Getting Things Done for IT
                           workshop




          Yves Hanoulle & Bernard Vander Beken
        ...
PairCoaching.net
We.About()

                                                                              Bernard Vander Beken
          ...
You.About()

 Who are you?
    Name
    (Company affiliation)
    Title/function
    Job responsibility

 How do you...
Facilities

 Class hours   9:00 17:30

 Building hours 8:15 18:00

 Lunch break 12:15 13:15


 Restrooms

 Phones

 ...
The agile manifesto




Individuals and interactions             over processes and tools
      Working software          ...
Principles behind the Agile Manifesto

Our highest priority is to satisfy the customer through early and continuous delive...
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
Collect STUFF in inbox
Personal mindsweep list

                                   Administration
Commitments to
                                ...
Professional mindsweep list

Promisses to                                 Other writings to finish
                     ...
Why did we do this?
Didn’t you forget anything?
What did you collect?
You’ve got mail…




© Peter Forret http://www.flickr.com/photos/pforret/
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
What is actionable?
Is it actionable?
Decider

 1. Proposer says “I propose [concise, actionable behavior].”
 2. Proposer says “1-2-3.”
 3.Voters, using eith...
Group work
Discussion
15 minutes break




© http://www.flickr.com/photos/franklouwers/
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
What to do with non-actionable stuff?
What to do with non-actionable stuff?

 Trash
                                                                      Refer...
Group work
Discussion
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
What to do with actionable stuff?
What to do with actionable stuff?

 What is the successful outcome?
Group work
Discussion
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
How do you know what todo?

in life and work?
What tools do you use?
Who uses a TODO list?
Who uses a calendar?
What do yo...
What are projects?
Lunch Break
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
What is the next action?
What is the next action?

 [ ] sharpen pencil
 [ ] Call mother (birthday present father) +32 10 02 22 33
 [ ]…
Group work




 Is this the VERY next action?
Discussion
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
What to do with the next action?

 Do
 Delegate
 Defer
What to do with next actions?

 Do




       Delegate




                          Defer
Group work
Discussion
Do: less then 2 minute action
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
Split defers

 Tickler
 Calendar
 Action list
Split defers

 Tickler




            Calendar




                       Next Action lists
Group work
Discussion
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
Process delegate items
Process delegate items

Next Action lists?



                     @Waiting for list
Group work
Discussion
15 minutes break
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
Add next actions to context
Add next actions to contexts




          @Work




@...
                       @Read/Review


         @Anywhere




   ...
Group work
Discussion
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
Reviews

Daily




  Weekly
  Higher level
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
Do I

 First by Context
 Then, by time available
 Then, by energy available (your energy)
 Finally, by priority
Do II

 Predefined work (Do I)
 As it shows up


 (The 7 habits)
Do III

 Runway (Current actions)
 10.000 feet (current project)
 20.000 feet (areas of responsibility)
 30.000 feet (...
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
The five phases of workflow
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
The natural planning model

 1. Purpose/Guiding Principles
  2. Mission/Vision/Goal/Successful Outcome
  3. Brainstorming...
Agenda

1.   Collect stuff in Inbox
2.   Is it actionable?
3.   What to do with non-actionable stuff?
4.   What to do with...
Tools

 paper, folders, labeler, tickler, software, gmail, storage
  email: search folders + filters + categories/tag/lab...
Retrospective

 What is the successful outcome of this course?
Questions?

 Feedback, Questions & Tomatoes
   Web: http://www.PairCoaching.net
   Blog: http://PairCoaching.spaces.liv...
Thank you!!




