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Applying the “Getting Things Done” Principle to your Intranet
There’s a man you should probably meet. His name is David Allen, and he wrote the renowned book “Getting Things Done.” This book caters to a simple problem among men: getting things done isn’t always so easy. In fact, you could say men are naturally lazy by default. David Allen’s top seller has become the productivity book of the year - and might just be the fix your intranet needs.
The GTD Concept
Getting things done, or GTD, is a popular concept among business and entrepreneur types. If you can get things done faster and more efficiently, you’ll likewise have more benefit as a result. GTD is mainly based around a simple fact: if you are constantly trying to remember things you need to do, your performance suffers. If you can simply organize your thoughts and tasks so that you don’t need to think about them, productivity will see benefit, in theory.
The GTD concept is usually achieved through special computer programs or handheld computers. All these devices act as is a personal organizer - nothing more. Some internet websites even offer free GTD services. You can still find a lot of phenomenal GTD software available for free, although more and more GTD programs are starting to require payment.
Applying GTD Concepts to Intranets
Intranets accomplish much of what GTD principles demand by default. Applying GTD concepts more rigorously will allow even more productivity - the problem is how.
The majority of intranet activity usually revolves around email. The best plan of attack is simple: organize your email inbox. It is important to make use of folders, as many business email inboxes can get flooded in a matter of hours. It is generally best practice to file every single email each morning - leaving your inbox completely empty at least once per day.
Going along with the email inbox subject, we can also suggest the two minute rule. If a task is only going to take under two minutes to complete, it is recommended you do it. A simple reply, quick read, or filing of an email may only take under two minutes now - but could add to your workload later. Another good practice is to read each task you have yet to complete each day. After all, what good is organizing all of your data if you don’t know what you’re organizing? Even with hardy GTD software, this can be a problem.
Although you could very well use your email program as a GTD program, you certainly don’t have to. Not all email programs are easy to navigate - at least not as easy as some GTD programs that can simplify GTD operation. It may be a good idea to offer free GTD software over the intranet, so that employees have easy access to a GTD program. Calling attention to the program is also a good idea - whether in newsletters or efficiency reports.
When you do indeed decide on an ultimate form of “Getting Things Done,” you only have half the problem complete. It is still strongly recommended you create categories to file things into - namely three or four in particular. For instance: categories for “Not Completed,” “Personal,” “Business,” and “Partially Completed,” may be good categories to start off with. And as in the email example above, it is recommended to file tasks that are completed to clear clutter - and be sure to review all tasks once a day.
Spreading the Word of GTD to Employees
If you’re at an employee gathering, and happen to tell someone of the GTD principle, you might get a nod in approval. Without much further talk, you likely won’t make an impression on anyone. Organizing every single task by all means does not sound fun - so focus should be put on benefits.
An efficiency report is one of the best ways to spread the word. Perhaps you could spread the word in a company newsletter, or in the news section of the company intranet. A case study with positive results is always a good option. If time is more of a concern, allotting a certain time of the day for a hands-on employee meeting is also a good option.
For less effective means of spreading the word, posters and other printed material may do some good. It may only appeal to the curious and business-oriented personalities, but it still will help pull in GTD users. Depending on how desperate your company is for efficiency, you can even call more attention to the GTD principle through contests or celebrations.
Closing Comments
Getting Things Done. It is how many fortunes are made, and how failure is snuffed out. You can be as ambitious as you like, but you can never succeed without proper organization, planning, and reliability. Making it to the top of the corporate ladder may sound like an intriguing subject, but the time saving benefits make GTD principles well worth the time invested.
Just imagine: what if we could get a copy of GTD software to the disorganized Albert Einstein? Clearly, in the right hands, GTD software can work wonders - and not just for geniuses and overly ambitious employees.
