then, is looking at your dates each day in assigning dates or taking dates away. So for this one, this is overdue. I was supposed to have researched the clause that shelving to buy yesterday 16 eso what I'm going to do is go ahead and change the date we're taking off. So I'll say, you know what? I'm gonna do this today because I don't have a lot of other things that I've got to do today and now it's got 17 on it. Now I've got my stuff for today set up and I've got rankings there. Now. You can change the ranking at any time and simply go to the target date and hit Sort a dizzy and it'll re sort by the date and the rank. So that's how that filter works now. The other thing that's going to be useful is as you're getting things done, you hit X in there, enter and automatically it's taking that off of the to do list. Now you've got to refresh the filter, so essentially what you'll do. We just go to Target date. So what a dizzy and boom, it takes it off. It's now. I've just got three more things to do now. You can go ahead and rank these again and say, I'm going to go. This is not very important. Um, this is someone important and I've got to finish drafting that invite today. So now hit the target date again. Them sorted by 123 The other thing that's useful in g t. D. In general, Um, and it should be useful to you, but maybe at first it's not, Is the context in the context is something that David Allen talks about in G T d. Which basically applies to what you need in order to do these things. So can you do these things no matter what's going on, and no matter where you are and what tools are available to you? Or can you only do them when certain tools are available to you or in a certain place, the context or something you've got to make up on your own? That makes sense for your own productivity system in your own life. So I'm gonna go ahead and show you how to create a, um, filter four different context, because that could be very useful to you. So you go up to filter views and you click, and now you're gonna click, create new filter view, so it immediately takes you back to the list of all your tasks unfiltered, unsorted. Then you want to name the filter. So let's make this the online filter. This is the stuff that I can do while I'm online while I have Internet access and then the range, you're gonna want to make the range a one which is the very first sell all the way to the last column, which in our case, is H and a really, really high number, because you don't have to update this a bunch. Um, I would go with Let's go with 7 50 for now. And then you click on the gears here. And that's gonna be where you can do other things, like update the name rearrange, rename all that stuff. Once you have it named in the range, all correct and how you want it, Then you can actually use these little arrows to do the filtering. So what I want to do is filter by context, click on here, and then it takes you to a list of all the contexts that you have. So I'm gonna go ahead and clear and select just one of them, which is online. Click. OK, now it's showing me all of the open action items that I have that can be done online where I need an online connection. And then if you want eggs out of that filter, you just hit X takes you out of your filter, and then you can just go back to the open filter. My suggestion would be to have one filter for each context. So you have one filter for all open action items in case you want to get crazy and look at everything. Ah, and then you also have a filter for each context. Where this could become handy is, if you have one for errands or out whatever you want to call it, where you're out, you're taking your car somewhere and you're gonna be in a couple places. Just look at what different things you need. So this way you can plan a trip and get a bunch of things done that may be hanging over your head for a while. So that's the Action items tab. You can make it a simple or complex as you want, but it has the ability to do a lot for you if you use all the parameters and combine those parameters with filters 8. Waiting For and Agendas: Okay, so we're back to the project's tab again, where all begins and where it all ends again. Your projects are your lifeblood. So you want to return to the project tapas much as you can, you'll see here that there's no filter. You want to make sure that whatever filter you decide is gonna be your master filter how you want to organize your stuff, make sure that that's always on. So for the one that I created already filter one that filters it by priority Indeed. So there we go. All right. So, as I mentioned already, when we're looking at next actions in column G, you've got three numbers. Those designate the open loops. We've looked at one type of open loop, which are the action items. The action items are listed in the first part here, so there's one action item open for this. But what about these other two in the project? That's where you're waiting for an agenda. Items come in. These are the things that are a little trickier to keep track of than your classical action items. And that's why I made these two separate tabs for them because they're not things that you necessarily need to do or need to do. Right now, you're relying on other people, and losing track of these can be detrimental to your progress and productivity. But they're not necessarily the type of things you want hanging around on your next action list. So the waiting for tab is a tab that you want to use for people that are involved in your project, or people who your waiting for information or actions from them in order for your project to move forward in order for you to get other actions done. So you see here it as three columns and then a reminder column. The Reminder column is kind of an adjunct thing that I'll talk about in a