Getting Things Done

I have decided to organize my workflow through my Google Apps. The first thing I took care of was to organize my Gmail inbox. My inbox had grown completely out of control. I spent about an hour moving recent, important emails into folders, creating new ones if needed. I also unsubscribed from every listserv that was clogging my inbox with irrelevant content. Once I had sufficiently organized all of my recent emails (about three months into the past), I archived the other 10,000 emails. I now had a completely clear inbox. The second thing I did was organize my Google Docs. I created folders for current work/class obligations and made ones for upcoming obligations. Every time I start a word processing project, it is done in Google Docs and placed in a relevant folder. The last part of the process was to place assignments, appointments and obligations on my Google Calendar. I entered events and obligations up to two weeks away and then set a reminder to do the same thing at the end of the two weeks. I setup a system to delete or file every email and immediately enter all scheduling obligations when I receive them. If they cannot be immediately organized the email is marked “New” for later action.

This process was at once challenging, overwhelming and finally liberating. The biggest step was organizing my email. I was in the habit of letting emails fall into the vast abyss of my inbox, with the knowledge that every email in it is in need of action I am better able to organize new information and priorities. It is sometimes hard to refrain from reading an email on my phone when it first arrives, but I remind myself that it will only be properly taken care of if I wait to deal with it until the next time I am on my computer.

The implementation of a workflow system has been an excellent start to becoming a more organized student and employee. It helps me to compartmentalize my time and know when work will be completed. My goal is to maintain this system and modify it over time. So yes, I will be maintaining my email, calendar and work document processing system.