... what needs to be done.

Now question the ideas/ Information -- Is it actionable?

If Yes -

Can it be done in 2 minutes or less? - yes - just do it now! If No - Put it in Next Action List.

If No -

• Discard it.
• Keep it as a reference.

... information so that you can find it later.

1. Next Action List: Two ways - Delegate it (someone may be better for this task) or Defer it (Do it later).
2. Project List: For all similar types of tasks create a project list.
3. Calendar: Put the time-specific urgent tasks.
4. Waiting For list: Like something you are waiting for (like - for a medical report or someone's reply)
5. Someday Maybe List: These things you want to do if you have some time (like - reading books etc.)
6. Reference material & Project Support material: keep it organized.

... and prioritize your work.

• Daily Review: Prioritise your tasks from the next action list and put it in your calendar. Use reference and other lists as needed.
• Weekly Review: First empty your inbox. Then review your calendar and update your next action list, calendar, and possibly someday maybe list.

Try to stick with the weekly review routine for this you can give yourself some rewards for that.

... in the right activity.

Engage in the work keeping the following things in mind -

1. Context: Is that task is capable of doing in this environment?
2. Time availability: Is there enough time to do this task?
3. Energy availability: As the day progresses your energy and focus diminises. So is there enough energy left to do that task?
4. Priority: Which task needs to be done now?

The threefold model for evaluating daily work -

1. Defining Your work
2. Doing predefined work
3. Doing work as it showing up

The first two are the basics of GTD but "sometimes things come up that just can't wait" for those we just need to use our experience to take that.

From '7 habits of Highly effective people' -

1. Important & Urgent- Crisis Management
2. Important & Non-urgent - High leverage activities.
3. Not-Important & Urgent: Interuptions
4. Not-Important & Not-Urgent: Time wasters.

We should always try to shorten the time of the 1st quadrant and use more time in the 2nd quadrant activities.