So, as a result of my post on feeling overwhelmed and discouraged, I have been reading Getting Things Done by David Allen as suggested by many of you. (Thank you!)

So, now that I'm reading it and am starting to implement the steps, I am curious how you guys do this. At one point I downloaded Photographer's Office and then didn't understand the concepts and then went to download it again and the Holritzs aren't using it anymore, so I downloaded iGTD per Nathan's suggestion on their site. Do any of you use this, have something like this? I like to keep things in one place, but I also understand the need for paper and reference, so I'm trying to implement both and what works with my workflow.

Perhaps I'm overthinking but I'd love all of your thoughts on HOW you implement this as a photographer. Are you paper based? Electronic? Both?

We have wrestled with this for a long time and have decided to stay strictly paper based. Oddly enough the deciding factor has nothing to do with ease of use or staying organized. We are a husband and wife team and find that we will go crazy if we have to sit at the computer any longer than we have to. This paper system allows us to sit at the breakfast table, go to a coffee shop or lay in bed and not have to push buttons or look at a screen.

hope it helps.

Hey guys! Yeah... I hate that we had to discontinue Photographer's Office, but the programmer was no longer willing to work with us on the project.

The most important thing is having a system of some kind where you can put EVERYTHING! Create tasks based on ideas ("research ____ "), responsibilities ("order ______ for client"), and things that come into your office ("pay ____ bill"). Make sure you always have a way of writing things down that come to mind at random moments.

And that brings me to the idea of paper vs digital. I totally get doing paper to avoid looking at a screen for a change... The problem is, paper gets lost, damaged, etc, and you only have it in one place. With digital (I use a web-based system that you can access on the computer and on iPhone or PDA), you can access your lists anywhere, and all your information is backed up by default. I also think it's important to learn to utilize current technology and all its benefits.

Just a thought....

Are you mac or PC?

On a mac, I implement the GTD system using Omni Focus

It really is my brain dump!!!!!

The most important first step is to 'clear your mind' and omni focus really does that. I even encorporated this methodology into my photoshop workflow, and actionset

Then once you clear your mind - you need to work on ONE CONTEXT or ONE PROJECT at a time - calls to make, great make them all at once and stay focused. It is a bit of a trick to learn the software that helps you stay in context - but once you do it - then you're on track. The goal is to keep that overwhemled feeling out of your life and allow the creativity to flow.

If you have not found your emotional center, the GTD methodology won't help you get there - once you've found the calm and creative center - GTD will help you stay there - so you might try a book that will help you find that spot, then use the GTD methods to stay there.

Nathan
I've listed to GTD and I loved it. I want to implement it into my daily life. The problems comes in when Amanda and I share responsibilities. She 'creates' tasks for me (she reaches the end of her part of a workflow) and in turn I create tasks for her (I finish my part and hand it back over). Have you run into this with Amber? It really is different than having just another coworker. It seems like we cross over each other a lot more. Maybe our flow is too complicated. I just haven't found a way for us to keep our responsibilities clean and separated.

Thoughts?

Any other h/w teams have this trouble?

Here's what we do and this will only make sense if you understand pretty much all of David's book. This would work for one person or a h/w team.

1) Capture - we have an inbox on each of our desks. It's just a letter tray. It collects things we need to act on - notes, bills, checks, ads, papers, everything. If something is too large for the tray, we take out a sheet of paper, write the thing on it, and put that in the inbox. We also use a PDA to collect our thoughts when we're out as well as our email inboxes and our voicemail.

2) Process the inbox - every so often we have to process what's IN. That means taking messages off the machine, reading email, dumping the PDA to the computer and then taking things OUT of the inbox and putting them down as a task.