few minutes. I don't know how much I would recommend using it because it's a little bit buggy, Um, but it's there if you need it. So this first, Callum Callum a is, ah, who it's who is the person that you're waiting for, Who is the person that Indian information from who represents the dependency for your next action. So I listed a few here. So for project number one ah, I need to get details, samples and prints about whatever these parts air that I'm gonna be selling. And I need that from Sarah, from Aaron for project number four. I need to find out which shoes do we still need in the closet on again. You can put notes in here like, if you want to say, Let's limit it to four pairs. So that this way, when you do talk to her, you have that little note that says, Hey, um, I want to know what your number is, but I'm going to guide you to four pairs because there's not really much room in that closet and so on and so forth Danes got to. So you know you're gonna want to talk to Dana about those two things or get that information from him, and he's involved in two different projects. The filters you use here are up to you, and they should probably be agile. Most likely, it's going to be a WHO based filter, so you don't want to create a filter for each person. You just click on the upper right hand corner column a here and then just clear, and then whoever you're talking to, you now, if I was in a meeting with Aaron and Dane, I'd click both of them. Then you'll get this. Sure it. Okay, now I've got Aaron and Dane, and I'm gonna ask them those questions as they come up, or as I get the opportunity to What have you now this reminder? Ah, this would be a time that you should follow up and you could make a filter based on this, but currently there is an ad unavailable called add reminders. Uh, I'm not going to go through how to do that. My recommendation would be is, if you want to add reminders to these things, you can just search the ed reminders. Ah, by going to get add ons and then search for reminders and it should come up. Add reminders. It's ah by a person named romance via lard. I hope I'm pronouncing that right. Apologies. If I didn't and it will essentially allow you to based on a date that you put into whatever sell you designate, it will send you an email notification. I've done it a couple times, and it's worked maybe 50% of the time. I might be doing it wrong. um, but that's neither here nor there. It's up to you to figure out if you want to use it or not. The agenda tab is very similar. The note that I'll give you on distinguishing whether something is an action. An action item waiting for on our agenda is the action. Items are things you can do right now without needing to get information or input or other actions done by someone else. The waiting for is stuff that you're waiting on someone else so that you can move forward. Ah, that you need information. You need them to complete inaction, whatever. Um, but there's not necessarily a timeline when you're going to see them next, or there's not a constant meeting or kind of rhythm to your life that makes you bump into that person. The agenda is for people that you have a standing meeting with. So I have a standing meeting with Jessica every week or a touch base with a regularly. So whenever I see her, it's helpful to have an agenda. Now my wife and I have a huddle every day ish. We try to meet every day for about 15 minutes after the kids are both in bed so that we can talk over various things. So I would just go and find her name here. It's not in here right now. She's on the waiting for sheet. So I would consider maybe moving this air and one over to the huddle and just go like this . Select that. There you go. And now you'll see that for Project P four in the Projects tab have now got one action item . No waiting fours in one agenda item. If you wanted to really consolidate, you could make the waiting fours in the agendas. The same thing I've found that there is value in separating them. But that might just be one of my own quirks. So if you're all for going minimalist and deleting one of the tabs, by all means one of the two, it's up to you because they both really work in the same way. The only thing is, then you have to go in and change this to take off that last part about either the agendas or the waiting fours. And if you know the formulas in Excel or Google sheets well enough, you could probably do that on your own without causing any kind of damage to the sheet. So that's waiting foreign agendas that just another way to keep a constant finger on the pulse of those things that you can't necessarily do now. But you do want to see through to the finish line. 9. Incubator: in the G T D system. There are things that are actions or projects, but that you are not going to do them right now. You just don't have the time. The energy, that resource is there, not urgent. They're not important, at least not right now. But you don't lose track of them. The key of the system is to record and organize everything in a place where you're going to review it on a regular basis. So you don't really ever want to delete something out of the system. That's an action or a project unless you're done with it. And it's never going to come back again so far as you know. So there's things on here on the inbox that I have queued up here, got four things, and we're just gonna quickly go through him as we normally would. Ah, so might method is usually to just go next to each one and say what it is. I e. Where it would go. Read email from Dan. Consider what to do. That's probably in action. So to go in the next action tab fan in the bedroom is broken. Mm, it's probably a project. I'll just have to reward that need to clean out the garage who definitely project to making me tired just thinking about it Now I should