unnatural
incomplete
easy
fun Ensure you have great capturing tools
ingrained habit
Set up your calendar and action list manager
paper-based or electronic doesn't matter;
whatever works for you
Set up ad hoc list functionality
If you haven't one, "stuff" will (re)enter your life Set up a functioning reference system
your workstation should give you the Structure effective personal office, home
feeling you're in your own 'cockpit' and transit workstations
incompletion trigger list might help
Identify projects and actions to improve your system
it *will* take time, but make it a habit just
like brushing your teeth (which also takes
time!)
Build in the weekly operational review
Creating elevated horizon events
aim to reach zero every 24-48 hours
Reassess and refresh your system consistently
When in doubt, clean your inbox
If you were wildly succesful in the coming
years, what would you imagine or see
yourself doing or being?
measurable
attainable
Start small and build up self-esteem that way
YetIogwn_Making-It-All-Work.mmap - 16/06/2011 -
Complete mind sweeps
Incorporate time for processing
Use and empty your in-baskets
Do weekly reviews
What has your attention? What's the
weakest link in the chain? Capture /
Clarify / Organize / Review or Do?
Just start doing the exercises and don't
get too hung up on what comes out. You
can always change things later on.
Focusing on your ultimate reason for
existence is likely to trip up anyone with
only a partially open consciousness, and
in that context can quickly degenerate
into naive navel staring and self absorbed
romanticism.
You're at your best when... what?
What you do see yourself doing 5 years from now?
What's the biggest/best thing you can
imagine for yourself or your organization?
Regularly, and whenever circumstances demand it
A goal is an outcome that can be marked "done"
specific
Make your goals s.m.a.r.t.
realistic
timely
Ask yourself: why do I have that project?
Outcomes that can be completed in a year
Something that can be finished and
marked DONE
Weekly reviewed if you want to finish it within a year
Not something you DO; you can only do action steps
also scan your calendar
You need to have thought enough so you
don't have to think, just act
The #GTD model is just a model. Don't
strive for perfection in implemention; use
it as a touch stone to (re)gain sanity.
Sometimes you're smart; sometimes
you're dumb. While smart, plan for
dumbness.
Planning For Inconsistency
Constructing Your System
Employing Tools and Tricks-Working a System
Populating the System
Working the System
If you're not feeling in control...
... and if you need a focus?
purpose is manifested continually
"ultimately I take actions to complete
projects in order to fulfill responsibilities
that I have so that I can move myself
forward to accomplish things that I do to
make my vision come about, whcih will
fulfill my purpose for being.
mission statement
statement of purpose
Typical trigger: a situation in which you're
unclear about how and why you're
involved OR in which you need to allocate
scarce resources
The Ultimate (and Patient) Power of Purpose
Scope: 'You wouldn't care where you lived
as long as... what?"
Simple list
Personal credo's
At the beginning of an(y)_enterprise,
when people aren't entirely clear on the
mode of operation
Lifestyle & career goals Scope: what would long-term success
look, sound and feel like?
Nature of the company
offsite meetings etc
write your own obituary
treasure maps / mind maps
When and How to Engage
The true power in a long rnage vision is
the acceptance that holding that picture
inside your consciousness permits you to
imagine yourself doing something much
grander than you would normally allow
yourelf.
Pictures in our mind about ourselves
affect our neural patterns and self-image
Projects taking longer than one year
Scope: what do you want to achieve?
Goals foster alignment
Yearly, at least, but depending on when
you'd like the goal to come true
Have a set of written and clear goals
Not up to date
Too vague
Current goals might be
Playing the Game of the Bigger Game
Real challenge is that setting goals
assumes a willingness to abandon your
comfort zone and jump into the unknown
finances
health/vitalit
parenting
recreation
life
creativity
self-development
spirituality
etc...
asset management Scope: what do you need to maintain?
quality control
planning
staff development work
system design
public relations
etc...
