How do you review and update your GTD system regularly?

1 What is buffer time and why do you need it?

Buffer time is the time you add to your schedule to cushion the impact of unforeseen events or circumstances. For example, if you have a meeting at 10 am, you might want to add 15 minutes of buffer time before and after the meeting to account for traffic, preparation, or follow-up. Buffer time can help you reduce stress, avoid rushing, and handle emergencies without compromising your other commitments. Buffer time can also help you transition smoothly from one task to another, giving you a chance to review, reflect, and refocus.

2 How to plan buffer time in your schedule?

Planning buffer time in your schedule requires some foresight and flexibility. You need to estimate how long each task or activity will take, and then add some extra time to account for possible variations or disruptions. The amount of buffer time you need depends on the nature and complexity of your tasks, as well as the level of uncertainty and risk involved. A general rule of thumb is to add 10-20% of buffer time to each task, and more if you anticipate high volatility or unpredictability. You also need to be realistic and prioritize your tasks, so that you don't overbook yourself or waste your buffer time on trivial matters.

3 What is GTD method and how does it work?

GTD method is a time management system developed by David Allen, based on the principle that your mind is for having ideas, not holding them. GTD method helps you capture all your tasks, projects, and goals in a trusted external system, and then process, organize, review, and act on them according to your context, time, energy, and priority. GTD method consists of five steps: capture, clarify, organize, reflect, and engage.

4 How to capture everything in your GTD system?

The first step of GTD method is to capture everything that has your attention, whether it is a task, a project, a goal, an idea, or a reminder. You need to collect all your inputs in a single inbox, such as a notebook, an app, or a folder, and then empty it regularly. The purpose of capturing is to free your mind from the burden of remembering and worrying about things, and to create a comprehensive inventory of your commitments and aspirations.

5 How to clarify and organize your GTD system?

The second and third steps of GTD method are to clarify and organize your captured items. You need to process each item in your inbox and decide what it is, what it means, and what you need to do about it. If the item is actionable, you need to define the next action and the desired outcome, and then assign it to a category, such as a project, a context, a calendar, a waiting list, or a someday/maybe list. If the item is not actionable, you need to either delete it, delegate it, or file it for reference. The purpose of clarifying and organizing is to create a clear and coherent system that reflects your current reality and priorities.

6 How to reflect and engage with your GTD system?

The fourth and fifth steps of GTD method are to reflect and engage with your organized system. You need to review your system regularly and update it as your situation changes. You also need to choose what to do at any given moment, based on your context, time, energy, and priority. The purpose of reflecting and engaging is to align your actions with your goals and values, and to make the best use of your resources and opportunities.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?