ryanwold.net - Civic Tech, Bitcoin, and Open Government Innovation

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I'm a fan of the GTD (Getting Things Done) methodology.

David Allen talks through 5 steps of processing knowledge work:

* Collect - collect tasks, projects, and ideas
* Process - process ideas to set up action tasks
* Organize - organize tasks into projects; measurable action plans
* Review - prioritize work
* Do - complete tasks

He talks about the importance of maintaining context in one of these states at any given time; to avoid context-switching between these. Context-switching between states is inefficient and ineffective. The goal is to squeeze the tube of toothpaste (so to speak), and wring any tasks out of the work, before then deciding on which tasks to do. Don't context switch. Move through each state, in order, one at a time.

I created this very basic Chrome Extension to explore the idea of being explicit with `What state am I in?` at a given time. A backend server also tracks the state changes, so I can report on the CPORD events.

* Did I get through all 5 steps?
* How long did I take in each one?

The code for the Chrome Extension is available on GitHub at https://github.com/afomi/cpord-status.

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Update: June 21, 2025

GPT Summarizes each step as:

### Collect

The **Collect** step is done when every open loop—ideas, tasks, and relevant information—has been captured outside your head into trusted inboxes, leaving no lingering “I-need-to-remember” thoughts.

* Have I emptied every inbox? (email, notes app, physical paper, voice memos, browser tabs, mental reminders)
* Is nothing still rattling around in my head?
* Have I captured each new idea or commitment immediately into a trusted place?

### Process

**Process** is complete when each item in your inbox has been clarified into its next action, reference material, or trash, so the inbox is empty and every captured item has a clear meaning.

* Have I decided what each captured item *is*? (trash, reference, someday/maybe, actionable)
* For actionable items, have I identified the very next physical action?
* Is my inbox at zero when I’m done?

### Organize

The **Organize** phase is finished when every clarified item is parked in the right place—Next Actions lists, Projects lists, Waiting For, Calendar, or Reference—so you can see what you need at a glance.

* Is every clarified item parked in the correct bucket? (Next Actions, Projects, Waiting For, Calendar, Reference, Someday/Maybe)
* Do my Next Actions lists show only single, context-specific actions?
* Are project outcomes listed on a Projects list, not buried in action lists?

### Review

A **Review** is done when you have systematically scanned all your lists and calendar (at least weekly), refreshing priorities and ensuring nothing is outdated, so you trust your system completely.

* Have I looked over all lists and calendar entries since the last review?
* Are stale, completed, or irrelevant items cleared out?
* Do I feel confident that nothing is slipping through the cracks?

### Do

The **Do** step is complete for any given moment when you have consciously chosen and executed the best next action based on context, time, energy, and priority, moving your projects and commitments forward.

* Am I choosing the next action based on context, time available, energy, and priority?
* Do I trust that my lists are complete and current, so I can act without hesitation?
* After finishing, have I recorded any new follow-ups or results immediately?

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