write any book to send my mailing list. Hey, that's a great idea. Also a project. Now let's say I've got a whole lot of projects already, and a lot of you have felt this way where you've got these things in your inbox, and the temptation is to not do anything with them and just leave them there. That's a bad idea, because then things just pile up in your inbox. Luckily, GT has a built in system or a place for these things. There's a couple different ways to refer to it, usually to refer to as thesis someday, maybe list. I'm not comfortable with the way that sounds. I prefer what I've heard somebody else referred to it as, which is the incubator. So let's assume that, except for this top one, which seems like I've probably got to do it now, the bottom three here are not urgent or important enough where I just don't have the time or energy that I'm gonna take care of them right now. So what you do is you just copy them all good incubator tab, and then go to the project Description column the next empty one, and just paste him in there. So now we've got these three rows, and you can just expand that out a little bit. Ah, And now these are things that are probably projects that you can review on a regular basis during your weekly to review to see, Do I want to do these? Do I need to do these? Do I have the resources to do these? Now? I have all of the columns that you would normally see in the Projects tab, but you don't need to fill those out. If you're just putting this stuff in there from your inbox and not creating a project, I would advise that you don't create projects for these, largely because one that's a barrier to you actually doing anything with them. Uh, and then two, it's gonna waste Project I ds and three, it's gonna take the whole process to a next level in terms of how much time and energy it takes. You don't need to do all that. You just need to put the basic information about what that thing is so that it prompts you to review it again during your normal review process. Now, this 1st 1 here, p three, the reason all that information is filled out or most of it is because at one time, it was a project. So let's say you're on your projects tab and you've decided. You know what? I'm pretty happy with my card right now, or I'm just too lazy to actually do something with this or more things have come up. I don't want this in my project. Have bugging me all the time about home, not paying attention to it. That is absolutely a great thought to have. So you cut it. You're the incubator tab. Go to the next empty cell and then paste it in, and that's all there is to it. So now it preserves that project. I d. In case you have documents that refer to it, it preserves other things. And ah, it even shows you that you have open loops there. So a great thing to do for this wannabe. Oh, you know what? I'm gonna go back here to my next actions where I have two things, and I'm going to filter it to search for P six. So now I've got these two items, and what I want to do now is either delete them or place them as notes inthe e incubator. So if they're valuable when you're not going to think of him again, you can just control, see, go to the incubator tab, insert a note. There's one, and then I go to the other one. Copy that and add it as a next step. You can put bullet points in there if you want. That'll work now. I've got those things recorded, and my next suggestion would be then to select both of those and delete them. Now, when you look at the incubator, all you've got is one open loop, which is in the agendas, so you want to go there as well and look for your P six, which is right there. You have to use the filter if there's more. Do you like your miles based car or prefer cash rewards? You're asking that to Dan, so maybe that's something you want to capture. That's basically another action item. So you go to the note for that and you type in something like Dan, There you go back to the agendas tab. Delete that to see you captured all the things that are important for that. Now do you have to go and do all that? I know you might have an intuitive knowledge of what the next steps are, or you might want to start fresh when you're gonna review this project again. But for now it's inter incubator. We don't need to worry about it anymore. It's off of our radar. In terms of projects are project List looks a little more tidy now. The incubator is something that you don't want to leave, though if you leave the incubator and there's a bunch of stuff on it and you know that it's going to now get you and it's going to defeat the purpose of having an incubator in the first place, we're going to get in in one of the future lessons to a weekly review process, which is going to be what helps you keep track of all your open projects and open loops. And also look at the incubator to make sure that none of these projects that you've put off need to get back into the mix or just toe. See all the things that you once had on your mind and evaluate whether they're still important still matter to you or don't matter to you at all anymore. So that's the incubator. I would say that half the things that go into your inbox will end up in the incubator. Ah, and that's probably what should happen because, quite honestly, if you try to put in as an open project everything that you thought you might want to do at some point or should do at some point you're gonna have a project list a mile long, and you're never gonna want to look at it. So use the incubator as much as you can, but also make sure you review it. That's my advice. 