Getting Things DONEBook by David AllenInterpretation by Nanci Hardwick

Today’s DiscussionWhy I read this bookWhat this book says to doWhat I didHow it workedWhat I think about it now

Why?For the HereafterThe preacher told me the other day I should be thinking about the Hereafter. I told him, "I do, Father, all the time. Every time I go from one room to the other, I have to ask myself…'Now, what am I here after?'

David’s ExampleThings we just “remember”Can you go to the grocery store without a list and not forget anything?Do you ever remember the call that needs to be made in the shower? Or at night in bed?No memory requiredDo you believe that you will be in the right place at the right time for your appointments next week?What’s the difference?? Why is the calendar so much better, so trusted?Because it is ALL there. Every detail. No memory required.

Why Things are on Your MindMost often, something you want to be different than it is currently is on your mind because:you haven’t clarified exactly what the intended outcome isyou haven’t decided what the very next physical action step is, or you haven’t put reminders of the outcome and the action required in a system you trust.

The StepsThe great cleanup and download

Time, Space, and ToolsTime – Initial Renovation and maintenanceSpace – Home and OfficeIn basketFilesPaperA space you want to be in!ToolsFiling system“a giant stack” and a labelerListsCalendar

Ready, Set…“The first activity is to search your physical environment for anything that doesn’t belong where it is, the way it is, permanently, and put it in to your in basket.”BEWARE: don’t slip into purging/organizing/acting on items found as these are potential time sinks.

Getting “In” to EmptyNOW, sort through, to:Trash what you don’t needComplete any less than 2 minute actionsHand off anything you can delegateAdd reminders into your system for greater than 2 minute actionsIdentify and add to your project list any larger commitments

Workflow Diagram-Processing

The Right BucketsA “Projects” listProject support materialCalendared actions/info“Next Actions” listsA “Waiting For” listReference materialA “Someday/Maybe” list

The Next Action List Breakdown“The most common categories of action reminders”:CallsAt computerErrandsAt officeAt homeAgendas (for people and meetings)Read/Review

Review to keep it functional“You must be assured that you’re doing what you need to be doing, and that it’s OK to be not doing what you’re not doing.”If your list of calls no longer includes all the calls you need to make, your brain no longer trusts the list and goes back to trying to remember.

What to do… when?Choose actions based on these criteria:ContextTime availableEnergy availablePriorityA low energy moment would be the time to read, update contact files, back up, etc.

An ExerciseThink of a looming project at work or home.Now visualize or define a successful outcome for that project.What is the very next step that you would need to take to make progress?

A real life storyDavid Allen visits Nanci’s life

CollectionI “collected” the entire surface of my deskAnd my projects drawerOther drawers, cabinets, and bookshelf are on standbyBut I cleaned out an entire drawer in my 4-drawer cabinet at home!I sorted and trashed and made listsI felt the rush only those with a full trash can experienceI turned to my laptop, and faced my inbox…

OutlookJune 16: Process and Purge over 1,200 emailsExcept for the 250 I gave up on and moved to another folderWow! – ZERO EMAIL IN INBOX! Restructure my lists:Task list categories were subject themes: Sales, Human Resources, Volunteer, etcTask list categories are now by action type: Calls, @home, Projects, To Buy, Waiting on Others

ChangesAdded personal tasks to OutlookUsed my inbox as an inbox rather than a staging area Threw away the stuff I’ll never read (and felt ok about it)Purged files and gave myself permission to delete emailNow follow the two minute rule – especially with new things to read. I skim and chuck or flag what should be read with careEmpty my laptop bag every morning and eveningKeep a notepad and pen in my carUnsubscribed from unwanted email rather than delete

What happened next?We notice Nanci never mentioned adopting the filing system….

Pride & GloryI am master of my to-do list. I sleep well. I shower well. I leave the grocery store well. Most of the time.There is raw power in an empty in box and I drink from the well every day.

But then I travel… 8/24: Kate emails to say, can you still talk to everyone about managing email? I have 177 emails in my inbox, dating back to 7/20.Oh, how the mighty have fallen!I say “Yes, Kate!” and spend a better part of the day, the whole night, and the next morning getting back to zero.

How it workedGirl vs. Email … and tasks, and projects, and life

How it worked for meCapturing it allMaking “next action” decisionsReviewing listsMy task lists – using dates and priority flagsReading while laptop boots upHow it went awryWhy it was worth getting back to zero

What I think nowAction-oriented check lists are very helpful.Defining next actions when I’m in that moment really thinking about that project is very helpful but harder than you would think.Inboxes should contain unread email or be empty.Calendars can include “make decision about X” items with relevant detail.Reviewing is still tricky.

Final ThoughtKnowing tasks are captured allows creative thinking