High level job description
Org chart
Personal lifestyle checklist
Dept structure chart
Project component checklist
Monthly or so
Or when something signifant has
changed or will change
Or when things aren't in balance
(work/private!) as much as you'd wish
them to be
Areas of Focus that don't demand
attention usually don't get it: they'll lurk
until they blow up. This way, you'll flag
them before they do. Hopping into the Realm of the More
Subtle and More Strategic
Scope: what do you need to complete?
Projects list = index to your projects
No project too small
No difference between personal and
business: it's what you want to GET
DONE, right?
Get clear: (re)gather all stuff
Get current: update your system Weekly
Get creative
How and When to Engage
Whenever some key project(s) lags behind
If you feel out of control
The Power of Project-level Thinking
When you have time and want to make
sure you're considering all available
options
Inventory of options should be as clear
and complete as possible. Big difference
between mostly complete and fully
complete.
Execution has reached the top of the
business buzzwords
The Action Level as the New Frontier
The more control and perspective you
have, the more you'll be willing to stretch
and expand into new territories
The Ultimate Mystery of the Mundane
To get control is to have all of your
choices available in one place
To get perspective is to match your
choices to your goals
If the meaning of your piles isn't regularly
refreshed, recalibrated, enlivened they
can easily revert to so much 'stuff'
Perspective naturally follows out of
Control, but addressing them separately
allows for some oft-needed guidance
along the way
Easier to get control on the mundane
Easier to commit clearly to higher levels if
you can trust they'll be implemented
Best guideline: pay close attention to
what has your attention, and start on that
horizon
The 'levels' do not imply relative
importance; they're all important
Higher altitudes typically provide
reference points
too simplistic
Setting priorities first => no focus on
Systems were getting lower priorities out of the way
efficiently
Focussed on setting goals => no
Why other systems and models have failed recognition of different levels of goals
Assuming you can start from scratch ->
can't deal with rapid change
The concepts work, in an understandable and logical way
Capture what isn't clear
Clarify what isn't clear
The key is to GET CONTROL
Then organize
Then regularly review
Sufficient structure to contain complexity
Good design = elimination of drag but with an organic kind of flexibility
Coherent set of rules that deals with all possible cases
GTDs success in the high tech world System independent: not a system, but a
systematic approach
Why a phenomenon? They are easily implemented by anyone Something to write with
at any time with common tools everyone Necessary tools A mind that works sufficiently
has
Somewhere to hold the lists you create
Based on fundamental universal principles
Our entire world is designed to maintain stasis
A surplus of surprise
Near-constant state of change
The problems that GTD addresses and Not information, but potential-meaning overload Time management vs Information management
the awareness of them continue to grow
steadily and globally
Sales process
Innovation - Wikipedia, the free
GTD is a learnable process, not an inborn trait Creative process encyclopedia
... Productivity process
GTD as a framework to understand &
experience new levels & depth of truth &
reality
The model corresponds to something
deeper and more intuitive that resonates Uncovering what's already there
in the human psyche at many levels GTD model is unique in granting equal
weight to everything you might encounter
in life: everything and nothing is sacred
Collect
The GTD phenomenon Process
Mastering workflow Organize
Review
Do
Purpose and principles
Vision
Natural planning Brainstorm
Organizing
Next actions
The three, no, four GTD models
Purpose and principles
Vision
Horizons of focus Areas of responsibility
Projects
Actions
Control
Perspective
The new model
Tools to gain control
It's all about focus GTD gives
Install habits to reflect on perspective
Your mind doesn't have one
We're not born doing this
GTD: The Mental Foundation Decrease in average concentration time
& increased interruptions
The attention to attention