PairCoaching: the way to leading greatness


         www.PairCoaching.net
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  1. 1. Getting Things Done for IT workshop Yves Hanoulle & Bernard Vander Beken PairCoaching.net www.PairCoaching.net
  2. 2. PairCoaching.net
  3. 3. We.About()  Bernard Vander Beken Yves Hanoulle Agile Project Coach Agile Software Developer Coaching & Consultancy Services on agile & Team practices @ Deceuninck NV Founder of PairCoaching.net Agile & .NET Community Workshops Invented leadership Workshops Co-organizor XP Days Benelux Won .NET Pioneer Developer Contest Microsoft DevDays 2005 lightning talks organizer Father of Joppe (2002), Bent 2004, Baby 3.1 GTD Initiator (10/2007) Feedback, Questions & Tomatoes Web: http://www.PairCoaching.net Blog: http://PairCoaching.spaces.live.com Slides: http://www.slideshare.net/YvesHanoulle Books: http://www.librarything.com/catalog.php?view=YvesHanoulle Mail : Firstname at PairCoaching.net Mobile: +32 476 43 38 32 Skype: YvesHanoulle
  4. 4. You.About()  Who are you?  Name  (Company affiliation)  Title/function  Job responsibility  How do you know PairCoaching.net?  What do you know about GTD?  Other info you like to share?  What is the successful outcome of this course?
  5. 5. Facilities  Class hours 9:00 17:30  Building hours 8:15 18:00  Lunch break 12:15 13:15  Restrooms  Phones  Smokers?
  6. 6. The agile manifesto Individuals and interactions over processes and tools Working software comprehensive documentation Customer collaboration over contract negotiation Responding to change over following a plan http://agilemanifesto.org/
  7. 7. Principles behind the Agile Manifesto Our highest priority is to satisfy the customer through early and continuous delivery of valuable software. Welcome changing requirements, even late in development. Agile processes harness change for the customer's competitive advantage. Deliver working software frequently, from a couple of weeks to a couple of months, with a preference to the shorter timescale. Business people and developers must work together daily throughout the project. Build projects around motivated individuals. Give them the environment and support they need, and trust them to get the job done. The most efficient and effective method of conveying information to and within a development team is face-to-face conversation. Working software is the primary measure of progress. Agile processes promote sustainable development. The sponsors, developers, and users should be able to maintain a constant pace indefinitely. Continuous attention to technical excellence and good design enhances agility. Simplicity--the art of maximizing the amount of work not done--is essential. The best architectures, requirements, and designs emerge from self-organizing teams. At regular intervals, the team reflects on how to become more effective, then tunes and adjusts its behavior accordingly.
  8. 8. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Review 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  9. 9. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Review 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  10. 10. Collect STUFF in inbox
  11. 11. Personal mindsweep list Administration Commitments to  Financial  Spouse  Bills  Children  Banks  Family  Loans  Friends  Taxes  Insurance Borrowed Items Home Projects started not completed Electricity Projects that need to be started Plumbin Volunteer Roofing Garden Flowers Decoration Communications to make/get Buy Furniture Family Lightbulbs Area’s to Organize or clean Friends Attic Upcoming events Garage  Special occasions Computers  Birthdays Software hardware  Weddings backup  Holidays Sports equiments Clothes  Travel Health Care  Weekend trips Doctors Social events Dentists Sporting events Specialists Hobbies Schools
  12. 12. Professional mindsweep list Promisses to Other writings to finish  Reports  Boss/partner  Proposals  Colleagues  Articles  Subordinates  Blog  Promotional material  Other people in the organization  Slides  Outside people  Manual  Customers  Reviews  Other organziations Who needs to know about decisions? Communication to make/get Financial  Phone calls  P&L  Balance sheets  Voice mail  Credit line  E-mail Training Seminars  Professional Wardrobe Faxes Storage  Letters Inventories  Memos Legal issues Insurance Personalù
  13. 13. Why did we do this?
  14. 14. Didn’t you forget anything?
  15. 15. What did you collect?
  16. 16. You’ve got mail… © Peter Forret http://www.flickr.com/photos/pforret/
  17. 17. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Review 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  18. 18. What is actionable?
  19. 19. Is it actionable?
  20. 20. Decider  1. Proposer says “I propose [concise, actionable behavior].”  2. Proposer says “1-2-3.”  3.Voters, using either  Yes (thumbs up),  No (thumbs down),  Support-it (flat hand),  vote simultaneously with other voters.
  21. 21. Group work
  22. 22. Discussion
  23. 23. 15 minutes break © http://www.flickr.com/photos/franklouwers/
