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Your own implementation is the correct way of doing GTD

David Allen, the creator of GTD, says there is no standard way to use his method. Although his books and workshops provide a lot of explanations, it is important for everyone to create their own system that suits their needs and preferences. The goal of GTD is to get tasks and responsibilities out of your head, so you have space for creative and productive thinking. This works best when the system you use fits you well and feels easy.

Adapting your GTD system means trying out what works for you. This may mean setting reminders for things that interest you or developing habits that help you feel better. The most important thing is that GTD is not about strictly following rules, but about creating a system that helps you clear your mind. Whether you use an app or a paper notebook, it’s about finding a way that helps you stay organized and focused.

People who do not experience stress often have a lower level of cognitive ability

It may sound surprising, but research shows that while people without stress are less likely to have chronic illnesses and often feel better, they also perform worse on tests that measure memory and cognitive flexibility. It seems that a little stress can help keep our brains sharp. Stress acts as a kind of training for the brain, allowing us to use our cognitive skills better and more efficiently.

This does not mean that we should always be stressed to think well. It’s about finding the right balance. A little stress can help us be more productive and think better, but too much stress can lead to negative feelings and be bad for our health. People with stress also give and receive emotional support more often, which can lead to a richer social life. Therefore, it is important to find a level of stress that keeps us alert without harming our health.

Our (productivity) issues are not new. Read the great masters and find answers to current issues

Our productivity problems, such as information overload from emails and chat messages, may seem like a modern issue, but they are not new. As early as 1916, similar problems were discussed, showing that this has been an ongoing issue. Often, this is due to poor management of information and communication. Great thinkers have long ago devised solutions for these issues. By looking at their ideas, we can learn how to better handle our current problems.

Thinkers from the past, such as Aristotle and Seneca, and later figures like Peter Drucker, have written extensively about working efficiently, managing time well, and how we easily get distracted. They often emphasize the importance of focusing, setting priorities, and managing time effectively. These ideas are still useful and can help us better handle the constant stream of notifications and information. By following their advice, we can become more productive and find a better balance between work and leisure.

It is important to learn from the past and apply the wisdom of these thinkers to our modern work. This means not only studying their strategies but also adapting them to how we work today. By listening to these experts and learning from their insights, we can find ways to work more effectively and with greater satisfaction, despite the challenges of today’s technology.

Try to get four hours of concentrated work into a workday, and never more than six

Our brain can only work well for a limited time. Research shows that people can usually only think well for a few hours a day. Most people cannot do difficult thinking work for more than 4 hours a day without making mistakes. By working shorter but more concentrated, we can get more done without becoming too tired.

We often think we need to work 8 hours a day. But this is not always feasible for work that requires a lot of thinking. While it is possible to work many hours on simple tasks, “real” work is mentally demanding. People sometimes feel guilty if they don’t work 8 hours. But this may not fit how our brain works. It’s better to look at what you accomplish rather than how many hours you work. By working well for 4 hours, and maybe 6 hours on good days, you can achieve a lot and stay healthy.

It helps to start working early and take smart breaks. Start the day off right and keep breaks short. Pay close attention to yourself: if you notice you’re working less effectively, it’s time for a break. By consciously choosing shorter working hours, you can get more done and feel better.

The words you use influence how you see the world

Language is not just a way to communicate, but also a way to shape our thinking. For example, if you tell yourself “I can’t eat X,” it feels like a restriction. But if you say “I don’t eat X,” it feels like a conscious choice. Research shows that people who say “I don’t eat…” are more likely to make healthy choices than those who say “I can’t eat this.” This small difference in words can greatly affect how we see ourselves and how motivated we are.

How we talk to ourselves is important for how we tackle problems and achieve goals. Research shows that people who ask themselves questions like “Will I do this?” perform better than those who say “I will do this.” Asking questions helps us think about what we are doing and why, and it makes us more motivated. By using questions in our self-talk, we can better handle challenges and make choices that suit us.

The language we use, both in our heads and with others, determines how we experience the world. By consciously choosing words that give us power and freedom of choice, we can positively influence ourselves and our behavior. It is important to pay attention to our choice of words and how we talk to ourselves, as this directly affects our well-being and how well we perform.

