Post on 12-May-2015
description
Total, Relaxed Organizationdo more, in less time
without stress, without mess
Kevin Crenshaw, your coach
Executive CoachContract Executive (Rapid Change)
www.kevincrenshaw.com
@kcren
Kevin Crenshaw, your coach
Almost everyone feels overwhelmed
“Everyone needs a good mentor”
Kevin Crenshaw, your coach
practical “tricks ofthe trade”
what reallyworks?
what apps/devices are best
answers forspecial situations
I’m now your MentorInterventionUsually: 7 hours/personCompress: 2.5 hours
You need to:Take detailed notesJoin the exercisesAsk questions immediately
Your “Control Score”
How in control do you feel overyour time and tasks right now?
control
Rate Yourself: 0 to 100(0 = no control, 100 = absolute control)
Expect To Get
+ 1.6 hours/day!
60% lessgeneral stress
What do I need to do?
Participate
Schedule and finish coaching
Honor appointments
21-day follow-up emails
TrustworthySystem
What are yourtop 10 stressors?
and how toresolve/reduce
each one?
How would you feel if you…?
Chose something to do about it(a goal or resolution)
Selected a next action(make it happen)
Scheduled with ease(know it will fit schedule)
Knew you'd be notified when to do it(no chance of forgetting)
That’s your “Trustworthy System”
That’s your “Trustworthy System”
That, is Total, Relaxed Organization
Why traditional time management practices fail
Why traditional time management practices fail
Traditional: NOT principle-based
Principle vs. Practices
Why traditional time management practices fail
“Only touch each piece of paper once”
Must finish the whole project before youfeel successful
Must create or manage task list daily
Must sort task list by “Due Dates”
Fundamental Principals of Time & Workflow
You are only one person
one timeline
budget time in asingle calendar
have a single task list(because it’s actually an extension of your calendar)
Fundamental Principals of Time & Workflow
You only have one brain
multitasking is a lie
do similar things together
we focus on what we notice
Fundamental Principals of Time & Workflow
Collect points (the more you have, the worse it gets)
Your brain is not an acceptablecollection point
Fundamental Principals of Time & Workflow
Bad collection points
can‘t find things.dropped assignments.
chaos > uncertainty > procrastination > stress
distracted by many things at once.
Fundamental Principals of Time & Workflow
“Projects” are just tasks with more than one step
Problems and goals are “projects”
Small tasks fit between the cracks,
Large tasks must be budgeted
Fundamental Principals of Time & Workflow
Balance isn’t obtained by prioritizing,
but by budgeting
Fundamental Principals of Time & Workflow
Fundamental Principals of Time & Workflow
Everything needs a Home “no visitors allowed”
Putting them all together creates a conveyor belt for all you work
The TRO Workflow conveyor belt
The TRO Workflow conveyor belt
Collect Process Review Do
Re-Process
Decide next stepAdd notesScheduleAssign Contexts
Additional Steps
The TRO Workflow Conveyor Belt
Collect it all (briefly preview daily, weekly, monthly)
Process everything
Review tasks (briefly preview and daily, weekly, monthly)
Do next steps and re-process (until everything is done)
The TRO Workflow Conveyor Belt
Tasks & Projects move forward naturally to completion
Design Your OptimalWorkflow System
Tame Your Collection Points
Remember: A “collection point is anywhere stuff accumulates:
(What) No next step decided
(When) Not scheduled (next step, either flexibly or firmly)
(Where) Not in its home
Count Your CurrentCollection Points
Count Your Collection Points: How many of each?
Paper Notepads or Notebooks (1 per each now in use)
Paper task list, Paper To Do List
PC/Mac/Web Electronic Task List
Mobile Device Task/Notes Apps
Email Inboxes (Count 1 per inbox)
Contact/CRM Software with Tasks
Voicemail Inboxes (Count 1 per Inbox)
TXT Messaging (Count 1 per TXT, phone, WhatsApp
Work Desk Piles (1 per pile on, under)
Work Desk Drawers, Desk Shelves
Work Physical Bins/Boxes (in/out/bills)
Other Work Office Areas (Shelves, Storage)
Filing Cabinet (1 per drawer if they have lurking tasks)
Calendars w/ tasks (Paper, Digital, you calendar app)
Home Desk Piles, Drawers, Shelves
Home Physical Bins/Boxes ( In/Out, cardboard)
Home Outside Areas (Garage, Shed, Porch)
Home Other Areas (Junk drawers, each table pile)
Post It Note “Posting” Areas (1 per posting area)
Whiteboard, Corkboard (if used for tasks
Purse/Planner Pockets Clothing Pockets Voice Recorder (For tasks, ideas, reminders)
Floor Areas (Home and Office)
People You Ask to “Remind Me” (Admins, spouse)
Areas in Car (Glove box, Trunk, each seat with stuff)
Your Mind (Always counts as 1)
Other (Paper scraps, company task software, etc.)
Your Total: _________
7 Approved Collection Points Include
1. 1 Wire inbox on desk
2. 1 Task manager
3. 1 Email inbox (2 if separate work/personal)
4. 1 Notepad
5. 1 Voicemail inbox
6. 1 Portable paper inbox (in “portable office”)
7. Voice Recorder (optional)
Where do you work?What tools will you need?
Your Main Office
PC or Mac Desktop and/or Laptop
TRO-Capable Task List Software Outlook, Toodledo, Nozbe, Get It Done, Donedesk, Wrike, Paper planner, etc.
