Getting things done mid submission
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Transcript of Getting things done mid submission
Getting Things Done
the art of stress free productivity
From the New York Times bestselling author
David Allen
Group 7 3
Stay focused at all times
You are fully available!! And you are on!
To have an overwhelming number of things to doStill function productively with a clear headAnd positive sense of control
Best way to be fully present & engagedYour attention is completely at your command
What you are doing is exactly what has to be done nowForget about your whole spectrum of commitments and interest
Productive work is possible
A great way to live and work
EffortProductiv
ity
Group 7 4
Lack of edges- Ever-changing world
Work no longer has clear
boundaries
Almost everything could be done
better
More work, new demands,
less resources
Jobs and lives keep changing very frequently
Most of us have, in the past seventy-two hours, received more change-producing, project-creating, and priority-shifting inputs than our parents did in a month, may be even in a year
Group 7 5
Existing gaps in task management
The old models and habits are insufficient
Too much distraction with ever changing & increasing commitments every day
Ineffective personal organization systems
An overwhelming number of things to do
Less clarity on what to focus on now!!!
Group 7 6
The mind like water state
Clear mental space
No pull or push on anything
100% attention
Stay relaxed
Minimum effort & max productivity
Your ability to generate power is directly proportional to your ability to relaxClearing the mind to being open and appropriately responsive is the key
Key for a mind like water state
Sense of being in control
To get into ‘Productive State’
Not stressed out
Highly focused in what you are doing
Woudnt realize that time is passing by
Noticeable progress towards meaningful outcome
Group 7 7
How to manage commitments?
Write down the problem that is most on your mind at the
moment
Read an email about a new pressing issue in your department
Describe in a single sentence
the intended successful
outcome to that problem
Resolve the problem with a meeting
Very next physical action to
move the situation forward
Write an email?Call or text someone?Talk about it face-to face?
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The capture tools
Physical-in-tray
Paper-based note-taking devices
Digital/audio note-taking devices
E-mail & text messaging
Get it all out of your headMinimize the number of capture locationsEmpty the capture tools regularly
Success factors for capturing
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Clarify: Basis of organization
Many of the items that tend to leak out of personal organizing systems are amorphous formsDo we actually need to do something about them?Piles of messages which doesn’t warrant any action
What is it?
Many of the items that tend to leak out of personal organizing systems are amorphous formsDo we actually need to do something about them?Piles of messages which doesn’t warrant any action
Is it actionable?
No: No action requiredYes: If it’s about a projectDo it, Delegate it; Defer it
Yes or No?
Group 7 12
Workflow Diagram: Organizing
“Stuff”
In basket
What is it?
Is it actionable?
YesWhat is the next
action?
no
TrashSome day/
May beReferenc
e
Will it take less than 2 minutes?
Projects(Planning)
Project plans
Review for actions)
Yes
no
Delegate it
Defer it
Do it!!!!
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What to review when?
• Projects list• Calendar• Next action lists• Waiting for lists
Personal organization system
• Gather and process all your stuff• Update your lists• Get clean, clear, current & complete
The weekly review
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3 models of making action choices
The four criteria model for
choosing actions in the moment
• Context• Time Available• Energy available• Priority
The threefold model of
identifying daily work
• Doing predefined work
• Doing work as it shows up
• Defining your work
The six level model of
reviewing your own work
• Ground- Current action
• Current projects• Area of focus and
accountabilities• Goals• Vision• Purpose and
principles
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Enhancing vertical focus
‘You have got to think about the big things while you’re doing small things, so that all the small things go in the right direction’
- Arvin Toffler
For a greater rigor and focus
Clearly defined outcomes (projects) and next actions required to move them toward closure
Reminder placed in trusted system that is reviewed regularly
Key ingredients for relaxed control
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The natural planning model
Defining purpose and principles
Outcome visioning
Brainstorming
Organizing
Identifying next actions
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Natural planning techniques
The value of thinking about why
It defines success
It creates decision making criteria
It aligns resources
It motivates
It clarifies focus
It expands options
You always need to make it up in your mind before you can make it happen in your life
Clarifying outcomes
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Brainstorming
Brain storming
Don’t judge; Challenge, evaluate,
or criticize
Go for quantity, not quality
Put analysis and organization in
background
Capturing your ideas
Distributed cognition
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The basics of organizing
Identify the
significant pieces
Detail to the
required degree
Basics of organizing
Sort by • Compone
nts• Sequenc
es• Priorities
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Getting Started : Setting up the time, space and the tools
The big secret to efficient creative and productive thinking and actions is to put the right things your focus at the right time.
