Getting Things Done 3.0

I started reading Getting Things Done, but then dropped it. I nevertheless quite enjoyed the points about (1) building an organizational system that we trust and (2) doing the action immediately if it takes less than 2 minutes (which I had heard many time before but didn’t know it came from this book).

The book is a bit old fashioned to me. We can argue that the concepts are general, but we are information worker now and the “basket” mentioned in the book have been replaced by web applications, USB keys, and iPhone.

Building then a modern organizational system that we trust is far from easy. We need to balance different dimension that impact our trust in a system, e.g. security, reliability, perennial data format, etc. Well, the usual non-functional requirements.

Ultimately, it’s a matter of time and risk: How long will I need to re-do the work? What are the consequence if I forget this or that?

In my previous job in an ECM company, I increased my awareness about such issues. Managing the massive amount of information produced nowadays is a challenge and business case. I remember I was astonished when I read these numbers for the first time:

Recent estimates show that a typical worker will take 12 minutes to process a single document. Nine of these 12 minutes are spent searching for, retrieving and refiling the document — meaning that only three minutes are spent actually using the information they’ve found.

The average office:
• Makes 19 copies of each document.
• Spends $20 on labor to file each document.
• Loses 1 out of 20 office documents.
• Spends $120 searching for every misfiled document.
• Spends $250 recreating each lost document.
• Spends $25,000 to fill a four-drawer file cabinet and $2,000 annually to maintain it.

The volume of paper documents that organizations must process has increased tenfold in the last five years. Increases in paper volume drive the cost of paper handling higher, which greatly reduces profit margins.

(from Document Management Overview.)

And for the story, I tried first to find this excerpt using a search for “Introduction to enterprise content management” on my hard drive. No result. I then decided to locate it manually. I went to Library > Intranet, communication & ECM and … it was there! It’s funny that even though I recalled what the book was about, the name “Document Management Overview” was completely different from what I tried. Ontology ftw!

Here is what composes my current organizational system:

Topic Decision Inception year
Email – Three mailboxes: one personal, one professional, and one for garbage.
Redirection address as the default for long-lived communication (e.g. contact)
– BCC myself in email (2012)
Source code < 2010 self-administered subversion, for private projects
– 2010-2013 Google code
2013+ Github
Archival – Convertion of esoteric format (.eps,.pic) to PDF
– Recording of minidisc and super8 into .mp3 and .mov
Online CV – LinkedIn (since 2005)
– Stackoverflow (since 2010)
– Xing (since 2013)
Application and S/N – Store the serial number in the same location as the application 2006
Backup strategy  RAID drives is not enough if I delete files by mistake.
– incremental backup on CD/DVD
– complete backup on external HD
-TimeMachine since 2012
Digital music and picture – Not in the cloud
iTune for digital music (since 2009)
– All pictures organized by date and periodic backup
Gallery with Lightroom on personal website
– DropBox for picture sharing (since 2010)
Information overload – In case of too much information piles up, I gargabe collect according to these rules. 2008
USB keys Be disciplined, copy the information on a computer asap and clear the key 2008
Agenda, birthdates and contact – Google Calendar
– Goolge Contact
Web identity and avatar – Avatar on gravatar
– Two usernames: ewernli and wrnli
Bookmark – Bookmarks are personal
– Usage of Foxmark with centralization on my server (not in the cloud)
Organized in a taxomony / since 2013 with tags
Pocket app (since 2017)
Place to visit, music to listen, movie to watch – Various Google Documents
-IMDB and Jini for movies (since 2013)
-Goodreads for books (since 2013)
Other To Do Leverage Google Calendar for actions which have deadline
– iPhone Reminder App
Random thoughts – Twitter
2013 self-administered blog with Liferay
– WordPress blog (since 2013)
News and RSS Google Reader
– Feedly
Scientific literature – Usage of BibDesk as master copy
CiteULike (until 2017)
– Mendeley (since 2017)
Password and login – Password-protected excel spreadsheet 2011

Getting Things Done is to business what No Broken Window is to software development. Whenever something comes in that requires some action, either do it right now, or at least enter it in a reliable system for later (In the case of development, the system is of course the issue tracker).

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