3) Organize into the 6 buckets:
a) Calendar - we use Successware as our calendar because it's shared between our two computers. All appointments, clients, prospects, contracts, orders, everything goes right in here as well. I can sync Successware with my PDA too.
b) Tickler File - we have a file between our two desks that says exactly that - Tickler File. We have it setup just like in the book and we use it to store things we're waiting for until a certain day, reminders (once a month bank record downloading, email backups, sensor cleaning, etc).
c) Reference - weddings sorted by client last name, others such as "car records" "house projects" etc. in the file folder below the tickler file.
d) Trash - obvious.
e & f) Next Action and Waiting for list... These are the crux of the GTD method and we use http://www.bridefreak.com for it. BrideFreak is my "photographer's version" of TaskFreak installation. It's an online, on your own server program that you can install, customize and then use to enter ALL of your tasks. We can assign them to a certain user (great for h/w, Nate) and we can put deadline dates on each task, mark a certain % done, etc. We also have a "Waiting for Client" part of BrideFreak now that we can mark so we know it's not our job to do that next. Taskfreak/Bridefreak is available anywhere you can get online as well so it's easy to add tasks & clients to. I created my own custom templates to import tasks so if we book our "Package C" I open the template for Pkg C up, insert the client name, put the wedding date in, hit enter, save the file, import it, and ALL the tasks associated with that wedding INCLUDING the dates they are now due are all right in there!

The rest is basically DOING it. Just gittin r dun!

As someone mentioned earlier, we use Omni Focus and it has been AMAZING for us. There's a lot you can do with it, but it has really helped us implement the GTD system. If you haven't checked it out, you definitely should!!

I would make sure to keep you individual task/project lists. Just create a separate project list for your clients, and review it at the beginning of each week together, putting into your own task lists the items that are your responsibility. Then at the end of each week, meet together again to go over the project lists, checking off items that are done.

Amber has typically been the image/album processor while I have been the administrative person (finances, main email address, contracts, techy, etc), so naturally the duties that come in have fallen accordingly. Make sure that your roles are clear.

Matt! I'm impressed by your thoroughness in following GTD! I would say that most if not all paper in your office can be done without though, so you might look to simplify that. We haven't created a client folder in over a year - all meetings, contracts, receipts are recorded digitally and saved as PDF's. Electronic task lists with repeat due dates can replace paper reminders for bill payment, bank downloads, etc

I'd really be interested to see David Allen update his book with all the technology out there that can replace paper.

Ive not read the GTD book, although it sounds interesting, but my system is mostly paper based as per below...

Day Book - Each morning I write down what I need to get done that day, sometimes its generic (reply to emails), other times its specific (send order to lab etc). I cross things off as I go, and as I think of new things, I add them in. Having them in one spot helps because then I can flick back and see if there is anything I forgot to do - I collate all the unfinished tasks into a new list every few days (non urgent things obviously).

I also use my day book to write down notes while Im on the phone, and also phone messages. This helps because it saves me losing that piece of paper that had Ms-Xs-who-rang-and-wanted-to-book-me details on it.

Thats my base organisation.

On my email I flag emails I need to reply to, and once I do reply I either delete it, print it or move it to a relevant folder.

Each of my clients has their own folder on my shelves which holds their contact details, copies of all invoices/receipts and correspondence from them, which I update regularly, as well as their backup discs.

Diary is still paper based as well - it has all my booked jobs, client meetings etc in it. With the front year-to-a-spread section at the front I highlight and title all my booked dates, so I can see at a glance if I am available or not.

So thats me. Its taken me a little while to get to this point, but it works well for me

Oh and I choose paper since my computer generally has a heart attack if I try to open things when I really need them but when I upgrade it, I MAY go all digi.. will see

Let me tell you why I do NOT do this (even though I have the technology).

I think like both a lawyer AND a photographer as you know.

Let's say I'm your client and we have a bad issue. You say "it's in the contract" and I say "that's not what we signed - we never got a copy from you either!"

You say "yes this is what you signed, I have it right here."

I say "you have a digital copy and you're a photographer - do you or do you not know how to completely remove parts of that document?"

If I have the *actual* piece of paper they signed... well that's different.

As far as receipts, I DO need a receipt scanner. Meetings & contracts I will always ALWAYS keep a hard copy for legal reasons.

Good point, though I have attorney clients who verified with me that PDF copies of contracts are completely legal. I try to always use blue pen to differentiate copies from the original.

The reality too, is that you can lose your original version of the contract. I won't ever as I have multiple backups onsite, offsite, and even on the Apple servers!

