Getting Things Done

prostoalex (Alex Moskalyuk) writes "Anywhere from 26% to 40% of U.S. employees refer to their work as stressful or very stressful. So it's not too surprising that the business motivation and self-improvement market, which includes books, courses, training seminars, etc. generates $5.7 billion a year. David Allen is the author of Getting Things Done, which on its cover promises the Holy Grail of business management -- stress-free productivity." Read on for the rest of Moskalyuk's review. Getting things done author David Allen pages 288 publisher Penguin rating 9 reviewer Alex Moskalyuk ISBN 0142000280 summary The art of stress-free productivity

Allen's idea is to first look at the sources of stress. Whether you're working a cushy corporate job, are self-employed, or are still in college, what makes you feel frustrated and stressed? Unless you have had some major disasters in life, the answer will probably rotate around having too much to do and too little time to accomplish all the tasks. Moreover, people around you don't seem to realize how pressed for time you are as they keep coming up with every possible way to interrupt you.

Business people like to talk about multi-tasking. It fills one with feeling of self-importance, since it's obvious that if one multi-tasks, then he or she is involved in multiple projects, failure on most of which would probably result in the end of human civilization. But as Allen points out (his site contains a promotional WMV/QuickTime video), multi-tasking requires you to persist a bunch of projects (most of them unfinished) in your head.

If you count the time you spend on each actual project, and the time you spend switching between the projects, you'd be surprised how much time is spent on the overhead of going from one project to another. Basically (although Allen doesn't express it in these terms) we all would like to be Knoppix, with everything kept in RAM (our brains), nothing relegated to the hard drive (paper or information-management software), multi-tasking at its best. But as anyone would tell you, Knoppix can be quite resource-intensive, and you do not exactly get screaming speeds with it. We're all wired up like early DOS - single-tasking with everything else assigned to external storage, best at doing one thing at a time, if we're to do it well.

Allen develops a system to deal with projects and everyday interruptions accompanying them. Does the issue that came up require less than 2-3 minutes to respond to? Is it returning a call to confirm the dental appointment or e-mail to another developer saying you agree with his suggestion and would approve of it? If it takes you less than 2-3 minutes, do it right away. Do not file it under "Later," do not postpone it until lunch, because your brain keeps track of this stuff, and this unfinished while loop will be running in your brain, even if consciously you do not think about it every minute. In other words, keep the RAM clean.

Allen advocates the 3-D model, where the Ds stand for "Do it," "Delegate it," "Defer it" and advises all projects and small tasks to be processed in that order. The "Do it" part was described above for the tasks that take just a few minutes. The author promises you'd be surprised how much can be achieved by following this simple rule. At the same time, if the project just requires your approval, and you'd pass it to someone else after that, delegate it. But get it off your mind right away, because it's not yours and thus cannot occupy the precious RAM space. Delegate it -- send the e-mail, fax it away, or transfer it to another person in your organization. And if it's definitely a long task and it needs to be done by you, then defer it to the time slot when you're sure you can sit down and do it (by the time you get rid of all the doable and delegable, you will find yourself with plenty of time left to important projects).

Allen is pretty good at pointing out the various excuses that we come up with to excuse our lack of productivity. The rules sound simple, even simplistic, but that's the key to the efficiency of his system. I liked the author's approach, and adhering to his system seemed to bring a relaxed attitude into my daily schedule, since now I don't have a guilt trip over concentrating on a single task and refusing to multi-task. You can read an interview with an author at About.com. There's also an article about the methodology in Fast Company magazine with descriptive title You can do anything - but not everything. I would recommend this book to anyone who feels stress after work or someone who feels they are not at the top of their productivity and spend too much time doing inessential things.

In his spare time Alex enjoys reading business and technology books. He also keeps a list of free books for readers on a tight budget. You can purchase Getting Things Done from bn.com. Slashdot welcomes readers' book reviews -- to see your own review here, carefully read the book review guidelines, then visit the submission page.