Getting to Total, Relaxed Organization


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Total, Relaxed Organization (TRO) mergers GTD principle with Covey principles for a smooth, easy-to-follow system. Slides cover: core principles of productivity, workflow conveyor, why prioritization fails, how to set up your office for best results, triaging your work, improving GTD, and more.

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Getting to Total, Relaxed Organization

  1. 1. Total, Relaxed Organization do more, in less time without stress, without mess
  2. 2. Kevin Crenshaw, your coach Executive Coach Contract Executive (Rapid Change) @kcren
  3. 3. Kevin Crenshaw, your coach Almost everyone feels overwhelmed “Everyone needs a good mentor”
  4. 4. Kevin Crenshaw, your coach practical “tricks of the trade” what really works? what apps/ devices are best answers for special situations
  5. 5. I‟m now your Mentor Intervention Usually: 7 hours/person Compress: 2.5 hours
  6. 6. You need to: Take detailed notes Join the exercises Ask questions immediately
  7. 7. Your “Control Score” How in control do you feel over your time and tasks right now? control Rate Yourself: 0 to 100 (0 = no control, 100 = absolute control)
  8. 8. Expect To Get
  9. 9. + 1.6 hours/day!
  10. 10. 60% less general stress
  11. 11. What do I need to do? Participate Schedule and finish coaching Honor appointments 21-day follow-up emails
  12. 12. Trustworthy System
  13. 13. What are your top 10 stressors?
  14. 14. and how to resolve/reduce each one?
  15. 15. How would you feel if you…? Chose something to do about it (a goal or resolution) Selected a next action (make it happen) Scheduled with ease (know it will fit schedule) Knew you'd be notified when to do it (no chance of forgetting)
  16. 16. That‟s your “Trustworthy System”
  17. 17. That‟s your “Trustworthy System” That, is Total, Relaxed Organization
  18. 18. Why traditional time management practices fail
  19. 19. Why traditional time management practices fail Traditional: NOT principle-based Principle vs. Practices
  20. 20. Why traditional time management practices fail “Only touch each piece of paper once” Must finish the whole project before you feel successful Must create or manage task list daily Must sort task list by “Due Dates”
  21. 21. Fundamental Principals of Time & Workflow You are only one person one timeline budget time in a single calendar have a single task list (because it‟s actually an extension of your calendar)
  22. 22. Fundamental Principals of Time & Workflow You only have one brain multitasking is a lie do similar things together we focus on what we notice
  23. 23. Fundamental Principals of Time & Workflow Collect points (the more you have, the worse it gets) Your brain is not an acceptable collection point
  24. 24. Fundamental Principals of Time & Workflow Bad collection points can„t find things. dropped assignments. chaos > uncertainty > procrastination > stress distracted by many things at once.
  25. 25. Fundamental Principals of Time & Workflow “Projects” are just tasks with more than one step Problems and goals are “projects”
  26. 26. Small tasks fit between the cracks, Large tasks must be budgeted Fundamental Principals of Time & Workflow
  27. 27. Balance isn‟t obtained by prioritizing, but by budgeting Fundamental Principals of Time & Workflow
  28. 28. Fundamental Principals of Time & Workflow Everything needs a Home “no visitors allowed”
  29. 29. Putting them all together creates a conveyor belt for all you work
  30. 30. The TRO Workflow conveyor belt
  31. 31. The TRO Workflow conveyor belt Collect Process Review Do Re-Process Decide next step Add notes Schedule Assign Contexts Additional Steps
  32. 32. The TRO Workflow Conveyor Belt Collect it all (briefly preview daily, weekly, monthly) Process everything Review tasks (briefly preview and daily, weekly, monthly) Do next steps and re-process (until everything is done)
  33. 33. The TRO Workflow Conveyor Belt Tasks & Projects move forward naturally to completion
  34. 34. Design Your Optimal Workflow System
  35. 35. Tame Your Collection Points Remember: A “collection point is anywhere stuff accumulates: (What) No next step decided (When) Not scheduled (next step, either flexibly or firmly) (Where) Not in its home
  36. 36. Count Your Current Collection Points
