Getting things done at InfoJobs

October 2013

Getting Things Done at InfoJobs

STRESS MANAGEMENT

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I try to take one day at a time, but sometimes several days attack me at once.

—Ashley Brilliant

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No matter the circumstances always anticipate the unexpected

http://www.youtube.com/watch?v=04DcbaCP7iU

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If your mind is empty, it is always ready for anything; it is open to everything.

—Shunryu Suzuki 6

INTERNAL COMMITMENTS

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INTERNAL COMMITMENTS

Clarify your commitment 2

1 Get everything out of your head

3 Organize your actions

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EXERCISE 1: TEST THE MODEL

1.  Write down the project or situation that is most on your mind at this moment

2.  Describe, in a single written sentence, your intended successful outcome for this problem or situation

3.  Write down the very next physical action required to move the situation forward

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EMPTY MIND

☁  You haven’t clari!ed exactly what the intended outcome is

☁  You haven’t decided what the very next physical action step is

☁  You haven’t put reminders of the

outcome and the action required in a system you trust

Why Things Are on Your Mind

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CORE PROCESS

1. Collect 2. Process 3. Organize 4. Review 5. Do!

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Collect of the incompletes

Physical in-basket Paper-based note-taking devices Electronic note-taking devices Voice-recording devices E-mail ºHO

W? 1  Every open loop must be in your

collection system and out of your head.

2 You must have as few collection buckets as you can get by with.

3 You must empty them regularly. SUCC

ESS?

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EXERCISE 2: COLLECT

1.  Create a new Evernote notebook called “Inbox” 2.  Move it to a new notebook stack called GTD 3.  Create an email address to create Evernote notes 4.  Read ALL your email, move what you need to

@Inbox

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“Stuff ”›

In-basket

What is it?

Is it actionable?›

yes

no›Trash

Someday/maybe

(tickler !le: holdfor review)

Reference(Retrievable

when required)

What is the next action?

Will take less than 2 minutes?

yes no

Do it Delegate it Defer it

Waiting(for someone elese to do)

Calendar(to do at a speci!c time)

Next actions(to do as soon as I can)

Projects(planning)

Project plans(review for actions)

Multistepprojects

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1. Collect 2. Process 3. Organize 4. Review 5. Do! P

RO

CE

SS

ING

G

UID

ELIN

ES

Process one item at a time. 2

1 Process the top item first.

3 Never put anything back into “in.”

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I am rather like a mosquito in a nudist camp; I know what I want to do, but I don’t know where to begin.

—Stephen Bayne

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1. Collect 2. Process 3. Organize 4. Review 5. Do! P

RO

CE

SS

ING

K

EY Q

UE

STIO

N


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“Stuff ”›

In-basket

What is it?


yes

no›Trash

Someday/maybe



when required)

What if there’s no action?

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1.  Clean the garage

2.  Do my taxes

3.  Conference I’m going to

No, wait a minute, there’s a big refrigerator in there that I need to get rid of first

I actually can’t start on them until I have my last K-l back.

I need to find out whether Sandra is going to prepare a press kit for us.


And If There Is an Action ... What Is It?

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1.  Clean the garage Call John

2.  Do my taxes Waiting for K-1

3.  Conference I’m going to E-mail Sandra


And If There Is an Action ... What Is It?

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yes no





Projects(planning)


Multistepprojects

Once you decide what the next action step is…

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yes



yes no





Projects(planning)


Multistepprojects

“Stuff ”›

In-basket

What is it?


yes

no›Trash

Someday/maybe



when required)

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Grand Canyon by Moyan_Brenn, at Flickr

BIRDSEYE VIEW

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BIRDSEYE VIEW HAVING A TOTAL and seamless system of organization in place gives you tremendous power because it allows your mind to let go of lower-level thinking and graduate to intuitive focusing, undistracted by matters that haven’t been dealt with appropriately. But your physical organization on system must be better than your mental one in order for that to happen.

