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Getting Things Done - internal implementation plan

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David Allen's "Getting Things Done" system was exactly what my small business needed to get lean, efficient and most importantly reduce stress. ...

David Allen's "Getting Things Done" system was exactly what my small business needed to get lean, efficient and most importantly reduce stress.
We hope that this presentation empowers you to employ this system for your own team. You won't regret it.

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  • We used this slide to quickly jump to new sections as the teachings were MWF for 3 weeks.
  • The key is that that if any of these stages are weak, your system will LEAK. Collection is the most likely be the biggest leak. You must organize effectively and review regularly. If any of these are weak, you will not do the most important tasks at the right times.
  • Collection is independent of organization. You have to gather everything that you have any commitment to changing! (magazines you want to read,
  • You have to get to complete to have the motivation to continually use. Keep them close by… think of them as indespendable! (your best ideas will come to you outside of work) Keep it simple and few. Especially with the physical collection. In has to be able to function as “in”, not as a placeholder for tasks that you know you need to be reminded of.
  • About projects Require mulitple actions! Projects are just multiple action items with a specific goal.
  • All you really need is lists, and folders. Lists keep track of projects, someday maybes and actions. * most list makers haven't put the right things on lists. * lists give you an inventory of all active things. list = grouping of items with similar characteristics
  • About projects Need to eliminate the tendency to slip back into ram, must have placeholders. Many small projects will exist. Need master list that includes ALL with next action steps.
  • About projects Need to eliminate the tendency to slip back into ram, must have placeholders. Many small projects will exist. Need master list that includes ALL with next action steps.
  • About projects Need to eliminate the tendency to slip back into ram, must have placeholders. Many small projects will exist. Need master list that includes ALL with next action steps.
  • About projects Need to eliminate the tendency to slip back into ram, must have placeholders. Many small projects will exist. Need master list that includes ALL with next action steps.
  • About projects Need to eliminate the tendency to slip back into ram, must have placeholders. Many small projects will exist. Need master list that includes ALL with next action steps.
  • About projects Need to eliminate the tendency to slip back into ram, must have placeholders. Many small projects will exist. Need master list that includes ALL with next action steps.
  • Calendar – look for your time and space parameters…they will dictate what you actually do in many instances. Ex: errands, time in between meetings etc Action Lists – the difficult part lies in balancing new tasks coming in vs. your action list. It is easier to focus on the new thing – the fire to put out.
  • Calendar – look for your time and space parameters…they will dictate what you actually do in many instances. Ex: errands, time in between meetings etc Action Lists – the difficult part lies in balancing new tasks coming in vs. your action list. It is easier to focus on the new thing – the fire to put out.
  • Calendar – look for your time and space parameters…they will dictate what you actually do in many instances. Ex: errands, time in between meetings etc Action Lists – the difficult part lies in balancing new tasks coming in vs. your action list. It is easier to focus on the new thing – the fire to put out.
  • On the flip slide, there is a magical quality to the Weekly Review in that it actually saves time, energy, focus and attention on what you need to be thinking about, by giving you a systematic and trusted approach for reviewing your personal and professional commitments, so you can trust that you are making the best choices about what to DO
  • These all relate to one another - Takes a “bottom up” approach Context – do I have the tools? Am I in the right place? Time – GTD blackbelts master this Energy -
  • These all relate to one another - Takes a “bottom up” approach Context – do I have the tools? Am I in the right place? Time – GTD blackbelts master this Energy -
  • Moving from foot to foot quickly.
  • Low energy for me Reading Filing Back ups ** clean edges are important!! ** closing loops increases energy!
  • These all relate to one another - Takes a “bottom up” approach Context – do I have the tools? Am I in the right place? Time – GTD blackbelts master this Energy -
  • The sacrifices of NOT doing what is on your lists can only be tolerated if you kow what you AREN’T doing!!!
  • These all relate to one another - Takes a “bottom up” approach Context – do I have the tools? Am I in the right place? Time – GTD blackbelts master this Energy -
  • These all relate to one another - Takes a “bottom up” approach Context – do I have the tools? Am I in the right place? Time – GTD blackbelts master this Energy -

Getting Things Done - internal implementation plan Getting Things Done - internal implementation plan Presentation Transcript