10. Taking a Project from Inbox to Completed: So by now we've gone through all the tabs that you're going to use to deal with projects and related tasks in the Google Sheets G T D system. What we're gonna do now just to solidify that knowledge for you is get you to work on making a project and taking it from planning to finish in the Google Sheets template. Now, I would urge you to have something in mind and follow along. You can pause and think of what your project is gonna be in posit relevant times when we're doing some planning. But that's what I would urge you to dio. I'm going to use one that's near and dear to my heart. It's a bit self referential, I'll admit. But I was contacted by skill share to do this course. So that was how it started for me. I put that in my inbox and it looked something like this. So I'll go there in the in box selected and cut it and then I'll go to projects and go to the next open cell. Put it in the Project Description and V Control V. So now I'll clean that up a bit and say skill share G t d gs, of course, for short hand. Then I'll put in an objective here, one that gets me motivated. One that gets me pumped. That's a tip that comes straight from the G t d methodology. You want toe Have an end description of what things were gonna look like when you're done, that can serve as, ah, motivation A carrot, if you will, that you're chasing after that. You really want to eat. So you want things to be a certain way that will motivate you to do all the actions related your project and actually get the thing done. So for me, it would be have a successful engaging, an informative course up on skill share about G t d gs boom. The next thing you're gonna want to do is look over to the right and see what's your next project? I d. Number. And this is important for reasons that we've already talked about. So you go to K one, which you shouldn't be changing at all and look at what the next project number is. It looks like it's p nine. So I scroll over and I hit p nine and it's already telling me my next project, I d. Now, if you, for some reason deleted some information out of this cell or the cells in column J here, you're gonna want to make sure that you have this formula in there. If you don't just drag it down as's faras, your sheet goes. And this is the theme formula that uses the Project I DS that are in play out there on your other sheets and then tells it to the formula at work here in K one to tell you what the next project I D is going to be. It's somewhat complicated. Does he who are familiar with the language and excel and spreadsheet programs can probably figure it out. But you're just going to make sure that you have this. We call a helper column filled out with the formula. It'll be blank if you don't have a project idea in there. But if you click on it, you'll still see the formula up here and just make sure that's populated all right. The next thing I want to do is a target date. Is there a target date for this? In this case? Yes, there was a target date. January 8th. Ah, the status. Well, right now I've got to do something with it. So I've got to act. Then you dragged this down, okay? Right now, there's no open loops. We're gonna fix that in a second. This is priority A. I definitely need to do that. And I had some contacts here. Jessica and Alan. All right. So we want to do next, then is go to the planning phase. You can do that wherever you like. The next actions tab, though, tends to be the best place for that. So you go to your next action tab. Right now, it's clean and you put p nine, which is your project number. Now you'll think of all the next actions they're involved in there. So let's see. I've got Teoh fill out the planning documents. I've got to set up a call with Jessica to review the plan. I've got to begin recording. Got to speak with the editor and so on and so forth. Let's go with that for now. You'll drag those down. Actually, what you want to do is control. See and paste them so that they're all p nine and then you'll want to set a target date for the ones that you want to see next. So obviously the planning documents the next ones. So I'll put that in here. And let's assume that it's earlier. So I put in 12 28 and then the rank. I'll put that as number one. This rank comes into play when you've got other action items for other projects that are on that same day and the notes be as detailed as possible. Put in links where you can context at My Mac, which is my home computer. Now the context are important for these other ones, too. This is also gonna This could be anywhere. This will be online because I can set up the call anywhere being recording. That's Mac home because I have to do that at home, speak without her. That's just online, and I've got context for all those. And then if I want to do this at some point around the same time, I could say, Let's do that on 12 30. If I'm doing this on 12 28 and you can review that and say on that day, that's going to be probably the first most important thing that I'm doing. So there you go. You've got your action items planned out, and then you can expand your filter to look at all your other open action items. Look at the ones that are online, etcetera. You've got this all teed up to work for you Now the waiting for say, I'm waiting for some one on one of these things as I'm going along now. I talked to Jessica and I need some info on recording. So now I've got that in the waiting for Let's say I'm having ah, regular call with a friend of mine who's advising me on Hajto do these kinds of courses because he's done them before. So, Jake, how did you handle ambient noise? We go back to the project's tab, and I can see now I've got four open loops and one item in each of those other tabs. As you're going along, you can put in a status update here. I usually do that by going in inserting a note and say you can even use this as a log. So let's say 12 28 had the call with Jessica. It was great. I will need to work on my typing because I keep screwing that up. And you could also do a status currently