Huge list of TRO-Capable apps: www.priacta.com/gtdsoftware
Email Software Outlook 2010, Gmail, Apple Mail, etc.
Supporting Tools in Main Office
Good desk (drawers, file drawer…)
Hanging folders, manila folders
Paper trays, labeler
Buy or have on hand before continuing
Complete list in TRO OnlineTraining Lesson: ”Preparation: Gather or Buy”
Your Mobile Tools
Smart Phone (iPhone, iPad, Android, or other smart phone with Web access)
Paper Planner (Franklin Convey, DayTimer, create your own; must meet TRO criteria)
Task List Printouts (Special situations only)
or
or
Your Portable Office
Briefcase or laptop case (3 sections, closes securely)
(with)
Portable “trays” in briefcase (Plastic project folders, You will label them later to match your desk trays.)
The TRO Workflow conveyor belt
Collect Process Review Do
Re-Process
Decide next stepAdd notesScheduleAssign Contexts
Additional Steps
Set up your office forWorkflow Conveyor Belt
The TRO Workflow conveyor belt
Collect Process Review Do
Re-Process
Decide next stepAdd notesScheduleAssign Contexts
Additional Steps
Objectives (Conveyor Belt Setup)
Create good collection points
Establish “homes” for all your resources
Retire all bad collection points by……colleting all stuff to good ones
Zero uncertainty about where anything goeswhen it comes in
Supporting Tools in Main Office
Set up your A-Z file. It’s the “backbone” of your filling system
Decide on desk trays. Your desk traysare extensions of: your backbone A-Z filling system
Inbox
Outbox
Deferred
Read/Review
Bills
Choose the Trays you need
Scrap Paper
Shred
Other: ________
Burn Box (box on floor,
“slow trash can”)
You’re ready to “Sweep”.
When you’re done sweeping...
Clear Desk (will stay that way)
“Hot” and “Cold”
“Everything in its home, no visitors allowed”
Collect
Close your eyes and envisionHow will you feel?
Collect
Schedule a time to “sweep” your office
Process
Set Up your “Processing“Conveyor Belt
The TRO Workflow conveyor belt
Collect Process Review Do
Re-Process
Decide next stepAdd notesScheduleAssign Contexts
Additional Steps
First: Triage (Pre-Process)
Triaging is:Toss junk; communicate (>2min);enter tasks; file resources
All approved collection points
Then: Decide/Defer
Decide next step (projects)
Schedule:Smart DatesBudget
Files in home:Context(s)DeferredA-Z
Tasks need “Homes” too
Tasks in homes, via “contexts”: tags, categories or folders.
In TRO (unlike GTD), tasks and steps need multiple contexts because: you may need to see a task in more than one list: (Work), +Ops, 1Joe.
Define the “Homes” for your processing conveyor belt
Create your Master Contexts List
Major life areas: (Work), (Family)
Automatic meeting agenda items: +Staff, +Ops
1-1 or ad hoc meetings: 1 Bob, 1 Sheri
Other groupings for efficiency: Errands, Calls
Hidden benefits of Deciding & Deferring
Effective delegation and follow-up, focused meetings and teams, Projects move forward
Delegation means: asking
Every “Delegate Out” is a W/F “in”
Hidden benefits of Deciding & Deferring
If you delegate to anyone regularly, you need: regular meetings with them
Schedule follow-ups as W/F tasks in your regular meetings using task list categories or tags
Meetings, Projects andNext Steps
In Regularly-Scheduled Meetings, you will:
• Look at +Meeting and 1Person list. (These show you instant agenda items)
• Report back and follow up
Projects will move forward automatically this way.
“What we measure, improves. And if we report back,improvement accelerates.”
Q: What is your initiative grade?
(A: When do you act and report back?)
Top 5 levels of Initiative:
A Takes action, reports back periodicallyB Takes action, reports back immediately C Suggests what should be doneD Asks what they should doE Does it when asked (!)
Processing is the core skill of TRO
A coach (or the TRO Online Training System) will drill you on processing what you gathered.
Projects: Your Task Manager
Project Name / Next Step
(or)
Project Field
(or)
Project category or tag (for large projects only)
Email is no different
Review Do
Final two conveyors:Reviewing & Doing
The TRO Workflow conveyor belt
Collect Process Review Do
Re-Process
Decide next stepAdd notesScheduleAssign Contexts
Additional Steps
Reviewing
Reviewing is really previewing.
Daily Review: 5 min., “Must Do” Tasks Weekly Review: 5 min., “May Do” Tasks Monthly Review: 5 min., “Someday” tasks
Doing and Beyond
Doing includes re-processing
Additional training and purposes:
“Mind Dump” - Get all tasks off you mind
Strategic Calendar - Balance all life areas
Work Areas & Work Values - Focus on MPAs
Large Projects, Templates - Advanced needs
Decision Time
Dedicate and schedule your next step
• Self-Training (included) Online training at your own pace (~10 hrs.) Skim/work to “Accountability”, then do all
• ½ Day Remote Coaching (optional) 1-1 coaching in your office, coach on call
• EITHER WAY: 21-Day Follow-up Automated accountability and feedback
What’s at stake?
+ 1.6 hours/day!
60% lessgeneral stress
Questions
PRIACTAEXPEDITING THE WORLD’S WORK