After hearing your speak this weekend Nathan, and then chatting more on our drive, Chris and I are ordering the book, looking into a PC version of iGTD (or something comparable) and have have put "hours" on our business. This week isn't a good indicator of how it will all pan out since Chis is sick and we're a bit stressed trying to play catch-up and get him healthy, but it already feels MUCH better saying, "our business hours are from 9-6" and after 6 we no longer need to answer the phone, and can step away from the computer. The boys appreciated that tonight as well! And our goal is to have a daily schedule in place in the next few days.

can't wait to get the book and get some more ideas.

so I was searching for a PC program to help with this and fourn My Life Organized has anyone heard about this, tried it etc?

I was also looking at backpack, which I believe is a free application. I'd love to hear some feedback, or other ideas/applications especially from those who would need to sync with their home computer or spouse. my concern is like Nate mentioned, working with Chris that we both know where things stand, what's done, or what still may need to be done.

I'm so glad that schedule thing is working for you guys! It really is amazing how effective it can be.

I had forgotten about the My Life Organized application... You can also take a look at Easy Task Manager . It's a pretty cool little application with some synchronization capabilities that would be good for working with Chris and keep all your data up to date.

Thanks Nathan, I'll look into it.

Off topic: after the boys video chatted with you and Austin yesterday, ALL they have been doing is asking if they can do it again. I think I opened a big can o' worms

Count me in the group that also was influenced by Nathan's talk this weekend. I was already using iGTD to manage all my tasks, but after the presentation I went right home Sat. night and made a schedule for myself.

Previously I have avoided making a schedule because one of the things I like about working for myself is being able to sleep till whenever I want, do things when I feel like doing them, etc. But I realized (DUH) that a schedule doesn't have to be for certain times of the day: it can be relative. This is what my schedule looks like now, and it starts whenever I feel like getting up:

1-2 hours: correspondance
40mins: food and break
30 mins: reading
20 mins: play w/ dogs outside or walk
3 hours: GTD reactive

(food, nap, until later in evening)

1hour: correspondance
2-3 hours: GTD proactive

(Weds errands instead)

It was important to me to include twice a day email corresp. since I like to be able to respond to people, esp. potential clients, same day. I made sure to include in the schedule some "outside" time every day cuz I haven't been getting enough of it, and the "reading" part is so I can make some headway with the huge stack of self/biz improvement books I have amassed. I'm currently on Rich Dad Poor Dad.

Also I LOVED the idea of seperating tasks into "proactive" and "reactive", aka working on my business vs working IN my business. Before this I would usually do one or the other for weeks or months at a time, which meant that for the most part important networking tasks got put off forever in favor of serving current and prospective clients, which Im sure didnt help those vendors goodwill or likelihood of referring me.

I also noticed I was spending a lot of time half-working: ie do something for a while, then go on forums for a bit, then do something else, then answer emails...my focus was all over the place and I was spending ridiculous amounts of time at the computer, with only semi-productivity to show for it.

As for the OT, I'd attached a screen shot of my iGTD screen. On the left you can see the various Projects I have: some of them (like Business General Tasks, currently highlighted) are continuing, a place for me to write down stuff that doesn't fit in other categories. I have all my clients listed by type of shoot and then subcategorized by name, and then I have templates that I use for each client for all the tasks I will have to do for that client (I can cut and paste those into a new client project without writing it all out again) --for example when a wedding client books me, I put their name as a subproject under "Shoots: Wedding". Then, if they booked say my $4500 package, I copy and paste the list of tasks from my $4500 package template project into their project, and then assign dates to all the tasks I can (ie date of the wedding, date the edit has to be done by, date I have to order event cards by, date their second payment is due, etc...). Each package I sell has a different set of tasks associated with it: for example my $6500 package includes a 2nd shooter, so I have tasks in that one that cover booking and confirming the 2nd, sending him my 2nd shooter contract, receiving and uploading his images after the wedding, etc...these tasks only apply to this package and not to the other 2 packages, which is why I have a seperate template (set of tasks) for each package level. Template creation is something I got from using photographer's office: as far as I know it is not an inherent part of iGTD the way it is built into PO or some of the other programs out there, but it's an easy add on...you just create one or more template projects like I have, and then copy and paste all the tasks within it whenever you open a new project of that type.

For other categories that do not need a template, like business tasks or vendor projects, I just add the tasks that I need to as they come up.

