New Webinar - The Task Tsunami - Taking Control of Your Day with … · 2017. 3. 1. · How can I...
Transcript of New Webinar - The Task Tsunami - Taking Control of Your Day with … · 2017. 3. 1. · How can I...
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JUSTIN BAEDER
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An Essential Question
How can I tame the tsunami of work that washes over me each
day, without getting overwhelmed?
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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
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Got Your Workbook?
principalcenter.com/tsunami-workbook• Prioritizing in an Age of
Information Overload• Managing List Sprawl• Workflow• AchieveDaily• Parkinson & Pomodoro• Recap
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Introductions
Justin Baeder
• Principal• Author• Researcher• Business owner
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Prioritizing in an Age of Information Overload
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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.
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Apples to Apples
You can't compare options for what to work on when it's all in different places and media.
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Latest & Loudest
As a result, we pay attention to what David Allen calls "latest and loudest"
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One Place
Having everything in one place lets you prioritize.
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Why Use An App?
Much of your information arrives in electronic form. Easily add non-electronic info with mobile apps,
email, dictation, etc.
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Why Use An App?
A single, consolidated list quickly becomes overwhelmingly long.
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Recommendation: ToDoist
Using an app like ToDoist, organize your tasks into manageable sub-lists to minimize the number of
items you see at once.
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Choosing An App (If Not ToDoist)
Choose an app that offers mobile, web, and email input so you can avoid keeping tasks anywhere else.
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Reflect
Where do you currently keep/track reminders of unfinished tasks?
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Managing List Sprawl
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Do Now vs. Write Down for Later
Prevent list sprawl with The 2-Minute Rule.
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The ToDoist Inbox
Quickly add new tasks to your ToDoist inbox
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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.
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Process: Inbox to PEEPs
Drag tasks to specific Projects (PEEPs or backlogs)
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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.
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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.
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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.
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PEEP
A Place for Everything, and Everything in its Place.
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Block Out Time
Use your calendar to block out time for especially time-consuming tasks.
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Treat (Some) Lists as Backlogs
Use backlogs to organize your "as soon as I can get to it" work.
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Why Backlogs Help
Backlogs allow you to track work you can’t do yet, but keep it prioritized correctly.
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Your “Work In Progress” (WIP) Limit
Respect your WIP limit—give yourself permission to NOT start work you don't yet have bandwidth for.
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Reflect
What “backlogs” do I need to create, so I can keep my work
prioritized?
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Workflow
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Route Everything To ToDoist
Route everything into your ToDoist inbox or a more specific list (PEEP).
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Process: Inbox to PEEPs
Drag tasks to specific Projects (PEEPs or backlogs)
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Have Specific Processing Times
Process your inbox daily at a specific time.
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Touch It Once
Do as much on the spot as you can—the "touch it once" principle.
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Batch Process
Batch items like newsletters, agendas, and other lists you can work through quickly
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Inbox to Zero
When you sit down to work, process your inbox until it's empty—by doing or sorting.
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Top Item First
When you look at any list, always do the top item first, even if you have to reorder it.
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Draw The Line
Break your lists with a “WIGATI” (ASAP) task.
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Due Dates Aren’t for Motivation
Reserve due date fields for true due dates.
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No 2nd System
Resist developing a "second system." Keep everything in one system.
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Avoid Conceptual Categories
Conceptual categories aren’t the right way to organize. Organize by action.
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Reflect
What PEEPs/lists can you batch process?
Which need to be treated as backlogs?
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AchieveDaily™
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Separate Deciding from Doing
Plan the next day's work the night before—separate deciding from doing to maximize your willpower and
focus.
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Prioritize Backlogs
Treat each project or other list as a backlog that needs to be prioritized sequentially.
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Use Due Dates
Add due dates to anything that has a real due date.
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Focus with a Timer
Use "pomodoro" blocks for intense focus.
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Assign Tasks to Blocks
Use odd blocks built into your schedule.
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Reflect
When do you typically plan your day?
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Parkinson & Pomodoro: Getting More Done
in Less Time
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Head-Down Work Blocks
Identify the key times of day when you'll do head-down work—as many as you can.
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Head-Down Work Blocks
Put these on a project as blocks, and drag tasks underneath them.
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Minimize Interruptions
Set expectations that you're not to be disturbed, and use headphones if you need to.
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Pick Your Focus Tasks In Advance
Put specific tasks into each block, so you're deciding in advance rather than in the moment.
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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.
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Recap
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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.
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Reflect
How could an electronic app help you get all of your tasks prioritized
and done?
What’s your next step?
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