recording going well, You can't format in here, but you can do some things to separate, and you can also use asterisks and other things like that. Those are possibilities. Okay, so that's a live project. Now let's say that we're you've completed all of these things, So let's take off the filter. Now we're going to go and do all these actions. So we filled out the planning document. We set up the call, we began recording and we spoke with the editor. Let's say those were all the things that we needed to do in order to finish. Now those are all done. And in doing all those things, we also got this information taking care of. We talked with Jessica. We got the info on the recording. I just deleted same thing with the agenda. I talked to Jake. He told me how to handle ambient noise. Maybe somebody think didn't even pay attention to his advice. Delete that. Now we go back to the projects and I finished the project, so I right click on the whole row here and I cut it and I go to completed projects Control V to Paste, and that's it. In the comments, I say Course went well. It took longer than I thought to record, though. Keep in mind for next time. At some point you'll find yourself going back to look at things that you've done projects you've completed. This comments column conserve is a good place to keep some notes about projects that you have either chosen not to do or ones that you've completed, but you still want to keep a little bit of a log of what happened. It does preserve the notes here, so if you do keeping a log in the form of a note, you'll see it there, which is a pretty good thing. So that's taking a project from inbox to completed project and everywhere in between. There's a lot more things that can happen, obviously, but keep in mind that workflow that we looked at. You want to try to keep everything in one of these tabs, and if it's not in one of those tabs, chances are it's either gonna be in reference or an incubator 11. Weekly Review: now, having gone through how to run a project from its inception in your in box all the way through to its completion using the Google sheet template. What I Wanted You Now is Talk to you about how to run a weekly review using the Google Spreadsheets HGTV. Template Week REVIEW Just to some, background is a process that undergirds all of the G T D methodology. It's the cornerstone that keeps G T D working and running your life correctly. It's a way to stay engaged with all the stuff of your life, to clarify, to organize all those things that you need to do in order to make any productivity system work, no matter what application it's in, no app is going to stop you from having to do the work of a weekly review. Nor should it. So hopefully, after this lesson, you're going to be motivated to do a weekly review, because if you don't, it's not really gonna help you be all that productive. With that being said, let's run through how you would do equally review in the G T D template. The first thing you're going to do is start with your in box. Of course. Your inbox is going to be the place we're gonna want to catch stuff. How you start a weekly review is with a bit of organization of external material. So if you've got, ah, a couple of email inboxes, try to clear those out and anything that looks like in action put in your action items here . So maybe there's, Ah, email Steve about that thing. Um, and then you got another one. Um, take a survey by Thursday and so on and so forth. Any kind of notes from meetings or notes that you took from calls or just notes in general that didn't find their way into the in box. Put him there. Once you get all that stuff done, you're gonna want to move on to the second step, which is to process it. Now, we've done a bit of that already. When we talked about taking stuff from your in box to put into a project so I won't necessarily duplicated here, But just to give you a little bit of an example, if I say I need to take this survey by Thursday, um, let's say that that's complicated, that I got to find my log in for the website. I've got to do some other stuff. So what I'll do then, is ah, cut and paste this as a new project and this is going to be Check the sheet over here. Pizza in. So put that there. Take the survey on the dates. Gonna be Thursday, which is tomorrow. Let's pretend it's a week from now. Their own will say one 17 18 act drive the open loops down priority. It's probably see, probably important, not urgent stakeholders. If there are any probably known, except for you, Goodbye to your inbox. Process the rest of that stuff. Once you've put everything where it needs to go, whether it's gonna be a project next action, something you're waiting for agendas or it goes in your incubator, you put it there. The third step is going to be to get current. Now, giving current involves a bunch of steps. You're going to review each of these tabs where there is stuff. Make sure that all that stuff needs to be there. So you want to go first to your next actions tab. You look through your next actions and see what still needs to be there. So I've got all my projects for those that are still open, go to the open filter. Do these need to be here? Say I don't need to research the closet shelving to by Someone actually gave me a catalogue and I saw some really good shells in there and I bought him. So I don't need to do that anymore. I'll just go and delete that. And thats done. If there are any that don't have dates, but you want to start doing in the next week, then you'll go in there and put a date there. If there's ones like this where the days past due, if for some reason you have it already changed it, take a look at that. What am I gonna have? Time to finish drafting this invite? Actually, it's probably gonna be the 11th. So put the 11th date there turns green, indicating