Recently I pulled together some key ideas to use when getting organized into a post, “Organization: Useful Principles,” and I promised to follow up with links to organization posts on this site and with a book recommendation.

I’ll start with the book recommendation, which is David Allen’s Getting Things Done. Allen offers an extremely well-designed approach to organizing task lists and taking care of items on that list: you can get more information on his book in my post “Useful Book: Getting Things Done.”

As to articles on this site, here are some that I hope you might find especially useful:

Task organization
Don’t Use Your Inbox as a To Do List
Weed Out Task Lists With the 2-Minute Rule
My Top 1 Task
Why Tasks Lists Sometimes Fail 

Attitude and emotions
Effective Organization and Filing Are … Fun???
Relieving Stress by Understanding Your Inputs
4 Ways to Make Sure You Get a Task Done 

Organizing papers
Why bother organizing papers?
The Eight Things You Can Do With a Piece of Paper 

Decluttering
Digging Out, Cleaning Up, Uncluttering, and Getting Organized: Let’s Start With a Link
What Our Garage Sale Taught Me About Decluttering My Mind
Some Tips for Getting Rid of Things

E-mail
How I’m Keeping My E-mail Inbox Empty
Free Online E-mail to Help You Keep a Clean Inbox
My Empty E-mail Inbox, 10 Weeks Later 

General principles
Organization: Useful Principles
How Exceptions Cripple Organization
Why Organization Improves Motivation, and Some Organization Tips
Little by Little or Big Push?

Photo once again by Rubbermaid Products

I have a huge task list. This isn’t necessarily a bad thing, since the list is well-organized and useful (see “Why Organization Improves Motivation, and Some Organization Tips“), and a lot of the tasks on it are a handy but optional. I do my best to push items that are important and need to be done soon to categories and statuses that keep me focused on those (see “My Top 1 Task“), which seems to work pretty well for me.

Still, the sheer number of items sometimes gets to me. To clear up a lot of them at once, I apply a version of the 2-minute rule, learned from David Allen (see “Useful Book: Getting Things Done“). The two minute rule is If you can get something done in 2 minutes, don’t put it on your task list: instead, just do it.

Part of the logic behind this idea is that keeping an item on your task list requires time and attention from you: you need to review your task list periodically, keep items prioritized, and so on. With a good organizational sytem (like Allen’s), this isn’t difficult, but it becomes easier the fewer items you have to manage. So tasks that can be completed in 2 minutes tend to “pay for themselves” if you do them up front rather than spending the time writing them down maintaining them until some point in the future.

Two minutes doesn’t sound like much, but there are a lot of useful things that can be done in that time, including firing off a reminder e-mail, making a telephone call to check a single fact, finding an item or paper that isn’t too hard to locate, asking someone one question, and so on.

And it doesn’t have to be a 2 minute limit, as long as it’s a short period of time: it could be 5 minutes or even 15 minutes, though probably not longer than that.

To use the 2-minute rule on items that have already made their way onto your list (for instance, because you added them before you heard of the 2-minute rule, or because it wasn’t possible to do them at the times you first thought of them), you can either get in the habit of searching for 2-minute items whenever you have a few minutes free, or better yet, go through your task list and mark any 2-minute items you already have. In my case, I have two separate tags I use: “5 minutes or less” and “15 minutes or less.” You can then jump to a quick-to-do item whenever time allows, or block out an hour or two and mow down dozens of them.

And interestingly, marking quick tasks in your task list, if it’s done in an efficient task management system (like ToDoist or a paper system)  only takes a few minutes.

Photo by Јerry

I don’t know about you, sometimes I find myself in a mood where I feel out of sorts but can’t point to any one thing as being the cause. That kind of state rarely does me any good: usually it means I won’t get a lot done, won’t enjoy the day as much, and am no help to the moods of people around me–unless I get out of it. To accomplish that, I have a very simple process I use, which is to list out worries in writing.

The idea here is just emptying my head. It’s related to David Allen‘s recommended practice of getting all of your thoughts and concerns on paper so that you can organize them, although in this case organization isn’t the point. It’s also related to decision logging, the practice of writing down notes about your own situation and choices as things happen in order to increase mindfulness, but it isn’t about mindfulness per se. In fact, the thing it’s most like that I’ve mentioned is swatting deer flies by letting them settle on you before you hit them (although I promise it’s much less nerve-wracking): that is, it’s about paying simple, direct attention to worries individually, one after the other.

This tactic doesn’t take any preparation: just grab paper and pen or fire up a computer, then start writing a list of whatever comes to mind that’s bugging you. It might look something like this:

– I’m still annoyed about that guy at the store who wouldn’t stop talking to me
– I can’t believe I forgot to pay my cell phone bill on time
– How in the world am I going to find time to take that refresher course?
– Do I need to go shopping? I don’t think there’s anything for dinner
– My car’s making that noise again

It’s not necessary to do anything about these issues as they come up, but when you’re done listing, you might want to start writing out your thoughts about each one, and to look for broken ideas. Sometimes all that’s needed to completely solve an issue is to reframe it in a healthy and accurate way.

You might think that writing these things down would cause more anxiety instead of less, but it really tends to produce relief. Instead of being plagued with multiple, unnamed anxieties, instead we’ve now got a list of clear, specific issues–issues we might even be able to do something about, although just getting them down in writing itself makes a real difference. My favorite moment in this process is when I ask myself “OK, what else?” and I just can’t think of anything. In that moment I’m reminded that the things I worry about have a limit, and that I might be able to make some progress in fixing them them … or even, until I can do something about them, just accept them … just for now.

Photo by Phoney Nickle

Getting Things Done by David Allen is by far the best book I’ve ever read on organization, and it also has a lot to say about productivity and peace of mind.

When my friend Roger loaned the book to me, I was a little curious but didn’t expect much. I’d already had a pretty effective task management system in place for some time, and at best I was expecting Allen to offer a few ideas for minor improvements. It it did turn out to be true that most of the things he had to say in his book were things I was already doing, but Allen’s deep understanding of the subject offered me a wider, more useful view that was both practical and powerfully motivating.

Getting Things Done offers a way to look at and interact with “stuff”–papers, objects lying around the house, pestering concerns that keep surfacing in the mind, incomplete projects, dead plants, upcoming events, or anything else that’s fighting for our attention. Allen describes how to stream things into useful categories with a set of simple, familiar systems–task list, calendar, file drawers, etc. Yet the rules for the process he describes are not the familiar ones, because once something has been processed, you stop having to worry about it. Allen’s approach doesn’t just clean up and organize a physical environment: it creates reliable ways to know that you’re keeping track of everything and therefore creates a lot of peace of mind. Of course, this same approach does great things for productivity, and it yields unexpected benefits like increased reliability, management of stress, clarifying priorities, and improved communication.

My initial impression of the book was that it was mainly directed toward busy executives, and it’s true that these seem to be the people Allen mainly works with. However, he also understands perfectly well what needs to be done to deal with a home, family, or even vague set of aspirations for the future. I strongly recommend this book to anyone who is trying to organize, get a handle on an overly busy life, create more serenity and confidence, or become more productive.

I’ve written recently on the site about several ideas that overlap with or draw on Allen’s:

• Relieving Stress by Understanding Your Inputs
• How I’m Keeping My E-mail Inbox Empty
• 4 Ways to Make Sure You Get a Task Done
• Are Creative People More Likely to Procrastinate?
• Effective Organization and Filing Are … Fun??
• The Eight Things You Can Do With a Piece of Paper
• Why Tasks Lists Fail