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Get More Done

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Heather Fraizer

on 24 September 2013

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Transcript of Get More Done

Paper holding trays/physical in-box
Stack of plain paper
Paper clips
Stapler and staples
Scotch tape
Labeling Machine
File folders
Trash/recycling bins

Get More Done using David Allen's Productivity Model outlined in Getting Things Done
Why are you here?
Please introduce yourself, sharing:

1. Name
2. Company & Role
3. Why are you here?
Tools for Getting Started
Let's Get Started!!
Electronic Tools for Maintaining Your System
Starting your Journey
What are your next steps and how can you increase your likelihood of success?
During this workshop, we will...

• Identify limitations of your current task management system.
• Describe the five stages of mastering workflow.
• Identify the steps and tools for getting started.
• Practice each of the five stages.
• Identify technology options to support the model.
• Identify next steps in your Getting Things Done journey.

In small groups at the flip charts around the room:
What is your current system for getting things done?
At work? At home?

The Forest
Chapter 2: Getting Control of your Life: The Five Stages of Mastering Workflow
Gather 100% of the incompletes in your life:
1. Get it all out of your head
2. Minimize the points of collection
3. Empty collection buckets regularly
Determine what needs to be done about each open loop:
1. Decide is it actionable?
2. Use the 2 minute rule
3. Identify the next action
Capture your actionable items in a reliable system, file your nonactionable items in a reference location or tickler file, and track your ongoing projects.
Review your next action steps at appropriate intervals: daily and weekly reviews:
1. Gather stuff you've collected
2. Review your system
3. Update lists
4. Get clean, clear, current and complete
Three models for doing:
1. Do what you can by context
2. Do three kinds of work: predefined, unexpected, defining your work
3. Six-level review: short versus long term thinking
Five Stages of Mastering Workflow
5 Stages of Mastering Workflow
Collect Activity
Chapter 5: Collection: Corralling your "Stuff"
Physical Gathering
What stays where it is: Supplies, reference material (already filed), decoration, equipment
Put all your "stuff" in your inbox to be processed.
Desk drawers
Papers, memos, notes, business cards, etc.
Countertops, shelves
Do a quick mind sweep: using the stack of paper, write all the ideas/tasks you can think of. One idea per page.
TIP: Set aside a good chunk of quiet time to do collect, make sure you have all the tools ready at your finger tips. This is the foundational step to achieve "Mind Like Water."
The Mountaintop
Yes it is actionable.
Will it take less than 2 minutes?

Yes?! Then DO IT NOW!
Yes, it is actionable, but takes longer than 2 minutes:
Defer it.
Yes it is actionable, but takes longer than 2 minutes:

Delegate it.
Chapter 6: Getting "IN" to Empty
Collection Points: In basket, email, voicemail, pocket journal
Is it actionable?
Tickler File
Reference File
2 Minute Rule
Add it to your calendar to do at a specific time.
Identify the
next action
and put it in your system to be done when appropriate.
Add to your "waiting for" list to be reviewed regularly
Process Activity:
Sort all of the stuff resulting from your mind sweep into appropriate piles. Label either on the page, or with sticky notes. If you can do some tasks now, do it! If there are actionable items that you cannot do now, write out the next action/next step.
TIP: Write action steps starting with action verbs and include only the very next task or physical step (something that can be done in about 30 minutes or less).
Chapter 7: Organizing: Setting Up the Right Buckets
For the most part, you are organizing tasks, Allen talks about it as organizing lists of tasks.
Here are the basic categories of things you'll need to organize that Allen defines:

Active projects list (Projects are defined as anything that takes more than one step to achieve the desired outcome).
Project support material
Calendared actions and information
"Next Actions" lists
"Waiting For" list
Reference material
"Someday/maybe List"

This is where you'll want to identify your "system" for tracking your tasks. First, will it be paper or electronic or some combination of the two?
Organize Activity

Make a list of all your current projects: any task or objective that requires more than one step/task
Label all your next actions with the corresponding project, if there is one. Pile these next actions underneath your project list.
Collect and label all your "waiting for" items.
Collect and label all your "reference" items.
Write your current "someday/maybe list" or simply stack your items that fall under that category.
Chapter 8: Reviewing: Keeping Your System Functional
I work through this process daily, specifically checking:

1. Calendar
2. Actions lists by context: calls, emails, desk, conversations, errands

I begin and finish my workday by processing my various collection bins: electronic inbox (Evernote), email, voicemail, paper inbox, personal journal.
The weekly review is Allen's key for keeping the system on track and where discipline really comes into play. I prefer to do more maintenance daily, so my weekly review takes less time, but includes the same components. The WR is your time to clean-up your system and prep your system and mind for the next week. It is like a weekly tune-up.

1. Collect, process and organize: loose papers, notes, past calendar data for action steps/tasks, upcoming calendar, empty your head.
2. Review: projects and next actions, waiting for list, someday/maybe lists.
3. Be creative and reflective.

What and when to Review
Weekly Review
Review Activity

Draft at least two checklists for a daily and weekly review. At the top of each, note when and where you will conduct the review and how long you intend to take to complete it.
Chapter 9: Doing: Making the Best Action Choices
Four Criteria for Choosing Actions:
Three frameworks for determining priorities.
Context: Calls, email, desk, conversations
Time Available
Energy Level
Threefold model for Daily work:
Doing predefined work
Doing work as it shows up
Defining your work
Six Level Model for Reviewing Your Work:
50,000 ft: Life
40,000 ft: 3-5 yr visions
30,000 ft: 1-2 yr goals
20,000 ft: responsibilities
10,000 ft: Current projects
Runway: Current Actions
Remember the Milk
Gmail and Google:
The Continuous Improvement Cycle
What are you going to try?
Give it a try!
Stop and assess: How is it going? What's working and what isn't?
Make adjustments to your plan and go through the cycle again. Don't expect everything to go perfectly the first time!
The Whole Shebang
What will be your approach?
Set aside a couple of days to get your system set up. Allen outlines these steps in the book.

Don't forget to still check and adjust!
Start implementing a few of the key principles and then evolve into the entire system. Some places to start:

2 minute rule
Get to zero email inbox
Collect and process!
Start reading the book and check out the GTD website, which has tons of resources:
Next Step Activity:

Write your next action to implement the GTD system. What is your biggest concern? Be prepared to share.
Mental Gathering: The Mind Sweep
Starting with a stack of plain paper, write each thought, open loop, or "to-do" on a piece of paper -- 1 item per sheet. Put in your inbox.
See the "trigger" list on pages 114-117.
Good luck on your journey to Mind Like Water.

Please don't hesitate to contact me for follow up coaching or questions: Heather Fraizer, hfraizer@nmc.edu, 231-995-2200

In Pairs: Share what tools you currently use to get things done. Be prepared to report out.
Full transcript