"No-mail fridays" & quiet hours to foster reflection
Power = concentration
Concentration = elimination of distraction
Limited amount of space for recall
Your mind cannot manage commitments well
Latest and loudest get most attention
Until there's a better system, the mind cannot let go
A leak-free system
A systematic approach to retrieving data
The logic of GTD How to relieve the pressure of broken from that system
Distraction = mismanaged commitments self-agreements
translated down to action level
So why does this work for a calendar? you know where it's parked
unkept appts lead to quick negative feedback
Finish your thinking
Perspective is your most valuable asset Manage the forest & Hug the trees
The need for an extended mind
Those who think they got it but didn't really get it
Those who got some of it and realize they
didn't really apply it like they should
For those already familier with GTD
Those who really got it and really
Introduction: From GTD to MIAW implemented it to an advanced level
How to use this book
Affirming success
For those new to GTD
Not about the answers but about trusting your answers
"Without order, nothing can exist. Without
chaos, nothing can evolve"
Key is: how to learn the process how to get control back
Out of control / unfocused is inevitable Get focused AND Get organized -- but not
necessarily in that order Get organized = get control
A learnable set of behaviours
The Core Process A sequential way of focused thinking
You don't know where your are
You don't know where you want to go
You need maps if You don't know how to get from here to there
You've run into detours
The Road Map for Life and Work
You want to know what's interesting along the way
Tricky Business Making it All Work - The Process Loss of control & perspective are a
Knowledge workers get lost easily byproduct of creativity and productivity
Work = anything you want to get done
that's not done yet; not just 9-5 stuff
Take into account everything that should be considered
What are we making work? Define what your work is Create and maintain a clear environment
with which to make well founded choices
Pressures of what you do professionally
encroach inappropriately on what you do
privately
Life and work are NOT mutually exclusive spheres
The Hoax of Life/Work Balance Key issue is to eliminate distraction and
have focused alignment in whatever
you're doing
Making It All Work-In The Real World
Negative label = you've gotten stuck here
Victim: only dealing with latest & loudest;
operating in crisis mode
Victim/Reponder Responder: knows this may happen, but
also knows how to get act to get back on
track
Micromanager: inordinate emphasis on
structure, process, system
Too controlled = out of control
Micromanager/Implementer
Implementer = we organize ourselves to
fulfill our directives
The Matrix of Self-Management
Crazymaker: no focus or at least
overcommitted
Crazymaker/Visionary "I can resist anything but temptation"
So, what? Visionary: visioning is core to expressing and expanding
The Fundamentals of
Self-Management An appropriate mix of perspective and structure
In "the zone"
Independant of content or substance of
Why am I here & How am I? Captain and Commander what you're doing
But pay attention to preventive
maintenance responsibilities: don't just
cruise along
Scope: Why?
Relative
Situational
The Matrix is Fluid
The 1st step in improving is accepting current reality
Typical formats
Captured
Purpose Clarified
What has your attention hasn't been
Decided upon
Paying attention to what has your attention
When to Engage Handled
Getting Perspective at 50k Feet:
Purpose and Principles The starting point is right now, right here
Identify anything in life OR work that YOU Physical environment
think might need to be different
Mental inventory
Create a crude placeholder for it in one Physical in-basket
delimited location
Paper list
The even more subtle stuff Use the Horizons of Focus as a checklist
Typical formats 10k feet: Projects Unresolved issues are projects as well
Principle
20k feet: Areas of Focus and
The personal mind sweep Responsibility Roles you play, hats you wear
When to Engage
What you need or want to be
accomplishing in the future
Even if such goals haven't been clearly
30k feet: Goals and Objectives
articulated, the question of setting them is
already on your mind -> capture that!
