So I’ve been using my hybrid GTD system which merges David Allen’s Getting Things Done, with Dan Sullivan’s The Strategic Coach Philosophy.

As I continue to find the right balance between the number of contexts that I have, and the projects I need to complete I am finding myself constantly re-examining the way I am defining a set task.

Old Way:

For example, in my old to-do list system I had one item entitled “Post Blog Entry.” Ideally I wanted to post something every other day, but I found it hard to sick to that system. This meant sporadic and unreliable posting schedule.

New Way

When you factor in context and the type of day I actually discovered that blogging was a four step task.

1) Research blog post ideas, which fall into my buffer days.

2) Draft a blog post, which I would normally do on my Focus days

3) Review the blog post, which I would do on a buffer day

4) Post the blog post, which I could do any day.

* If you’re confused about the types of days, see the second post of my GTD series.

Why This Works

This breaks down the vague concept of “Post a blog entry” into concrete steps that I can actually do on different days while optimizing my time.

So on my buffer days, when I’m in research mode, it’s natural for me to be surfing the internet for cool stories. Instead of forcing myself to switch gears into writing mode, I simply flag the appropriate subject matter and email it to myself, or write a post it note on my mac.

On my next Focus day, I have already done all the grunt work, so I merely need to write up my findings. I can do multiple post drafts in a sitting because once I get my writing groove on, it’s easy to switch from one entry to another without having to jar my flow by needing more research.

When it’s time to edit, I’ve had some space from the piece, and am doing buffer related tasks. My buffer days tend to be filled with many smaller tasks which gets me in a good rhythm which prevents me from dawdling over a particular post.

That means posting has been reduced to a click of the button which can be done every other day with the peace of mind that I am posting pieces on a regular schedule.

I love GTD!!

I’ve merged two GTD philosophies and technologies to produce a system that is the embodiment of perfection and efficiency. Sort of like the borg! (If you’re not familiar with Star Trek Terminology then just read on.)

In the first part of this mini-series I spoke a little bit about GTD philosophy including David Allen’s Getting Things Done, and Merlin Mann’s fantastic 43folders

The power of the system lies in the ability to assign tasks a context which takes into account where you are and what you have at your disposal at that time. So if you’re out and about vs. if you’re at your computer.

Which is all fine and good unless you’re like me, and the tasks are mainly done on your computer. Then I stumbled across Dan Sullivan, business strategist extraordinary, and the brain behind the Entrepreneur’s Time Management schedule.

DAN SULLIVAN STRATEGIC COACH:

The system outlines three “types” of days that Entrepreneurs should use to manage their time. From the site

1) Free Days

A Free Day is a 24-hour period, Midnight to Midnight, in which you, the entrepreneur, do not engage in any business-related thinking, communication, or actions. The idea is that by taking time away from the business to rejuvenate, you’ll tap into more energy and creativity.

2) Focus Days

A Focus Day is a 24-hour period, again Midnight to Midnight, in which you spend 80 percent of your time on the activities that create results for your business. On Focus Days, you concentrate on your most important business-related activities, relationships, and opportunities.

3) Buffer Days

If Focus Days are for performance, Buffer Days are for rehearsals. On Buffer Days, you handle all of the details that would otherwise distract your attention on a Focus Day. You use these days to catch up, clean up messes, delegate, and learn new skills. You use them to maintain and restore simplicity and order in your life – what could be more satisfying than clearing a week’s worth of phone calls to return from your to-do list?

How to use the days

Consider the emphasis and breakdown — Free Days first, then Focus Days, and finally Buffer Days, in a ration of about 3:3:1.

THE NEW SYSTEM

Ok, so stay with me here, I know it’s a lot.

You have David Allen who says we need contexts in order to be efficient, and Dan Sullivan who gives entrepreneurs a way to divide up you week. Mix them together and you get: a great set of contexts to use!

So now, I list all my tasks according to whether they are buffer tasks (Emails, phone calls, research), Focus Tasks (Writing, Consulting, Learning) and Free tasks (Readings, watching tv, hanging out)

At the beginning of each week I identify when each of my buffer, focus and rest days will be and voila, all my tasks are no organized based on priority and resources available.

It’s been working wonderfully for the last two weeks and I have been getting a lot more done.

I will let you know how the system is working, but so far, so good!