  • Team: GTD Training - Internal
  • Vision for using GTD To build a work climate that fosters productivity, creativity and passion while yielding high ROI for our clients.
  • My Personal Goal
    • To build a fun workplace by removing the stress and tension created by the constant challenge of managing:
    • Input
    • Tasks
    • Projects
    • Communication with each other
  • What is GTD
    • GTD – the “Getting Things Done” organizational methodology.
    • Benefits:
    • “ Mind Like Water”
    • High Impact “Doing”
    • Mastering Workflow
    • Effective Project Planning
    • Increased Motivation
  • Review (optional slide)
    • Fundamentals
    • Collecting and Processing
    • Organizing
    • Reviewing
    • Doing
  • Benefits : Mind Like Water
    • Empty your mind, be formless. Shapeless, like water. If you put water into a cup, it becomes the cup. You put water into a bottle and it becomes the bottle. You put it in a teapot it becomes the teapot. Now, water can flow or it can crash. Be water my friend. - Bruce Lee
  • Benefits : Stress Relief! Your mind is free of worry. All the issues that were cluttering your mind are in a safe place. Your mind can give 100% of focus to the task at hand. Your mind is free to generate new, creative ideas. A stress free, clear mind, that is nimble and ready to give full attention to the right things.
  • Benefits : High Impact “Doing”
    • Power = Concentration
    • Concentration = Elimination of Distractions
    • The ability to focus will have more impact on our ability to accomplish tasks than anything else.
  • Benefits : Mastering Workflow
    • Collect – everything! Get it out of your brain.
    • Process – quickly evaluate each item – actionable, delegate (waiting for), defer or if multiple actions are required create a project.
    • Organize – Projects, Events, Next Actions and Waiting For
    • Review – daily, weekly and base on goals/values
    • Do – context, time, energy and priorities
  • Benefits : Effective Projects
    • Defining Purpose and Principles – why? What does success look like?
    • Outcome Visioning – we need to have a clear picture of what “wildly successful” looks like
    • Brainstorming – idea generation  out of our heads and onto paper. Jay will LOVE this.
    • Organizing – sequencing the ideas. Monte will LOVE this.
    • Identifying Next Actions – to move forward
  • Benefits : Increased Motivation
    • Reduced Stress Levels
    • Knowing that tasks are “high impact”
    • Clear picture of outcomes
    • Frequently reviewing and seeing progress
    • No more “spinning out of control” or “where to begin”
  • GTD Training Part I: Mastering WorkFlow Collect Process Organize Review Do
  • GTD Training Part I: Mastering WorkFlow
    • Step 1 Collection - Fundamentals
    • KP - gather ALL incompletes in your world.
    • KP - all things are all ready being collected
    • Problem : many are being collected in your psyche
      • items in your desk drawer
      • paperwork on your desktop
      • all “open loops”
    • Examples of inboxes”
      • Email/Voice mail
      • Physical inbox on your desk
      • Pad and paper
      • Smart phone
  • GTD Training Part I: Mastering WorkFlow
    • Step 1 Collection – Keys to Success
    • Get it all of your head!
    • Keep inboxes close by
    • As few as possible
    • Empty Regularly!!
  • GTD Training Part I: Mastering WorkFlow
    • Step 2 Processing - Fundamentals
    • Huge Source of Relief!
    • (Work Flow Diagram)
      • What Is It? What does it mean and what needs to be done
      • Is it Actionable ?
        • No
          • Trash
          • Reference Filing System (needs to be strong)
          • Incubate
        • YES – need to determine two things:
          • What project or outcome have you committed to?
            • Capture on project list
          • What is the NEXT action? (the critical question)
            • Do it (will it take longer than 2 minutes?)
            • Delegate it (am I the right person?)
            • Defer it (> 2 minutes, track on actions list)
  • GTD Training Part I: Mastering WorkFlow
    • Step 2 Processing - Getting into Empty
    • 3 Big Rules to follow
      • process top item first
      • process one item at a time
      • NEVER put things back into IN
    • What Do you do with reminders?
    • Someday/Maybe List
    • Calendar or Tickler File
    • Reference Material – file it immediately .
    • Note : He makes the point that a mission critical aspect of this system is an easy to access filing system within arm’s reach.
  • GTD Training Part I: Mastering WorkFlow
    • Step 3 Organizing - Fundamentals
    • lets your mind let go of lower level thinking.
    • physical organization must be better than mental.
    • Note: this process will evolve, you won’t create it all at once.
    • Your categories need hard edges . represent discreet agreements we make with ourselves.
  • GTD Training Part I: Mastering WorkFlow
    • Step 3 Organizing - Categories
    • BASIC Categories
      • 1. Projects List
      • 2. Support Material
      • 3. Calendared Actions
      • 4. Next Actions
      • 5. Reference Materials
      • 6. Someday maybe list
      • 7. Waiting for list
  • GTD Training Part I: Mastering WorkFlow
    • Step 3 Organizing – Action Reminders
    • Defintion – longer than two minutes and can’t be delegated
      • Organize by context
        • Computer list
        • Errands list
        • Kids List
