digest
Short Summary
Main recommendation: Keep a single paper inbox within arm's reach, and clarify and organize each item once, then move it into a labeled tray or file rather than leaving paper on your desk as a reminder. Reminders for paper items belong in your trusted system (such as OmniFocus or your calendar), with a small asterisk marking that paper is waiting in the space. The goal is a quiet workspace that holds only reference materials, decoration, and supplies.
Key Points
- Paper piles left in view act as constant reminders that you keep re-reading and re-deciding about, which is inefficient; the speaker's rule is to look at each item once, clarify it, and put it away.
- Do not use your physical environment as your reminder system; track the action in a trusted tool like a calendar or task list instead.
- Paper is divided into distinct trays and files by its status: inbox, action support, waiting for, read and review, project support, and A-to-Z reference.
- The speaker notes some people think GTD is outdated since it still discusses paper, but says plenty of people are still paper-based.
Details Worth Noting
- Concrete instructions:
- Set up three stackable trays: "In" (the inbox), "Action Support," and "Waiting For Support," plus a fourth tray or folder for "Read and Review."
- For an item you can't finish in under two minutes (example: a contract to read and respond to with edits), place it in Action Support, add a task in your task manager (the speaker uses OmniFocus), and put a small asterisk next to that task to show paper is waiting.
- For items waiting on someone else (example: jewelry picked up after a call-back, with a receipt), place the paper in Waiting For, record the follow-up in your task list's waiting-for list, and mark it with an asterisk.
- Read and Review items are handled when reached and are not tracked in the task system.
- Keep a small "misc" folder for frequently used materials (e.g., client support folder, booking sheet, setup guides) that you use constantly and don't file away.
- Maintain filing cabinets with two sections: an A-to-Z section for reference papers, and a project support section for paper tied to active projects (example: bathroom renovation paperwork); file reference items alphabetically (example: chimney inspection history under "C").
- Keep only reference equipment, decoration, and supplies visible on the desk.
- The speaker frames this as practical mechanics rather than decor, and notes that a paperless system can also be used in place of this setup.
- The speaker invites viewers to suggest future GTD beginner topics.
Bottom Line
Clear your desk of paper that serves as a reminder by sorting it once into a few labeled trays and files, and track every follow-up in your trusted task system so the room stays calm and focused.
