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Getting things done (an interpretation for handling e mails)
 

Getting things done (an interpretation for handling e mails)

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Created small presentation to teach a colleague how to use "Getting things done" to keep his inbox empty, and process all his emails in an efficient way.

Created small presentation to teach a colleague how to use "Getting things done" to keep his inbox empty, and process all his emails in an efficient way.

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  • Source image: http://www.flickr.com/photos/n3trunner/4116254391/sizes/z/in/photostream/
  • Created small presentation to teach a colleague how to use "Getting things done" to keep his inbox empty, and process all his emails in an efficient way.

Getting things done (an interpretation for handling e mails) Getting things done (an interpretation for handling e mails) Presentation Transcript

  • Getting Things Done An Interpretation For Handling E-mails Edward Crain 10 July 2012Source image: http://www.flickr.com/photos/n3trunner/4116254391/sizes/z/in/photostream/
  • INTRODUCTIONDavid Allen (=author of Getting Things Done) The Problem; Almost everyone I encounter these days feels he or she has too much to handle and not enough time to get it all done.
  • INTRODUCTIONDavid Allen (=author of Getting Things Done) The Promise; You can experience what the martial artists call a "mind like water" and top athletes refer to as the "zone", within the complex world in which youre engaged.
  • INTRODUCTION Why are there so much things on your mind anyway??Source image: http://www.greenbookblog.org/2011/01/31/mental-spring-cleaning/
  • INTRODUCTION you havent clarified exactly what1 ? the intended outcome is
  • INTRODUCTION you havent decided what the very next2 physical action step is
  • INTRODUCTION and/or you havent put reminders of the outcome and the action required in a3 system you trust Source image: http://cloud2.nl/aanmelden_reminder_service
  • MASTERING WORKFLOWThe 5 stages of masteringworkflow Source image: http://www.goeievraag.nl/vraag/dominostenen-dominoday-geteld.4115
  • MASTERING WORKFLOW Collect all things/ "stuff" that command1 our attention Source: http://jannetje.punt.nl/index.php?r=1&id=460580&tbl_archief=0
  • MASTERING WORKFLOW Process what they mean and what to do 2 about themSource: http://footage.shutterstock.com/clip-1502093-stock-footage-pressed-piece-of-car-handling-with-special-machine-scrap-metal-industrial-
  • MASTERING WORKFLOW3 Organize the results Source: http://sixminutes.dlugan.com/toastmasters-speech-2-organize-your-speech/
  • MASTERING WORKFLOW Review results as options for what we4 choose to do Source: http://businessislamica.com/2012/02/16/quarterly-review-results-for-dow-jones-islamic-market-
  • MASTERING WORKFLOW5 Do Source: http://www.advertolog.com/hornbach/print-outdoor/diy-attitude-mongoloid-10985505/
  • WORKFLOW OF PROCESSING “STUFF” Source: http://www.advertolog.com/hornbach/print-outdoor/diy-attitude-mongoloid-10985505/
  • WORKFLOW OF PROCESSING “STUFF” Collect all stuff1 Every open loop must be in your collection system and out of your head. You must have as few collection buckets as you can get by with. You must empty them regularly. Source: http://www.advertolog.com/hornbach/print-outdoor/diy-attitude-mongoloid-10985505/
  • WORKFLOW OF PROCESSING “STUFF” 2Per item; Is it Actionable? No Its trash, no longer needed. No action is needed now, but something might need to be done later (incubate). The item is potentially useful information that might be needed for something later (reference). You need a trash basket and <Del> key for trash, a "tickler" file or calendar for material thats incubating, and a good filing system for reference information. Source: http://www.advertolog.com/hornbach/print-outdoor/diy-attitude-mongoloid-10985505/
  • WORKFLOW OF PROCESSING “STUFF” Is it Actionable? 3  YES If its about a project: You need to capture that outcome on a "Projects" list. Tip: A Weekly Review of the list will bring this item back to you as something thats still outstanding. It will stay fresh and alive in your management system until it is completed or eliminated. Source: http://www.advertolog.com/hornbach/print-outdoor/diy-attitude-mongoloid-10985505/
  • WORKFLOW OF PROCESSING “STUFF” Is it Actionable? 4 YES Whats the “Next Action”? Next Action = the next physical, visible activity that needs to be engaged in, in order to move the current reality toward completion Source: http://www.advertolog.com/hornbach/print-outdoor/diy-attitude-mongoloid-10985505/
  • WORKFLOW OF PROCESSING “STUFF” Next action options: 1. Do it. If an action will take less than two minutes, it should be done at the moment it is defined. Source: http://www.advertolog.com/hornbach/print-outdoor/diy-attitude-mongoloid-10985505/
  • WORKFLOW OF PROCESSING “STUFF” Next action options: 2. Delegate it. If the action will take longer than two minutes, and you are NOT the right person to do it; delegate it to the appropriate entity. Source: http://www.advertolog.com/hornbach/print-outdoor/diy-attitude-mongoloid-10985505/
  • WORKFLOW OF PROCESSING "STUFF" Next action options: 3. Defer it. If the action will take longer than two minutes, and you are the right person to do it, you will have to defer acting on it until later and track it on one or more "Next Actions" lists. Source: http://www.advertolog.com/hornbach/print-outdoor/diy-attitude-mongoloid-10985505/
  • PROCESSING E-MAILSHow can I apply this technique processing the overload of e-mails I receive every day??
  • PROCESSING E-MAILS – AN INTERPRETATION E-mail INBOX
  • PROCESSING E-MAILS – AN INTERPRETATION E-mail DELETED ITEMS
  • PROCESSING E-MAILS – AN INTERPRETATION E-mail Create Someday/ Maybe folder The e-mail of an interesting conference next month, can be put in the folder "Someday/ Maybe" Source: http://www.advertolog.com/hornbach/print-outdoor/diy-attitude-mongoloid-10985505/
  • PROCESSING E-MAILS – AN INTERPRETATION The e-mail with project info you would like to hold for reference, can be put in a specific reference folder for this project Create inbox reference folders
  • PROCESSING E-MAILS – AN INTERPRETATION Just Do It!!!
  • PROCESSING E-MAILS – AN INTERPRETATION The e-mail you have sent to ask someone to do an action, can be put in the folder "WaitingFor" Create WaitingFor folder
  • PROCESSING E-MAILS – AN INTERPRETATION Create NextActions folder
  • PROCESSING E-MAILS – AN INTERPRETATION The action "preparation for an important meeting next Thursday"; Schedule 2 hours in your outlook calendar next Wednesday to do the preparation ” Put actions > 1 week on calendar
  • PROCESSING E-MAILS – AN EXAMPLE (WEBMAIL)Next ActionsSomedayMaybe Empty!!WaitingForReferenceFolders
  • PROCESSING E-MAILS – AN EXAMPLE (OUTLOOK)Next ActionsSomedayMaybeWaitingFor Empty!! Reference Folders
  • PROCESSING E-MAILS – AN EXAMPLE (OUTLOOK)Next Actions(Prioritizedusing"Categories")
  • THANK YOU FORVIEWING THISPRESENTATION!!QUESTIONS ORREMARKS??Please contact me!At edward@crain.nl