The most efficient way of managing a workflow is about laying out the gear and practicing the moves so that the requisite thinking happens more automatically and it’s a lot easier to get engaged in the game
As you get started down the GTD path, it is information and suggestions you will very likely want to revisit at some point to glean a new level of application
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Setting aside the time
Create a block of time to prepare a workstation at homeReduces resistance to work
The ideal time frame to implement the entire process is two daysWorth the time in terms of your productivity and mental health
Avoid interruptions as it can double the time takenGetting to ground zero in one contained time period
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Setting up the space
Choose a physical location to serve as your central cockpit of control
The basics for a workspace – writing surface, in tray and space for core digital tools
Space for a phone, a computer, stacking trays, working file drawers, reference shelves
A functional workspace is critical Essential to have a dedicated,
individual and self contained workspace – at home, at work and even at transit.
Everyone must have a physical locus of control from which to deal with everything else.
Essentials
The critical factor
Group 7 25
An office space in transitDon’t share space with
spouse
The combination of a good processing style and the right
tools can make travelling a highly leveraged way to increase productivity
It is imperative to have your own workspace – or at least
your own in tray and a place to process paper and physical
material
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Critical factor of filing system
The lack of a general reference system can be one of the greatest obstacles to implementing a personal management system
You will resist the whole process of capturing information if your reference systems are not fast, functional and fun
Unprocessed unorganized material produces a block in the flow part of the workflow
Group 7 28
Success factors for filing
Keep your general reference files immediately at hand
Use a A-Z alphabetical physical filing system for general reference files
Make it easy to create a new folder – to ensure supply within reach
Make sure you have plenty of space for easy storage
Label your file folders with an auto labeler
Purge your files at least once a year
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Capturing : Corralling your stuff
Search your physical environment for anything that doesn’t permanently belong where it is and the way it is..
Gather the things that are incomplete, things that have some decision about potential action tied to them.
They all go into in, so that they’ll be available for further processing.
Physical Gathering
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Issues of capturing
What if an item is too big to go in the in-tray
Write a note on a paper representing it and put it in the in-tray
What if the pile is too big to fit into the in-tray
Create stacks around or even in the floor below it
Instant Dumping
When it is evident that something is trash, go ahead and toss it
Be careful of the purge and organize bug
Break it down into smaller chunks and capture them as little actions.
I cant lose that thing
Create an emergency stack close at hand
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Start the search !
Start looking for necessary material all around – desktops, laptops, desk drawers, countertops, inside the cabinets, floors ,walls , shelves, equipment , furniture and all the other locations.
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Processing guidelines
Basic rules to follow :Process the top item firstProcess one item at a timeNever put anything back into in
The key processing question is “ What is the next action ? “It is likely that a portion of your in tray will require no action.
There will be 3 types of things in this category Trash Items to incubate Reference material
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And if there is an action, what is it?
The action step needs to be the absolute next physical thing to do
• Once you decide what the action step is
• Do it ( if the action takes less than two minutes )
• Delegate it ( if you are not the most appropriate person to do the action )
• Defer it into your organization system as an option for work to do later
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Organizing: Setting Up the Right Buckets
After Post processing
Need to Organize the output
Workflow Diagram
Group 7 39
Organizing: Setting Up the Right Buckets
Projects list
Project Support Material
Calendared Actions and Information
Reference
Someday/Maybe
• Keep categories distinct from each other• No need
to prioritize the lists
Organize the output
Next Actions
Waiting for
Group 7 40
Organizing: Setting Up the Right Buckets
Calendar
Include • Actions that need to be done on specific day or
time• Triggers for activating projects • Events to participate in • Decision Catalysts
Next Actions
Organize by context like:• Calls• Errands• At home
Waiting for
• Review enough to determine need for any action
Read and Review
• Items in this list along with emails that require actions are reminders themselves
• Pull emails requiring action into a separate folder in one’s email system
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Organizing: Setting Up the Right Buckets
Projects
• Provides single place to review all projects for needed actions
• Subdivide projects by categories like Personal/Professional
• Identify subprojects • Just need to know what projects are there and find
associated reminders
Project Support
Materials
• Do not use them as reminders• Develop Adhoc project thinking where ideas are
triggered and they are captured
Non-actionabl
e data
• Includes reference material and “Someday/Maybe” types
• As important as managing action and project reminders
• Reference systems include general reference, large category, rolodexes, contact managers, libraries and archives
• Do not call “Hold and Review” as part of “Someday/Maybe” list
• Trigger ideas not ready for action on calendar