40k feet: Vision
50k feet: Purpose and Principles
Running diary of events happening
Typical formats More reflective writing
Journaling Power of pure observation (without
immediate reaction)
Getting Perspective at 40k Feet: Vision
Handy if thinking about a particular
project/situation is
disjointed/fractured/scattered
Brainstorming
Getting Control: Capturing
"When in doubt, clean a drawer"
Cleaning up Things are initially functional but lose their
functionality over time
The Future Is Now More than the sum of its parts
Group capturing
Thin line between optimal and obsessive
Recognize that distractions affect your energy
Getting the Capture Habit
All the puzzle pieces on the table
Simple list Write the question/request down, put it in
Typical formats
your inbox and know you'll get back to it
A Weapon Against Interruptions
The Value of Bookmarking
When and How to Engage
No imposed structure
Tools Ubiquitous
Getting Perspective at 30k Feet: Quick
Some Best Practices for Capturing
Goals and Objectives The power of pen and paper Ideas won't happen where they're executed
Whiteboard (& digital camera)
There are no bad ideas
Overcapture; prune later
MIAW
Stream of consciousness
Success Factors for Capturing
No commitments; just idea generation
Capturing as a lifestyle factor
Your mind is for having ideas, not holding them
Thinking About Your Stuff, Not of It
Things remain disorganized when people
don't confront their meaning
The Organizer as Therapist
Unprocessed stuff nags at you
The Nature and Volume of "Stuff" You go numb to nagging (but also to gold nuggets)
Capture without restraint; after that,
Clarify and evaluate it against all sorts of
constraints
Dealing with Stuff The Vision vs Execution Dynamic
Convergent vs. divergent thinking | CPH127
"What is it? What do you think you should do with it?"
The Key to an Empty In-basket
Notice areas that you're resistant to
examining in detail; these probably
Don't blend actionable and nonactionable items contain blended items
'Maybe' is 'No, but might require action later'
Is it actionable?
Getting Perspective at 20k Feet: Meetings should end identifying action
Areas of Focus & items and owners
Responsibility You're responsible for your own life: don't
let yourself be the victim!
What's my desired outcome? / What does DONE mean?
What's the next action? / What does
Typical formats The Fundamental Thought Process for GTD
Getting Control: Clarifying DOING look like & WHERE does it
happen?
You need to know where you're going in
The Critical Questions to Be Answered order to get there most efficiently
The Tactical Value of Outcome Focusing Decide on a defined outcome will avoid
procrastination and get you unstuck
How and When to Engage
The Reality Check of the Next Action Focus
"Unless an active reclarification is applied
to stuff it tends to expand and
self-propagate"
It's Meaningless Is it trash? Reframe question: Does it
(still) have a meaning for you?
If It's Not Actionable, Then
Decide not to decide; no commitments to
do anything, but put it in a trusted Seven Problems with a Someday/Maybe
It's to Hold On, Until a Later Time organization list List — and Ways to Correct Them
It's reference
We don't need to think about them when
things are obvious and easy .. but under
stress even simple procedures such as
capture & clarify are often resisted and
ignored.
Appropriate focus doesn't always happen
The Power of the Fundamental Thinking Process
Typical formats on its own; train yourself to do it
Getting Perspective at 10k Feet: Projects
There's no such thing as "not organized at all"
Order = Freedom
Not organised is to miss opportunities to
complete tasks with the minimum of tmie
& effort
Inefficient systems drain energy
"Where things are suits what they mean to you"
"Organized" is a self-defined concept,
different for each individual
Neat is not equal to organized
What "Organized" Really Means
The world changes over time; if you don't
Scope: what do you need to do?
change your environment with it, you
Typical Formats Organization is an ongoing effort become disorganized
Decide what to hold on to, how, and for what purpose
Meaning Precedes Organization
How and When to Engage Runway stuff generates more input and
occurs and changes more frequently
Sophisticated Systems for Mundate Details Higher level purposes require less data
Getting Perspective on the and occurs less often
Runway: Next Actions
The Runway and Your Priorities Might be evident, but if written down
Purpose allows for regular realignment
Best behaviours
Principles
Simple list will do
Simple list
Vision 'Treasure map'
Outcomes
Photo collage
Areas of Focus Simple list; usu. less than 20
Once You're In Control, Keep Going! Simple list should do (NB: this is just the
index to all the projects; the support
Projects material goes elsewhere!)
