JUSTIN BAEDER

An Essential Question

How can I tame the tsunami of work that washes over me each

day, without getting overwhelmed?

What We’ll Explore

• How to deal with requests from staff in a timely manner, without wrecking your plans for the day

• Why most people avoid their to-do lists and rely on a mishmash of systems that make it impossible to prioritize—and why using one app is far superior

• How to use a single master to-do list to get your priorities in order, without the usual overwhelm—even if you have hundreds of tasks on your plate

• The wrong (but extremely common) way to organize your tasks—and what to do instead to simplify everything

• How to use "pomodoro" blocks and backlogs to manage your priorities and your day so you can actually accomplish what you decide matters most

Prioritizing in an Age of Information Overload

The First Act of Leadership

The first act of leadership is to decide what matters.

You have more to do than you can possibly get done, so you must prioritize and constantly re-

prioritize as events unfold.

Apples to Apples

You can't compare options for what to work on when it's all in different places and media.

Latest & Loudest

As a result, we pay attention to what David Allen calls "latest and loudest"

One Place

Having everything in one place lets you prioritize.

Why Use An App?

Much of your information arrives in electronic form. Easily add non-electronic info with mobile apps,

email, dictation, etc.

Why Use An App?

A single, consolidated list quickly becomes overwhelmingly long.

Recommendation: ToDoist

Using an app like ToDoist, organize your tasks into manageable sub-lists to minimize the number of

items you see at once.

Choosing An App (If Not ToDoist)

Choose an app that offers mobile, web, and email input so you can avoid keeping tasks anywhere else.

Reflect

Where do you currently keep/track reminders of unfinished tasks?

Managing List Sprawl

Do Now vs. Write Down for Later

Prevent list sprawl with The 2-Minute Rule.

The ToDoist Inbox

Quickly add new tasks to your ToDoist inbox

Organize By Action

Don't organize by abstract category or area of responsibility; organize by action—e.g. the type of

work you will actually do, where, or when.

Process: Inbox to PEEPs

Drag tasks to specific Projects (PEEPs or backlogs)

Use Agendas

Agendas are useful for storing items to be handled with a specific person, in a specific recurring

meeting, or in a particular newsletter.

Agendas for People & Meetings

Agendas are useful for storing items to be handled with a specific person, in a specific recurring

meeting, or in a particular newsletter.

Sort In “Do” Order

Sort lists in the order you plan to do them, reordering any time your plans change. Always do

the item at the top of the list first.

PEEP

A Place for Everything, and Everything in its Place.

Block Out Time

Use your calendar to block out time for especially time-consuming tasks.

Treat (Some) Lists as Backlogs

Use backlogs to organize your "as soon as I can get to it" work.

Why Backlogs Help

Backlogs allow you to track work you can’t do yet, but keep it prioritized correctly.

Your “Work In Progress” (WIP) Limit

Respect your WIP limit—give yourself permission to NOT start work you don't yet have bandwidth for.

Reflect

What “backlogs” do I need to create, so I can keep my work

prioritized?

Workflow

Route Everything To ToDoist

Route everything into your ToDoist inbox or a more specific list (PEEP).

Process: Inbox to PEEPs

Drag tasks to specific Projects (PEEPs or backlogs)

Have Specific Processing Times

Process your inbox daily at a specific time.

Touch It Once

Do as much on the spot as you can—the "touch it once" principle.

Batch Process

Batch items like newsletters, agendas, and other lists you can work through quickly

Inbox to Zero

When you sit down to work, process your inbox until it's empty—by doing or sorting.

Top Item First

When you look at any list, always do the top item first, even if you have to reorder it.

Draw The Line

Break your lists with a “WIGATI” (ASAP) task.

Due Dates Aren’t for Motivation

Reserve due date fields for true due dates.

No 2nd System

Resist developing a "second system." Keep everything in one system.

Avoid Conceptual Categories

Conceptual categories aren’t the right way to organize. Organize by action.

Reflect

What PEEPs/lists can you batch process?

Which need to be treated as backlogs?

AchieveDaily™

Separate Deciding from Doing

Plan the next day's work the night before—separate deciding from doing to maximize your willpower and

focus.

Prioritize Backlogs

Treat each project or other list as a backlog that needs to be prioritized sequentially.

Use Due Dates

Add due dates to anything that has a real due date.

Focus with a Timer

Use "pomodoro" blocks for intense focus.

Assign Tasks to Blocks

Use odd blocks built into your schedule.

Reflect

When do you typically plan your day?

Parkinson & Pomodoro: Getting More Done

in Less Time

Head-Down Work Blocks

Identify the key times of day when you'll do head-down work—as many as you can.

Head-Down Work Blocks

Put these on a project as blocks, and drag tasks underneath them.

Minimize Interruptions

Set expectations that you're not to be disturbed, and use headphones if you need to.

Pick Your Focus Tasks In Advance

Put specific tasks into each block, so you're deciding in advance rather than in the moment.

Reflect

What odd blocks of time do you need to make better use of?

List them in your to-do app, and drag specific tasks under each.

Recap

Recap

• Put all of your to-do tasks in a single app. Recommendation: ToDoist

• Organize your tasks into sub-lists, and treat each of them as a sequential backlog.

• Get your inbox clear daily, and work through backlogs sequentially.

• Set aside 4+ blocks of time to work through specific projects, and plan these the night before.

• Reorganize your system whenever necessary, but always keep it current so it reflects your real priorities.

Reflect

How could an electronic app help you get all of your tasks prioritized

and done?

What’s your next step?