  24. 24. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Reviews 12. Do 13. The five phases of workflow 14. The natural planning Model 15. Tools
  25. 25. What to do with non-actionable stuff?
  26. 26. What to do with non-actionable stuff?  Trash Reference Material Someday/Maybe Picture by http://www.flickr.com/photos/teo/
  27. 27. Group work
  28. 28. Discussion
  29. 29. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Review 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  30. 30. What to do with actionable stuff?
  31. 31. What to do with actionable stuff?  What is the successful outcome?
  32. 32. Group work
  33. 33. Discussion
  34. 34. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Reviews 12. Do 13. The five phases of workflow 14. The natural planning Model 15. Tools
  35. 35. How do you know what todo? in life and work? What tools do you use? Who uses a TODO list? Who uses a calendar? What do you like about it? What do you dislike about it?
  36. 36. What are projects?
  37. 37. Lunch Break
  38. 38. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Review 12. Do 13. The five phases of workflow 14. The Natural planning model 15. Tools
  39. 39. What is the next action?
  40. 40. What is the next action?  [ ] sharpen pencil  [ ] Call mother (birthday present father) +32 10 02 22 33  [ ]…
  41. 41. Group work  Is this the VERY next action?
  42. 42. Discussion
  43. 43. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Review 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  44. 44. What to do with the next action?  Do  Delegate  Defer
  45. 45. What to do with next actions?  Do Delegate Defer
  46. 46. Group work
  47. 47. Discussion
  48. 48. Do: less then 2 minute action
  49. 49. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Reviews 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  50. 50. Split defers  Tickler  Calendar  Action list
  51. 51. Split defers  Tickler Calendar Next Action lists
  52. 52. Group work
  53. 53. Discussion
  54. 54. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the [very] next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Review 12. Do 13. The five phases of Workflow 14. The natural planning model 15. Tools
  55. 55. Process delegate items
  56. 56. Process delegate items Next Action lists? @Waiting for list
  57. 57. Group work
  58. 58. Discussion
  59. 59. 15 minutes break
  60. 60. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Reviews 12. Do 13. The five phases of Workflow 14. The natural planning model 15. Tools
  61. 61. Add next actions to context
  62. 62. Add next actions to contexts @Work @... @Read/Review @Anywhere @Phone @Home
  63. 63. Group work
  64. 64. Discussion
  65. 65. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Reviews 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  66. 66. Reviews Daily Weekly Higher level
  67. 67. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Reviews 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  68. 68. Do I  First by Context  Then, by time available  Then, by energy available (your energy)  Finally, by priority
  69. 69. Do II  Predefined work (Do I)  As it shows up  (The 7 habits)
  70. 70. Do III  Runway (Current actions)  10.000 feet (current project)  20.000 feet (areas of responsibility)  30.000 feet (1-2 year goals)  40.000 feet (3-5 year visions)  50.000+ feet (life)  GTD focuses on -30.000
  71. 71. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the [very] next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Reviews 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  72. 72. The five phases of workflow
  73. 73. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Reviews 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  74. 74. The natural planning model  1. Purpose/Guiding Principles 2. Mission/Vision/Goal/Successful Outcome 3. Brainstorming 4. Organizing 5. Next Actions
  75. 75. Agenda 1. Collect stuff in Inbox 2. Is it actionable? 3. What to do with non-actionable stuff? 4. What to do with actionable stuff? 5. How do you know what to do? 6. What is the next action? 7. What to do with the next action? 8. Split defers 9. Process delegates 10. Add next actions to context 11. Reviews 12. Do 13. The five phases of workflow 14. The natural planning model 15. Tools
  76. 76. Tools  paper, folders, labeler, tickler, software, gmail, storage email: search folders + filters + categories/tag/labels  http://www.davidco.com/pdfs/gtd_workflow_advanced.pdf
  77. 77. Retrospective  What is the successful outcome of this course?
  78. 78. Questions?  Feedback, Questions & Tomatoes  Web: http://www.PairCoaching.net  Blog: http://PairCoaching.spaces.live.com  Books: http://www.librarything.com/catalog.php?view=YvesHanoulle  Slides: http://www.slideshare.com/YvesHanoulle  Mail : FirstName at Paircoaching dot net  Mobile: +32 476 43 38 32  Skype: YvesHanoulle
  79. 79. Thank you!! PairCoaching: the way to leading greatness www.PairCoaching.net

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