Outcomes You're Waiting On From Others
You Need Perspective to Stay in Control
Day+time specific actions
Calendar Day-specific actions
Reminders / information
Calls
Getting a Grip on the Horizons Getting Perspective
Computer
Home
Actions
Anywhere
ASAP, by context
Going Up or Down the Hierarchy Errands
Getting Control: Organizing Agendas
ReadReviews
... etc
Waiting Fors
Working with the Horizons of Focus
regularly review
includes long range fantasies
Someday/Maybe ideas books to read, movies to see, places to eat
The Organizing Categories things to learn
Incubating
... etc
Park it until some later moment but you
need to be able to TRUST your system to
Calendared later starts hand it back to you at the right time
Information that is relevant to projects,
themes and topics
Project goes on the project list
Actionable items go on the Actions list
Support Material Support material can be kept out of the
Major trap: DO NOT store actionable items here way until needed
If you need to regularly review an item
here (e.g. the project plan), create an
action for that on the action list
Organize files by A-Z
Typeset labels
< 60 seconds to file and make it fun
General (manuals, maps, business cards etc)
Reference Keep drawers less than 3/4 full
System should be easy & fun
Purge files at least yearly
Specialized (work related files)
Trash, if left to pile up within our
psychological or physical environment will
create drag on the system which can only
be relieved by moving it where trash
typically goes.
Best practice of keeping all kinds of
potentially usefull data should be linked to
Trash a rigourous habit of regular review,
reasses and purge
Trash outside the trash can is an implicit
invitation to drop more.
If you think having all of these lists,
folders and trays is confusing, try not
having them...
As Simple As Possible, but No Simpler
Just creating a list isn't enough. You have
to engage with it with sufficient focus to
absorb the meaning in that data.
An Unused System Is Not A System No reason to have & maintain a calendar
if you don't pay attention to it
Keep capturing and trust that you'll clarify
& organize frequently
Getting Things Current The world changes, your priorities
change: you need time off to update your
system
Stop, stand back & assess what you're doing
You can only feel good about what you're
Getting Control: Reflecting not doing, if you know what you aren't
Provide perspective doing.
Use your system to unjumble your
The Dual Function Of Reflection thinking, then use your thinking to
coordinate your system.
Incomplete reviews of outdated lists
create as much stress as they relieve
"It feels so great to have it off my mind, I
don't ever want it back on my mind!"
Blueprints for Reflection If you're not consistently reviewing your
commitments in a directed way, you'll
compensate by attempting to review them
in a foggy way, all the time.
Yes
Is reading this mindmap absolutely, No
positively THE thing you should be doing
right now? Don't know? you're out of control
The most common cause of a list
becoming listless and uninspiring is the
LACK OF CLARITY about what to do
about what's on it
What has to happen first?
What's a Next Action? What does doing look like?
Where does it happen?
1. Do, if it takes less than 2 minutes Storing and retrieving takes more than two minutes.
Not just down, but also up (boss) or
sideways: the most effective party should
2. Delegate to someone else if at all possible handle this
Purpose/principles
Vision
Goals/objectives
Strategy
Areas of focus/responsibility
Projects
Getting Control: Engaging Actions
Context
Time available
Once You Know That The Next Action Is...
Computer
3. Do what's left Engagement factors Phone
Limiting factors
Resources available Internet
Shop
Money
Energy available
Pre-defined, i.e. working off your lists
If you do that right away, that implies that
it's more important than anything on your
Action options
Ad-hoc, i.e. stuff that's unforeseen list
Defining options, i.e. maintaining your lists Avg. 30-90 mins/day
Unstuff your brain, THEN trust it to make
the right decision about what to do right
now
The Success Factor Of Movement Per
The Priority Challenge Se: taking any action will give you more
of a sense of control than hanging back in
hesitation