      • 2. Organize by Energy
        • Online
        • Phone
        • Research/Reading
  • GTD Training Part I: Mastering WorkFlow
  • GTD Training Part I: Mastering WorkFlow Step 3 Organizing – Monte’s Dilemna Summary – Do next action tasks related to a project get put on my action list, or my projects list? Or both?
  • GTD Training Part I: Mastering WorkFlow GTD Workflow Chart 1
  • GTD Training Part I: Mastering WorkFlow
    • Step 4 Reviewing – Fundamentals
      • Two Key Questions
        • What to Review and When
        • What to Do and How Often
  • GTD Training Part I: Mastering WorkFlow
    • Step 4 Reviewing – Daily Review
      • Calendar
      • Action Lists
      • Note : you might be able to get away with just these on many days.
  • GTD Training Part I: Mastering WorkFlow
    • Step 4 Reviewing – Weekly Review
    • What to Review
      • 1. Gather loose papers 2. Process your notes 3. Previous calendar data 4. Upcoming calendar data 5. Empty your head 6. Review project lists 7. Review next action lists 8. Review waiting for list 9. Review any checklists 10. Review someday maybe list 11. Review pending and support files 12. Be creative and courageous
  • GTD Training Part I: Mastering WorkFlow
    • Step 4 Reviewing – Best Practices
    • Set Review Goals For Yourself:
    • % Completed?
    • Time Limited (under 3 hours?)
    • Same Exact Time and Day?
    • For Newbies – Consider Breaking It Up:
    • Processing
    • Reviewing
  • GTD Training Part I: Mastering WorkFlow
    • Step 4 Reviewing – Best Practices cont’d
    • Understanding the importance of the weekly review
    • Saves time in the long run
    • Saves energy, you know what to DO
    • Eliminates low level thinking
    • Leads to big improvements in thinking
    • Be Thorough!
    • The Review ONLY works if you are CURRENT
  • GTD Training Part I: Mastering WorkFlow
    • Step 4 Reviewing – High Level
    • Because you soon will have the books I will not cover:
    • Monthly
    • Quarterly
    • Annual
    • These are all vital reviews … the big picture keeps you focused and helps you ascertain how tasks relate to the big picture
  • GTD Training Part I: Mastering WorkFlow
    • Step 5 “Doing” – Fundamentals
    • The desired outcome for GTD is to be confident
    • we are making the best action choices!
    • Where we are at now:
    • Running ragged
    • Putting out fires
    • Starved for a “win”
  • GTD Training Part I: Mastering WorkFlow Step 5 “Doing” – Fundamentals How Would You Feel if EVERYTHING WERE… DONE!!
  • GTD Training Part I: Mastering WorkFlow
    • Step 5 “Doing” – What Next
    • 3 Priority Frameworks for deciding NEXT BEST Actions
    • #1 - 4 Criteria model for actions in the moment
        • Context
        • Energy
        • Time
        • Priority – relates to the 2 nd model
  • GTD Training Part I: Mastering WorkFlow
    • Step 5 “Doing” – What Next
    • 3 Priority Frameworks for deciding NEXT BEST Actions
    • #1 - 4 Criteria model for actions in the moment
    • Context Questions
    • Do I have the tools?
    • Can I do this where I am at?
  • GTD Training Part I: Mastering WorkFlow
    • Step 5 “Doing” – What Next
    • 3 Priority Frameworks for deciding NEXT BEST Actions
    • #1 - 4 Criteria model for actions in the moment
    • Time – this is a critical criteria!
        • GTD blackbelts optimize time
        • Must be able to adjust quickly
  • GTD Training Part I: Mastering WorkFlow Step 5 “Doing” – What Next 3 Priority Frameworks for deciding NEXT BEST Actions #1 - 4 Criteria model for actions in the moment Energy – knowing what needs to be done allows you to best use your high and low energy cycles * Keep list of low energy activities
  • GTD Training Part I: Mastering WorkFlow Step 5 “Doing” – What Next
  • GTD Training Part I: Mastering WorkFlow
    • Step 5 “Doing” – What Next
    • 3 Priority Frameworks for deciding NEXT BEST Actions
    • #1 - 4 Criteria model for actions in the moment
    • Priority – ties into the last model
        • Goals
        • Values
  • GTD Training Part I: Mastering WorkFlow
    • Step 5 “Doing” – What Next
    • 3 Priority Frameworks for deciding NEXT BEST Actions
    • #1 - 4 Criteria model for actions in the moment
    • #2 – 3 Fold Model of Daily Work
        • Pre – Defined
        • Work Ad – Hoc
        • Organizing Work
  • GTD Training Part I: Mastering WorkFlow
    • Step 5 “Doing” – What Next
    • 3 Priority Frameworks for deciding NEXT BEST Actions
    • #2 – 3 Fold Model of Daily Work
    • Beware of
    • following into the trap of letting ad-hoc work dominate your day
    • Do you do the immediate to avoid the important?
    • Is a lack of organization hindering you and causing angst?
  • GTD Training Part I: Mastering WorkFlow Step 5 “Doing” – What Next Black Belt GTD “Doing”
    • Can shift from one foot to another
    • Adjust quickly based on time
    • Feel confident about choices
    • Don’t let interruptions frustrate you
    • Deal with things based on context
  • GTD Training Part I: Mastering WorkFlow Step 5 “Doing” – What Next 3 Priority Frameworks for deciding NEXT BEST Actions #1 - 4 Criteria model for actions in the moment #2 – 3 Fold Model of Daily Work # 3 – 6 Level Model of Vertical Priorities
  • GTD Training Part I: Mastering WorkFlow Step 5 “Doing” – What Next # 3 – 6 Level Model of Vertical Priorities 50,000 – Life 40,000 – 3-5 years 30,000 – 1-2 years 20,000 – Responsibilities 10,000 – Projects Runway - Actions