that it's in the future. So you're good re rank that if you need a rank or delete it. If it's not gonna be a ranked activity, put any notes in their etcetera. You do that for all the action items in your system that are still there for the ones that are done. Obviously you Markham done that should be pretty satisfying. The next thing you're gonna want to do is go to your calendar. Now I won't go into a next colonel calendar, but I think everyone's probably got some sort of calendar that they're running within their soft outlook, their calendars physically, maybe got one hanging on a wall, go through your calendar and look at the different things that are in there and enter things into either your inbox, next actions, projects, etcetera. You want to look for open threads or things that haven't been captured, then you're gonna want to move forward and look at your upcoming calendar and see what kind of things that you got going on there. The fourth thing you want to do is to review your waiting for list so you'll look and see. Right now, I got two things that I need to talk about Dane about, Um, let's say I did talk to Dana about finding out the color of the streamers for the party. This is where things get a little tricky, so you want to take this off your list. But before you do that, you want to say, OK, this relates to P seven. So I'm gonna go back to my projects. I have, and I'm gonna find peace. Seven. It's an open project. Still. So what I want to do is, let's say we're gonna take a note here, so right click concert my note and say Deans said, We need blue streamers and there's a new So when you decide to do something with it, which is gonna be your next action, you want to get blue streamers. Another thing you could dio is to go to P seven related stuff on your next actions. Right now there's finished drafting invite. But let's say we also want to you go ahead and buy blue streamers and let's give it the same date. 1 11 is gonna be a big day for that project. And that's gonna be the first thing you want to dio, and the context is going to be out. So then, once you've done that, you're gonna go to that row on your waiting for a list and you're gonna take that off Now. Maybe you forgot to talk to Dane about the sales numbers for the presentation. That's fine. Leave it on your list and just make sure it's good to go locked and loaded. You'll do the same thing with your agendas list. Say you talk to Jessica about the balloons. You do the same thing that I just showed you with that other list on, and then get rid of anything that you don't need anymore. And while you're looking at it, you may have something pop into your head. Oh, man, I also need to talk to Jessica about Does everyone like fruit Punch? Also related to P seven? This is going to be a jump in party. Once you've done those things, then you move on to the biggest, baddest portion. Your weekly review. This is what I usually spend the most time on in what generates the most activity. Will. I'm doing this as a pro tip for any of you that travel like I do a lot the plane being on the plane when you don't have access to a WiFi, or now that there's WiFi and a lot of planes. When you don't want to pay for access to WiFi, you're in a space where you can do a really good weekly review, and that's when I often do my best weekly reviews because I'm disconnected from all of the pings and notifications and all that stuff. I know that I'm in my little bubble and can go through all my stuff Now obviously there's gonna be a lot more projects. I think right now I have 25 to 30 open projects that I'm really doing stuff with right now . So you'll look through all your projects and ask yourself a few questions. Is the project description accurate? Is that describing what this project is? Still? If so, is the objective still accurate? Is it motivating me to want to do something? Does it accurately capture what the end state is? Is the target date still good? Does that need to be changed? Ah, the status. Now This is where the G calm, the open loops really comes in tow, helping you make decisions a lot more quickly. What I often will do is I'll take a look at these things by employing a filter here and I'll say, OK, show me the projects where I currently don't have anything. So the Triple zero here now right now. I have to. Holy cow. This take the survey by Thursday. Well, that's not a big deal, because I just put that project in there. But I have found, and you will probably find once you've got a bunch of projects in there, that there's gonna be ones where you have triple zeros. What that means is that you've got nothing in there. You've got no actions that are gonna push that project forward. So you want to get something in there? So that first step is to sort by zeros and then start looking at these, So okay, change the oil in the car. Um, gosh, what am I going to do there now? I got to start thinking of next actions. Um, see, P five. I gotta enter something in here. P five, What's the next step? Um, where am I gonna go? OK, decide where I'm going to get oil changed. Now, wait a minute. In order to do that, I need to, um, research, who has the best price for oil changes and so on. Capture at least one action item. Ah, and preferably put a date on it. My goal is for each project. I d that I have an action number that has a date on it on. That would be the 1st 1 out of any number that I've captured in here. So this one being the 1st 1 I'm going to do, I'll put that 1 10 I can take care of that. Okay. Now you'll notice when you go back to the project. Stab. Now, we've got to action items in their great for this one. Takes survey by Thursday. Okay, well, let's see. What's my next action? I like I said, I got to find the password, but in order, find the password. I've got to look through. Last pass. Great