Applying the Pareto Principle to the GTD
One problem I have found in using the GTD on a daily basis is deciding on the next action out of hundreds of important tasks. Enter the Pareto Principle. The following method should help you to get that huge list more manageable and allow for better focus on what is truly important.
1. The Weekly Review
The first step occurs at the weekly review. Go over all of your lists and specially mark each item that should be considered this week. In my case, I use the high priority field in Microsoft Outlook, marking those items I will consider this week with high importance.
2. The Daily Review
Limit your review to the items that are specially marked for consideration this week and from those specially mark the items which should be considered today. In my case, I use the @@Today category (context) that I created in Microsoft Outlook.
3. Prioritization
Choose the top 20% of the specially marked items for the day and assign a numerical order. For example, if I have 21 items I will choose four items (I round to the nearest tenth) and order those items one through four.
4. Execution
Focus on each item until complete. Once finished, choose the next 20% and assign a numerical order. Repeat until the list is complete.
5. Handling Interruptions and New Input
As the day progresses, you will likely update your lists with new incomming items. Of course, if it takes less than two minutes, just do it per the GTD. Otherwise, first ask if it belongs on todays special tasks (if so, mark accordingly and then ask if it belongs among the 20% you are currently working on)? Then ask, does this item belong in this weeks special tasks (if so, mark accordingly)? If the item does not fit in any of those categories, just process as per the GTD.
Elmer Thomas Jr. is Co-founder of ATL Innovations, Inc., an award winning web and software development company dedicated to bridging the digital divide, ThemBid.com, a service offering free advertising for businesses that makes finding services and products easy for consumers, and Notifir.com, a service making social news networking fun, easy and productive. You can find out more about Mr. Thomas at ElmerThomas.com.
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