The importance of having a single Trusted System
May 24, 2014 3 Comments
Recently I received a first hand reminder of the importance of having a single place that your brain trusts will have all your stuff. The reason why this is so important is your brain needs to trust all that stuff is somewhere you can access immediately when necessary or else it will not “let go” of that stuff.
I saw a demonstration of what some people thought was “GTD” and was shocked at how they rationalized their multiple “systems” as a trusted system. Anyone who thinks email is a good place for a trusted system just doesn’t get GTD. They might as well just keep everything in their heads because they didn’t get any of the benefits of a unified trusted system for their stuff.
Many people (either consciously or unconsciously) try to keep track of everything they need to do in their mind or across several different “systems”, which is a big mistake. Our brains are optimized for fast decision-making, not storage. Trying to juggle too many things in your head at the same time is a major reason we get stressed out when there’s a lot going on. The best way to stop mentally thrashing and start being productive is to get all your “stuff” into your trusted system. Once the information is out of your head, it’s far easier to figure out what to do with it.
We all use trusted systems today and probably don’t know it. Your calendar is a trusted system. Once you put a meeting or appointment into your calendar your brain “lets go of it” and no longer keeps it in your subconscious. Why does your brain “forget” that meeting? Because it “trusts” your “system” (calendar) to remember it for you.
Similarly, your Contacts or Rolodex is a trusted system too. Remember back when you used to remember people’s phone numbers? Not long ago, some people prided themselves on their ability to remember tens or hundreds of phone numbers. How silly does that seem today? Why bother taking up long-term memory with that task when you can have a computer, smartphone or physical Rolodex do that job for you? Your brain trusts your system to remember the names, addresses, phone numbers, email addresses, etc.
When building a trusted system, simplicity is the key – less is more. Don’t confuse context like @home where the next physical action can only be done at home with “personal” like separating work stuff with personal stuff. In GTD, there is no distinction between business and personal – it is all “stuff” you need to do and it needs to get into your trusted system.