Spend a little attention on planning and organizing your tasks, but not more than necessary; then, get to work

It is good to spend some time planning your day, tidying up your inbox, and setting goals. This helps you clearly see what you need to do and how to approach it. But be careful not to lose too much time on these preparations. Overplanning can lead to procrastination and spending more time thinking than doing.

Finding the right balance between planning and doing is important for your productivity. It can be tempting to plan everything in detail, but often it’s better to quickly make a list of your most important tasks and start right away. You usually already know what is important to you; it’s about writing down these priorities and then taking action. By getting started immediately, you prevent getting stuck in endless preparations and can use your energy to achieve real results.

When starting a new habit, routine, or project, it is important to consider the future maintenance costs that may arise

When starting a new habit, routine, or project, it is essential to think about future maintenance costs. This means not only considering the initial effort or costs but also what is needed to sustain it in the long term. Just like a ship that requires regular maintenance to function well, habits and projects also need ongoing attention. For example, setting up a complex system to manage your tasks might seem useful at first. However, over time, maintenance tasks can accumulate, leaving you with less time for actual work.

It is important to realize that maintenance costs can add up. A small maintenance task might not seem like much, but having multiple such tasks can consume a significant amount of time and energy. This can lead to a situation where you spend more time maintaining your system than achieving your goals. Therefore, it is wise to choose simplicity and flexibility when establishing new habits or projects. Start small and only add complexity if truly necessary. This way, you keep maintenance costs manageable and can focus on what truly matters.

Interruptions aren't intrinsically distinct from other events, they're just events most professionals don't want around. The distinction is in our head.

Interruptions are often seen as unwanted disruptions in our work, but they are actually no different from other events. The difference lies mainly in our perception. Just as weeds are simply plants that gardeners prefer not to see, interruptions are simply events that professionals try to avoid. This idea emphasizes that the distinction between desired and undesired events is primarily in our minds. By viewing interruptions as a natural part of our day, we can learn to accept them instead of avoiding them at all costs.

Interestingly, trying to eliminate interruptions can make us more aware of the remaining ones. Research by Gloria Mark even suggests that interruptions can sometimes help complete tasks faster. This is because they force us to work more efficiently and focus better when we return to our original task. By embracing interruptions as a normal part of our work, we might even benefit from the unexpected advantages they offer.

It is important to realize that striving for a perfect, interruption-free life can only cause us more stress. Instead, we can learn to handle interruptions flexibly and see them as opportunities to strengthen our resilience and adaptability. By changing our mindset, we can develop a healthier and more productive work attitude.

Imagine how your life would be without the beautiful moments from the past; this can help you feel better about how it is now

Imagine how your life would look without the beautiful moments from your past. This idea, also known as the “George Bailey effect,” can be surprisingly powerful. It involves thinking about how your life would be different without those positive events. By imagining that those special moments never happened, you realize how much they mean to you. This can help you be grateful for what you have experienced and more content with your current life.

Often, we take the beautiful things in our lives for granted. We only truly appreciate them when we are at risk of losing them. By consciously considering the possibility that certain positive events never occurred, you can reappreciate those moments. This helps you break out of the daily grind and remember the value of what you have. It can also help you avoid constantly wanting more to be happy.

Start with as little as possible and add complexity as you go

The idea is to start with something simple that works and then, if necessary, add more complex elements. This is similar to minimalism, where you try to avoid unnecessary complications. By starting with a simple system, you can better see what works well and what doesn’t, and you can make improvements step by step without disrupting the foundation.

In systems thinking, it is often said that successful complex systems usually evolve from simple systems that already worked well. This means that designing a complex system from scratch often causes problems and inefficiencies. It is smarter to start with a simple system that works and gradually expand it. This way, you can identify and improve weak spots without the risk of everything collapsing.

It is important not to overcomplicate and to avoid unnecessary organization when applying this principle. Often, it is better to just start and add extra elements later. This prevents you from getting stuck in planning and organizing, and gives you the flexibility to respond to changes and new ideas. By starting small and slowly adding more, you build a strong and flexible system that can grow and adapt to future needs.