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yes



yes no





Projects(planning)


Multistepprojects

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yes



yes no





Projects(planning)


Multistepprojects

Requires more than one action step?

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PROJECTS “I define a project as any desired result that requires more than one action step.”

The Natural Planning Model 1 Defining purpose and principles 2 Outcome visioning 3 Brainstorming 4 Organizing 5 Identifying next actions

1 View the project from beyond the completion date.

2 Envision “WILD SUCCESS”! (Suspend “Yeah, but...”)

3 Capture features, aspects, qualities you imagine in place.


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yes



yes no





Projects(planning)


Multistepprojects

Can’t act right now or I’m not the best to do it?

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yes



yes no





Projects(planning)


Multistepprojects

Must do it on a specific day/time?

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yes



yes no





Projects(planning)


Multistepprojects

Should be done asap?

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CONTEXTS “Factors that limit your choices about what you can do in the moment.”

Common contexts Calls At Computer Errands At Office

At Home Agendas Read/Review Inspired / Focused

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EXERCISE 3: ORGANIZE

1.  Create a new Evernote notebooks 1.  Next Actions 2.  Delegated 3.  Calendar 4.  Projects 5.  Someday 6.  Reference

2.  Process & Organize your Inbox notebook 32


It’s one thing to write down that you need milk; it’s another to be at the store and remember it.

—David Allen

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What do you look at in all this, and when? What do you need t o do, and how often, to ensure that all of it works as a consistent system, freeing you to think and manage at a higher level?

2

1

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Review your lists as often as you need to, to get them off your mind.


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Most people feel best about their work the week before their vacation, but it’s not because of the vacation itself. What do you do the last week before you leave on a big trip? You clean up, close up, clarify, and renegotiate all your agreements with yourself and others. I just suggest that you do this weekly instead of yearly.

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WEEKLY REVIEW


Get your head empty again

I absolutely know right now everything I’m not doing but could be doing if I decided to.

1.  Loose Papers 2.  Process Your Notes 3.  Previous Calendar Data 4.  Upcoming Calendar 5.  Empty Your Head 6.  Review “Projects” 7.  Review “Next Actions” 8.  Review “Waiting For” 9.  Review Any Relevant Checklists 10. Review “Someday/Maybe” 11. Be Creative and Courageous

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WEEKLY REVIEW


For reviewing your own work

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6-LEVEL MODEL


1.  50, 000+ feet: Life 2.  40, 000 feet: Three- to five-year vision 3.  30, 000 feet: One- to two-year goals 4.  20, 000 feet: Areas of responsibility (10-15) 5.  10, 000 feet: Current projects (30-100) 6.  Runway: Current actions

The weekly review

Process & Organize

THE CIRCLE DAY

1.  Meditation 2.  Light exercise 3.  Read thoughtfull books 4.  Light lunch 5.  Nap 6.  Practical study 7.  Help somebody 8.  Meditation 9.  Review the day and !ll the

six-time book

In complete silence

http://amzn.com/B002MHOCZ8 39

Sorry, not from GTD :)

EXERCISE 4: REVIEW

1.  Create time slots in your calendar for 1.  Process & Organize 2.  Weekly review / 10,000 foot review 3.  e circle day / 20,000 foot review

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Every decision to act is an intuitive one. e challenge is to migrate from hoping it’s the right choice to trusting it’s the right choice. You have more to do than you can possible do. You just need to feel good about your choices

—David Allen


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For choosing actions in the moment

4-CRITERIA MODEL

1.  Context 2.  Time available 3.  Energy available 4.  Priority

EXERCISE 5: DO!

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b!KEEP CALM

AND

GO BACK TO WORK!

THANK YOU! QUESTIONS?

u!KEEP CALM

AND RELAXING CUP OF CAFÉ CON LECHE IN PLAZA MAYOR

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Getting things done at InfoJobs

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