I've been working to implement the GTD principles into my work habits for some time. It is a gradual process of getting rid of old bad habits and replacing them with new "best practices" habits. One of the principles of the GTD system that has had the greatest impact on the way I work is the "ubiquitous capture." It means that you get everything, and that means everything, out of your head and recorded into some kind of capture device. The idea is, if you free up your mental energy from keeping track of all the loose ends in your life then you will have greater mental energy for creativity and productivity. David Allen calls it "mental RAM." If you're using up all your mental "RAM" to remember to do this or that, to keep up with all your random ideas, to keep track of your shopping list, to remember all the errands you need to do, to keep track of your appointments, etc., etc., etc., then you don't have any free RAM to process the important things that you need to be focussing on right now. By capturing all of these "loose ends" somewhere other than in your head, you are "Ready For Anything," that is, at any given time your processor (your brain) has nice clean RAM to utilize on the task at hand when it comes up.

Before I implemented this principle I was characterized by the phrase, "I forgot." However, now that I'm not trying to keep track of everything in my head, when I don't do something it's because I didn't want to do it, not because "I forgot." I've found several tools that help me "capture everything." Here are some of my favorites:

• EVERNOTE!!! - this is by far my favorite capture tool. It is something that I am able to use in several different formats that keeps whatever I capture in one synchronized location. I'll have an example below of how I used this to capture some notes from a conversation at lunch with another preacher. I can capture snapshots for later use, notes of random thoughts, articles, web pages, etc. It really does a great job of being a "ubiquitous" capture device. This is a must get application and it's FREE.
• Next to Evernote, my favorite capture tool is my "Hipster PDA." This is the most functional and versatile PDA I have ever used! What I really love about it is that I built it myself. I found the instructions on 43Folders.com and thought, "hey, I can do that." I capture more information on it than any other capture device I currently use, or have ever used. It even syncs with my Evernote account! I'll show how below. Not only is it great for capturing everything but it also works very well as a means of sharing information with others. It's so cheep and easy to build that you can just give it to whoever you want to share the information with.
• I use mind maps also. When I capture an idea in my Hipster PDA and/or my Evernote account, if it is something that needs to be developed, I will then put it on a mind map and let the creativity flow! The great thing about mind maps is that you're not forced into a linear mindset. You don't get stuck on "what should follow this?" You just have your main idea at the hub and connect any thoughts relating directly to it. If these branches spur more ideas, you add them as branches to that point. It is a very effective way of organizing your ideas that allows you to think in a more natural mindset to creativity. Below is an example of how I incorporated all three of these capture tools on a single idea.

Using the tools above, when I process the information I've captured, I'm not missing anything. I have everything captured and don't have to rely on my memory to act on it. As I process through the information - usually first thing in the morning - I am able to plan my day and do some really productive work.

Here's an example:

While at lunch with another preacher recently I was asked about the word "captivity" in Ephesians 4:8. Our conversation sparked an interest to do some further study on this word. So I immediately took out my Hipster and wrote it down (yes, the Hipster PDA is just a stack of index cards clipped together in my pocket).

Then, after lunch when I had some time to flip though the cards in my pocket (processing), I knew I would not be able to do anything about this card that said "Captivity word study" until I was back at my computer. So I took out my phone and snapped a picture of the card and sent it to Evernote. Then I could throw the card away and get it out of my pocket.

When I was at my computer again and saw the card in Evernote, I wanted to just quickly capture some ideas for developing this later when I had more time. I opened up my MindMeister account and plugged it in.



The card is filed under "Sermon Thoughts" in Evernote with a note to "see MindMeister." When I'm ready to begin development on a new sermon I'll open the "Sermon Thoughts" folder and see the card, it will point me to MindMeister where I've already started developing some ideas on it.


When its fully developed I'll move the card to my "Ready To Preach" folder with links to MindMeister, presentations, notes, etc. Then, once I've preached it, I'll move it to my "Sermons Preached" folder with a note of the place and date it was preached.

Hope this is helpful. Let me know what you think.