program, by the way, helps organize your passwords and keep him for where I stored it. Okay, let's say I want to do that. The 12th boom. Now I've got action items, so no vetch projects tab. Now that list is gone, and then you can roll through these other ones and see ones where you don't have open actions, But you're waiting for stuff so you can go first to this one and say, All right, I want to look at this stuff where I don't have any open action items, but there's some open loop that involves waiting for someone else that I'm involved in. So this one has something here. Ah, in the waiting for tab eso. That's Dane. Get the sales numbers. So I got a bug him again. What you could do then, is make a separate action item. I know it seems a little bit redundant, but this can really help. Um, swell. Say, regarding P eight. Ah, I want to just, um, call up Dane to ask about sales numbers and then put a date on there because most likely, if I'm choosing to follow up and make that inaction, Adam, instead of just leaving in my list of waiting for their agendas, it's someone important. And then I probably want to rank that. I'll put that in number two because I've got four things Q or three things queued up for the 11th. Um, and then that's gonna be a phone context. So you just do that for all of your projects to see where you're at with the projects. What kind of open loops exist? How many? All that good stuff. Last but not least, uh, hopefully you you spent a decent amount of time in your projects, and now you have a feeling of comfort, and they're literally should be and probably will be a feeling of comfort when you're done looking your projects list, especially when you see on your filter that there's no triple zeros. And the better the better projects will be the ones where you have action items cued up and not so many dependencies and these other two parts eso this 200 is usually what you're gonna want to see. Um, but of course, so many projects you need somebody else's input. Then comes the incubator. You would just want to look through these and ask yourself the question. Am I ready to turn this project into a current project? Ah, basic question to answer that question would be Do I have enough time in Resource Is and energy, which is a resource to make this happen now, or do I keep waiting on it? Um, so new productivity system. This is a thing I've had on my list for a while. I have this idea for a new productivity system that answer some questions that GT didn't quite help me with. Unfortunately, I just don't have the time or the resources to do it, so I'm gonna leave it for now. Fan in the bedroom is broken. Okay? I don't even want to think about that or deal with it. I'm gonna leave it. Need to clean out the garage roof. That's a rough one. Um, but you know what? I put this last one on my incubator. I think what I'm gonna do is I'm actually gonna chase this credit card with a better interest rate because I've got a big purchase to make, and I don't want to be paying a high interest rate for it. So I'm gonna cut this out. I'm gonna put it back in my life projects. So there we go. And since it's in my projects is a triple zero. You guessed it. I want to make some sort of action item for it. So we'll go to next actions p six, Google search, best interest rates and record results. I'll do this on let's say 1 13 and that's going to be online. 12. Wrap up: I want to thank you for giving me your time and attention and taking this course. I can only assume that because you took this course, you acknowledge the power of the getting things done methodology for personal productivity . What I hope to have provided you with is a tool that will help you mawr effectively implement that methodology in your life. It's not going to be a magic bullet, but my feeling is that it takes a lot of the strain and barriers out of using software to implement a personal productivity methodology. We went over all eight tabs and how to use them from core values to the inbox tab to projects. Next actions waiting for agenda incubator and completed projects. A few tips, please do a weekly review. Running this for a week will be great, and hopefully we'll get you more confident about what you're doing in your life. But that feeling will quickly go away in your projects, and actions will start to become a little daunting if you don't do a weekly review So that last lesson on the weekly review do that regularly Really. Take the time. At least 1/2 hour, preferably something like 45 minutes to an hour. To really walk through those steps, pause it and give some time and devote some mental energy running through all the things in your life and really getting control of them. The less that you have to think during the week. And the more you can just use this sheet to record the things and put them through the workflow, the better the other tip is to get involved in the school share community. For this course, log onto the course page and talk about how you've been doing with your week. Some pitfalls that you have some worries, some successes, all those things to help you get motivated and help other people give you feedback. Once you've done all that and you've done at least two weekly reviews, then decide whether the system is right for you. My sincere hope is that you never gonna wanna look back. This is the new sheet for you. If not, I won't hold it against you. But I think either way you're gonna learn something about yourself, your own habits and your preferences. Now, if you have any questions, please feel free to email me or send a message to a skill share so I can give you tips or tricks or help you with any kind of issues related to Google sheets. Again. Thank you so much for looking into this course. I hope it helps you. And I look forward to seeing you guys next time.