with David Allen
Bestselling Author of “Getting Things Done”
When I ask people how they are doing, one of the most common answers is “I’m so busy.” We are operating with constant to-dos and not enough time or space in our lives. Technology has made this worse, not better. I am personally pulled in so many directions and continually face challenges in using my task list properly. I know I’m not alone, so I brought one of the leading experts in the world on productivity methods, Mr. David Allen, to the podcast for two episodes:
Episode 51 | Getting Things Done: Alleviating Work/Life Overwhelm
Episode 52 | Making Space in Our Lives for What Matters
After decades of in-the-field research and practice of his productivity methods, David wrote the international best-seller Getting Things Done. Published in over 28 languages, TIME magazine heralded it as “the defining self-help business book of its time.” His book has sold over 3 million copies and his Getting Things Done (GTD) methodology has helped countless people globally.
Tell us about your book: Getting Things Done: The Art of Stress-Free Productivity: why did you write it and for whom? What has kept it relevant and interesting to you to this day?
My book is relevant for anyone who wants to stay on top of their world. It’s relevant today and will be in the future (even when we fly to Jupiter!) It’s about how you stay focused and clear amidst so many options for what to do.
Many people use their heads to keep track of what’s on their plate, but your head is a crappy office. Things need to be in appropriate lists and places, so whatever you do you’re doing it from a trusted choice. “Your mind is for having ideas, not for holding them.” The number of things you can keep in your head and manage is four. When there are more than four things in your mind, you are not able to be as present. It’s critical to capture, clarify and organize these things so your mind can let them go. It’s about clearing your mind!
What has changed since you wrote the first edition of this book in 2001, and even the 2nd edition in 2016?
What’s changed is the speed and volume of change and the number of channels from which information comes at us. People need self-management capability more than ever before with widespread remote and hybrid work. GTD is about parking reminders so you see them at the right time. Most adults are living in a world of distractability and the stress of infinite opportunity. An important habit is writing down ideas and interests right when you have them. Deciding the next action to take gives you a lot more in control of your life.
“Many people use their heads to keep track of what’s on their plate, but your head is a crappy office. Things need to be in appropriate lists and places, so whatever you do you’re doing it from a trusted choice.” David Allen
How has your book impacted peoples’ lives?
Getting Things Done has been transformational for more people than I could have imagined. Improving peoples’ lives has been a wonderful part of this experience.
What mistakes or lost opportunities is poor work-life management costing us?
Overhelm at work affects personal lives and vice versa. These GTD concepts have to be applied to both work and life. How comfortable are you with what you’re doing now? Or are you constantly thinking of wanting to do other things? Getting Things Done is about clarifying the things you want to make happen, and being appropriately engaged with them.
How has your GTD methodology helped people make space for what matters?
Most busy people lack time and space to reflect. When you free up your head, you make space for the inner world, the spiritual with a “small s”. What you do with this room is up to you! I’ve trained 100,000s of people in this methodology. It gives people more space and room in their consciousness. This space enables ideas and innovation.
“Your mind is for having ideas, not for holding them.” David Allen
When have you personally been most challenged with your work/life wellness (or balance), and how did you overcome this? Were you able to apply your own tools?
I eat my own dog food. But I fall off regularly and a lot of things have not been easy in my life. It’s not all cake and cupcakes; life is full of challenges. Training yourself to think about outcome and action as opposed to being a victim is important. “There are no problems, there are only projects.” When a challenge hits, ask what’s your next action in order to move the needle forward with this situation? I use the GTD methodology to deal with stuff that shows up in my life so I can appropriately be engaged with and handle it. Remember, you wouldn’t grow if you didn’t have curveballs. Ask yourself what lesson is inherent in this problem or situation?
I am intrigued by your growth when it comes to spiritual inner awareness. What are your thoughts on the time we are living in this world, and the rise in consciousness and spirituality many are experiencing?
I’ve been involved with a wonderful spiritual coach for 50 years, exploring who and how we are and what this planet is all about. Relax and know it’s all fine. People are learning and experiencing/growing. I’ve learned that the Earth is an educational ground designed not to be easy, but to challenge you. It’s not about free will but about free choice. You are going to be given options and the choices you make will help you grow. It’s about learning from our experiences.
Remember, you wouldn’t grow if you didn’t have curveballs. Ask yourself what lesson is inherent in this problem or situation?
I’ve heard you speak about the little voice or inner wisdom or guides that can only be heard when you have periods of silence and reflection. Can you share how meditation or other mindfulness techniques have helped you evolve personally?
I recommend whatever can get you to sit down and stop the world and do something that allows you to be more reflective and conscious about what you’re doing. Be quiet and listen to what voices show up inside of you. Journaling does this, helping you to unload your thinking. Many of the great writers and thinkers have maintained journals. This could also be free form writing. Give yourself half an hour to just write and unload things as they show up in your head; it is very healthy to do this! Find some reflective time to back off the day-to-day spin. Rather than wait until you burn out or get sick, work on building up this practice so you can better navigate any future challenges.
What is one book and one podcast you’ve found particularly inspiring?
“The Antidote” by Oliver Burkeman. “Happiness for people who can’t stand positive thinking”. You will laugh out loud when you read this great book. It’s about acknowledging and admitting your realities. “What you resist you’re stuck with.”
“Humankind” by Rutger Bregman. Debunks a lot of negative sensational press about how evil and negative people are. A lot of validated stuff.
OGN – Only Good News Daily. Publishes only good news, as opposed to mainstream media.
If you could have one wish for a better world, what would it be?
That the world perceives problems as projects. And that more people could be in the driver’s seat of making the world better.
About David Allen:
YOUR MIND IS FOR HAVING IDEAS, NOT HOLDING THEM.® That’s why David Allen created Getting Things Done®. GTD is the work-life management system that has helped countless individuals and organizations bring order to chaos. GTD enables greater performance, capacity, and innovation. It alleviates the feeling of overwhelm—instilling focus, clarity, and confidence.
After decades of in-the-field research and practice of his productivity methods, David wrote the international best-seller Getting Things Done. Published in over 28 languages, TIME magazine heralded it as “the defining self-help business book of its time.” In 2015, he released a new edition of the book, with new insights, updates, and discoveries about the GTD methodology and its many personal and professional applications.
Today, David Allen is considered the leading authority in the fields of organizational and personal productivity. The David Allen Company, run by David and his wife Kathryn, oversees the certification academy and quality standards for Global Partners offering Getting Things Done courses and coaching around the world.
Learn more about GTD on the Getting Things Done website.