Getting Things Done for IT
workshop
Yves Hanoulle & Bernard Vander Beken
PairCoaching.net
www.PairCoaching.net

PairCoaching.net

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

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?

Facilities
 Class hours 9:00 17:30
 Building hours 8:15 18:00
 Lunch break 12:15 13:15
 Restrooms
 Phones
 Smokers?

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/

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.

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

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

Collect STUFF in inbox

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

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

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 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

What is actionable?

Is it actionable?

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.

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 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

What to do with non-actionable stuff?

What to do with non-actionable stuff?
 Trash
Reference Material
Someday/Maybe
Picture by http://www.flickr.com/photos/teo/

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 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

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 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

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?

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 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

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 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

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 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

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 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

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 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

Add next actions to context

Add next actions to contexts
@Work
@...
@Read/Review
@Anywhere
@Phone
@Home

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 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

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 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

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 (1-2 year goals)
 40.000 feet (3-5 year visions)
 50.000+ feet (life)
 GTD focuses on -30.000

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

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 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

The natural planning model
 1. Purpose/Guiding Principles
2. Mission/Vision/Goal/Successful Outcome
3. Brainstorming
4. Organizing
5. Next Actions

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

Tools
 paper, folders, labeler, tickler, software, gmail, storage
email: search folders + filters + categories/tag/labels
 http://www.davidco.com/pdfs/gtd_workflow_advanced.pdf

Retrospective
 What is the successful outcome of this course?

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

Thank you!!
PairCoaching: the way to leading greatness
www.PairCoaching.net