I must say though I have come across a software that can automatically manage almost everything you mention in your article in a simple manner. The software is called, Virtual Filing Cabinet, and in one application it can manage all your emails, documents, scans, calendar events, notes, telephone calls, full collaboration etc. So I can click on a contact/company name and see all the communication activities associated with it and this is all linked and archived automatically . I highly recommend you check this software out because it’s quite impressive, affordable and great tool for a small office looking to manage all of its communication activities.

Haya

Thanks for your comments.

I’m not recognizing an issue with the depth or quantity of folders. I generally don’t run very deep. I sort of pick off the Next Action Item (NAI) and leave the rest in broad terms. For me, and the work I do, I find that closely defining steps or tasks ahead of time is counter-productive because they always seem change. I’ll outline main steps in the body of the primary project. In some cases – especially where more people than me need access, I’ll set up something on Google Docs and just make reference to it in Outlook. I’ll also use the paper pad system for some things – again, making reference in GTD to it. My initial reaction was that everything had to somehow go inside of GTD but it doesn’t. GTD is for keeping track of where things are. Putting an item in the GTD system that locates and describes the resource fills the requirement. David Allen’s approach would be that you don’t have to clean out the hall closet but you do have to put an action item in GTD that says “clean out hall closet.”

Knowing how it’s going to fit into the system helps me address issues in a way that are system compliant including how I word emails, set the subject line, etc. I try to maintain as I go, deleting as much as I can. I maintain a hierarchy as strictly as I can so I can click folders quickly to get to the level I need.

Is the time you’re spending organizing offset by how quickly you can pull together what you need to complete tasks and the fact you’re getting everything done, not forgetting, etc.? I know that for me, hunting was always a big thing – and it still happens – but only when I’ve gotten lazy and failed to maintain my system. Sometimes it does feel like it’s taking too much time but the alternative seems to take even more time. It takes less time now than it used to. I type less, don’t create steps I’m not ready to take unless there’s a really good reason. I’ve relaxed into my system. The more relaxed and secure I get, the less time it takes. You’ll only know how little you can get by with when you see what’s not being used, or what you have to change.

I’m going to check out the formatting tools. Thanks for that tip.

Joy

What I find really difficult is to manage the number of folders for archiving stuff. I’m at nearly 100 subfolders already, for my ~5 areas of responsibility at my job. How do you manage that, and still are able to find things?

Also, I’d be interested in how you managed to cut down “system maintenance time” for your GTD system. I’m spending quite some time on organizing (too much time, I believe).

Regards
Ralph