Getting Things Done

The Collection Success Factors
Unfortunately, merely having an in-basket doesn't make it func-
tional. Most people do have collection devices of some sort, but
usually they're more or less out of control. Let's examine the three
requirements to make the collection phase work:
1 | Every open loop must be in your collection system and out
of your head.
2 | You must have as few collection buckets as you can get by with.
3 | You must empty them regularly.
Get It All Out of Your Head
If you're still trying to keep track of too many things in your RAM,
you likely won't be motivated to use and empty your in-baskets
with integrity. Most people are relatively careless about these tools
because they know they don't represent discrete, whole systems
anyway: there's an incomplete set of things in their in-basket and
an incomplete set in their mind, and they're not getting any payoff
from either one, so their thinking goes. It's like trying to play pin-
ball on a machine that has big holes in the table, so the balls keep
falling out: there's little motivation to keep playing the game.
These collection tools should become part of your life-style.
Keep them close by so no matter where you are you can collect a
potentially valuable thought-—think of them as being as indis-
pensable as your toothbrush or your driver's license or your glasses.
Minimize the Number of Collection Buckets
You should have as many in-baskets as you need and as few as you
can get by with. You need this function to be available to you in
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THE ART OF GETTING THINGS DONE I PART ONE
every context, since things you'll want to capture may show up
almost anywhere. If you have too many collection zones, however,
you won't be able to process them easily or consistently.
An excess of collection buckets is seldom a problem on the
high-tech end; the real improvement opportunity for most people
is on the low-tech side, primarily in the areas of note-taking and
physical in-basket collection. Written notes need to be corralled
and processed instead of left lying embedded in stacks, note-
books, and drawers. Paper materials need to be funneled into
physical in-baskets instead of being scattered over myriad piles in
all the available corners of your world.
Implementing standard tools for capturing
ideas and input will become more and more critical
as your life and work become more sophisticated. As
you proceed in your career, for instance, you'll proba-
bly notice that your best ideas about work will not
come to you at work. The ability to leverage that
thinking 
with 
good 
collection 
devices 
th
at hand is key to increased productivity.
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Empty the Buckets Regularly
The final success factor for collecting should be obvious: if you
don't empty and process the "stuff" you've collected, your buckets
aren't serving any function other than the storage of amorphous
material. Emptying the bucket does not mean that you have to
finish what's in your voice-mail, e-mail, or in-basket; it just means
you have to take it out of the container, decide what it is and what
should be done with it, and, if it's still unfinished, organize it into
your system. You don't put it back into "in"! Not emptying your
in-basket is like having garbage cans that nobody ever dumps—
you just have to keep buying new ones to hold all your trash.
In order for you to get "in" to empty, your total action-
management system must be in place. Too much "stuff" is left
piled in in-baskets because of a lack of effective systems "down-
stream" from there. It often seems easier to leave things in "in"
Men of lofty genius
•when they are
doing the least
•work are the most
active.
—
Leonar

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