“Buckets”

Chapter seven of David Allen’s Getting Things Done talks about organization and setting up “buckets.” In a previous post, we talked about capturing and clarifying all of our “stuff” out of our mind. We also talked about the use of “containers” and organizing a workflow space. Now, we will bring all of these concepts together while describing the use of “buckets” and going more into depth about creating lists for your mental buckets that was previously briefly described.

What are buckets?

Buckets are the use of folders (or the trash can!) within a work space to organize the stuff that is clarified. As previously described, project lists, someday/maybe lists, reference lists are all buckets.

Bucket Categories

According to David Allen, there are eight basic categories of buckets.

• Projects
• Project material
• Calendar actions
• Next actions
• A ‘Waiting For’ list
• Reference material
• Someday/maybe list
• As soon as possible actions

Projects & Project materials

As described in a previous post, projects are any task that takes more than one step to complete. Projects could be small like sorting through old papers, sorting through your garage, getting a new bed, a family reunion, etc. Small projects could take about a week or a couple weeks to complete. Big projects however, could take months to a year to complete. For example, replacing the roof/floor of your house, new house/apartment searching, a wedding, adopting a baby are all huge projects that could be overwhelming. (I just got engaged and have no idea where to start!)

Also, why is it that whenever we have a big project to complete, something always goes wrong? When you have just enough money to fix a leak in your roof, your car breaks down, and you’re all of a sudden back to another budget. Meanwhile, it is winter season and once again, another blizzard is coming this weekend. While this example may be a little exaggerated, life is stressful! There is no denying that everything does not always go to plan. Using these lists will help to keep forward with your plans and deadlines on multiple projects instead of feeling like you are always stuck in the same rut with failure to complete anything! (I’ve been there, and still have not managed to fully get out).

The project materials list is pretty straight forward. This list will include all of the materials you will need for each project. For example, with replacing the roof project, one might list tools needed, a hammer, nails, etc.

Calendar actions

Note: This is not a list. Calendar actions are placed onto a calendar.

A calendar includes calendar actions. For example, action items are specific with time or day. For example, calling someone at a specific time or on a specific day. Deadlines, appointments, meetings, etc. are all placed onto a calendar. Only specific things that cannot be missed needs to go on the calendar. Therefore, actions that do not need to be completed by a specific day but you would like to complete on that specific day will most likely be pushed to days, weeks, months after. This is the reason for an as-soon-as-possible list for all of the action items that can be completed to look upon when there is time.

Next actions/ As Soon As Possible actions

Next action items are actions that complete the next step into completing that project or task. For example, you are planning to go on a week long vacation in a few months. You are not going to make reservations for dinner before finding out where you will be staying. Therefore the next step would be to look for a hotel in your vacation area. However, the next action item to complete that next step would be to make an appointment with a travel agent for packages and discounts.

As stated above, as-soon-as-possible actions are actions to be completed when there is free time. For example, I used to practice clarinet in high school. However, I would have loved to practice every day but I did not have time to. Therefore, instead of placing it into an agenda or onto a calendar every day, practice clarinet would be placed onto the as soon as possible list. Also, If another project is more important then these actions you wish to be completed can be placed onto as soon as possible.

“Waiting For ”

This bucket will include any action item that involves another person. For example, you lent money to your friend. Your friend said they will return the money to you by a certain date. Therefore, this action item would be placed onto this list. Another example is planning a vacation. If you decide to book a vacation through a travel agent, at some point you will need to wait for a call from your travel agent before making progress on other plans for this vacation.

Reference Material

Reference material involves any piece of information that you will need in the future. For example, some adult things will require you to identify your income like health insurance, medical assistance, etc. Therefore, one would keep pay-stubs from previous months in this folder. Another thing to keep in this folder is previous years taxes, car inspection paperwork, finances, etc.

Someday/maybe

This list will include all of the possible projects you would like to accomplish one day in the future. For example, planting a garden or finding time with a busy schedule to read a certain book might find its way onto your someday list. Another example would be to travel to a different country or gather up the courage to ride that roller coaster this summer.

This list could be confused with a bucket list. However, with my perspective, a bucket list is known as everything someone wants to do before they die like bungee jumping or skydiving. However, that individual more than likely will not believe that those actions can be completed because they can be to extreme like “travel the world.” However, a someday/maybe list include smaller projects that are more “realistic” to turn those big dreams into a reality.

My Buckets

What is all of this information without an example?

As of this moment, I only have three buckets included into an app called Todoist; calendar actions onto a calendar, a project list and a someday/maybe list. Within my project list are my next action items for that project. My project list includes planning for a wedding, creating a better prepared filing system (with a workflow space!), graduate from college, searching for a career, and searching for a place of my own with my fiance. My someday/maybe list includes participating on a Disney Cruise, participate in a marathon and travel to Paris.

Most of you have buckets without realizing. All you need to do now is retrieve those mental buckets, set aside the time, and put in effort to using them.