A good way to think of it is this: every simple, singular thing you need to do (call XXX, mail XXX, upload XX wedding) is a task. Anything that requires more than one step or action is a project. The Context tab is just used to mark where/how each task is done: ie phone, computer, errand, studio meeting, outside shoot...it can also be used to assign tasks to different people if you have others working alongside you; for example you could have a context called "me" and a context called "my husband", and anytime hubby wants to know what tasks are his responsibility he would just click on the Context tab and then click on his name--all the tasks that are assigned to him would be listed. Because I am a one person show, I rarely use the Contexts view: times I do use it would be if I need to know how many phone calls I need to make today, so I can make sure to get started with enought time to get through them all before business hours are over. The VAST majority of my tasks fall under the "computer " context.

Between using iGTD as an "idea dump" and the schedule, I think I am well on my way to vastly improving my productivity AND my quality of life. I've taught the system to Brian as well and it looks like he will be implementing it or something like it soon enough too (he is also self employed).

I'm psyched to demo iGTD at the San Francisco PUG this month, and help more people to utilize this kind of system and improve their lives as I have done mine. Thanks a million Nathan for being the original influence in all this.

Lauren

PS one thing I LOVE about iGTD, that was not included in photographers office, is the "maybe" function: you can designate a task as a maybe, and it will have a little blue question mark next to it when you view it. You can see two of them on the attached screen capture. This helps me easily designate between stuff I need to do, and stuff I am just considering doing...I also love that you can take notes on a task, and/or link the task to a related document, email, or web page.

That's so funny Jen! I'm sure we'll catch you guys online again soon!

Lauren! I'm more than impressed! Wow!!! Thanks for the extensive explanation of how you're implementing all of it too! Project templates are so powerful! And I love your point about how a schedule doesn't mean getting up early in the morning. It's so true. The key is having a schedule... period.

I know you're gonna be incredibly productive with all this in place!

I totally needed this thread today. Feeling a little disorganized!!!

Lauren, you're rockin' it. This is exactly what I needed!

OK I need this I'm not sure I remember this concept in GTD book but its been a while since I read it cover to cover...can you expand on this thought...or anyone?

I have heard so much about this book that I just ordered it. Thank you all!

Hey Shannon! I'm not sure that the idea of proactive vs. reactive is a GTD concept. It's something that I brought up the other day when sharing with OSPW.

I think it's easy for photographers (including myself) to fall into a rut of simply reacting to everything that comes in - client phone calls, client jobs, cleaning up the accounting books, etc, etc. This approach puts you in management mode, making sure that everything is running smoothly and getting taken care of.

The problem is, if this is the only type of work that you do, your business doesn't grow at a very good rate, or even at all.

A photographer should design their business so that at least 50% or even more (my ultimate goal would be %75) of the time, their daily activities are proactive. And though it may seem simplistic, I think a large part of these activities should involve developing relationships with vendors, with potential clients, with current clients, whether through phone calls, delivering sample products, or setting up coffee, lunch, or dinner dates. You can also spend time beefing up marketing materials and refining your image in your target market.

Of course the main way that you're going to be able to be proactive that much of the time is by taking advantage of technology, employees, and third party companies to do the busy work for you.

Just a thought...

Thank You so much Nathan...that makes so much sense. I knew something was interferring with workflow and I could figure out why my workflow plan wasn't working, but now that you describe it that way it completely describes the *why*

Thank you!!!

Here's a page on how to actually get things done...I know sometimes we all know how to plan it out, but we still resist doing it!

Getting it done!

And I have a BIG 'energy' bar above my desk where i can post my projects based on priority/energy that I should be putting into a project. So it goes extreme-high-medium-low-idle

I push pin the tasks/projects below and move them around as needed. This allows me to glance above my computer and see what I need to be working on ANYTIME.

And a big thing that I think helps is posting what i've gotten done BIG. When I can see I've accomplished something, it helps fuel me to keep going! So don't throw out your to-do--mark it all up DONE and post it where you can see it. I know other creative people who fill walls with these!

Another great life-work organizing program is LifeBalance by llamagraphics. Very similar to iGTD from what I can see. It allows me to make sure I'm not sacrificing my personal life and shows me what I can do to bring it back into balance as well as organizing projects, reminders, tasks, priority even organizing by where you can get it done! Pretty sweet.

It works by combining both top down and bottom up planning (think part GTD and part Franklin) to create an awesome system of getting EVERYTHING done.

Hope that helps!!!