  37. 37. Count Your Collection Points: How many of each? Paper Notepads or Notebooks (1 per each now in use) Paper task list, Paper To Do List PC/Mac/Web Electronic Task List Mobile Device Task/Notes Apps Email Inboxes (Count 1 per inbox) Contact/CRM Software with Tasks Voicemail Inboxes (Count 1 per Inbox) TXT Messaging (Count 1 per TXT, phone, WhatsApp Work Desk Piles (1 per pile on, under) Work Desk Drawers, Desk Shelves Work Physical Bins/Boxes (in/out/bills) Other Work Office Areas (Shelves, Storage) Filing Cabinet (1 per drawer if they have lurking tasks) Calendars w/ tasks (Paper, Digital, you calendar app) Home Desk Piles, Drawers, Shelves Home Physical Bins/Boxes ( In/Out, cardboard) Home Outside Areas (Garage, Shed, Porch) Home Other Areas (Junk drawers, each table pile) Post It Note “Posting” Areas (1 per posting area) Whiteboard, Corkboard (if used for tasks Purse/Planner Pockets Clothing Pockets Voice Recorder (For tasks, ideas, reminders) Floor Areas (Home and Office) People You Ask to “Remind Me” (Admins, spouse) Areas in Car (Glove box, Trunk, each seat with stuff) Your Mind (Always counts as 1) Other (Paper scraps, company task software, etc.) Your Total: _________
  38. 38. 7 Approved Collection Points Include 1. 1 Wire inbox on desk 2. 1 Task manager 3. 1 Email inbox (2 if separate work/personal) 4. 1 Notepad 5. 1 Voicemail inbox 6. 1 Portable paper inbox (in “portable office”) 7. Voice Recorder (optional)
  39. 39. Where do you work? What tools will you need?
  40. 40. Your Main Office PC or Mac Desktop and/or Laptop TRO-Capable Task List Software Outlook, Toodledo, Nozbe, Get It Done, Donedesk, Wrike, Paper planner, etc. Huge list of TRO-Capable apps: Email Software Outlook 2010, Gmail, Apple Mail, etc.
  41. 41. Supporting Tools in Main Office Good desk (drawers, file drawer…) Hanging folders, manila folders Paper trays, labeler Buy or have on hand before continuing Complete list in TRO Online Training Lesson: ”Preparation: Gather or Buy”
  42. 42. Your Mobile Tools Smart Phone (iPhone, iPad, Android, or other smart phone with Web access) Paper Planner (Franklin Convey, DayTimer, create your own; must meet TRO criteria) Task List Printouts (Special situations only) or or
  43. 43. Your Portable Office Briefcase or laptop case (3 sections, closes securely) (with) Portable “trays” in briefcase (Plastic project folders, You will label them later to match your desk trays.)
  44. 44. The TRO Workflow conveyor belt Collect Process Review Do Re-Process Decide next step Add notes Schedule Assign Contexts Additional Steps Set up your office for Workflow Conveyor Belt
  45. 45. The TRO Workflow conveyor belt Collect Process Review Do Re-Process Decide next step Add notes Schedule Assign Contexts Additional Steps
  46. 46. Objectives (Conveyor Belt Setup) Create good collection points Establish “homes” for all your resources Retire all bad collection points by… …colleting all stuff to good ones Zero uncertainty about where anything goes when it comes in
  47. 47. Supporting Tools in Main Office Set up your A-Z file. It‟s the “backbone” of your filling system Decide on desk trays. Your desk trays are extensions of: your backbone A-Z filling system
  48. 48. Inbox Outbox Deferred Read/Review Bills Choose the Trays you need Scrap Paper Shred Other: ________ Burn Box (box on floor, “slow trash can”)
  49. 49. You‟re ready to “Sweep”. When you‟re done sweeping...
  50. 50. Clear Desk (will stay that way) “Hot” and “Cold” “Everything in its home, no visitors allowed”
  51. 51. Collect Close your eyes and envision How will you feel?
  52. 52. Collect Schedule a time to “sweep” your office
  53. 53. Process Set Up your “Processing“ Conveyor Belt
  54. 54. The TRO Workflow conveyor belt Collect Process Review Do Re-Process Decide next step Add notes Schedule Assign Contexts Additional Steps
  55. 55. First: Triage (Pre-Process) Triaging is: Toss junk; communicate (>2min); enter tasks; file resources All approved collection points
  56. 56. Then: Decide/Defer Decide next step (projects) Schedule: Smart Dates Budget Files in home: Context(s) Deferred A-Z
  57. 57. Tasks need “Homes” too Tasks in homes, via “contexts”: tags, categories or folders. In TRO (unlike GTD), tasks and steps need multiple contexts because: you may need to see a task in more than one list: (Work), +Ops, 1Joe.
  58. 58. Define the “Homes” for your processing conveyor belt
  59. 59. Create your Master Contexts List Major life areas: (Work), (Family) Automatic meeting agenda items: +Staff, +Ops 1-1 or ad hoc meetings: 1 Bob, 1 Sheri Other groupings for efficiency: Errands, Calls
  60. 60. Hidden benefits of Deciding & Deferring Effective delegation and follow-up, focused meetings and teams, Projects move forward Delegation means: asking Every “Delegate Out” is a W/F “in”
  61. 61. Hidden benefits of Deciding & Deferring If you delegate to anyone regularly, you need: regular meetings with them Schedule follow-ups as W/F tasks in your regular meetings using task list categories or tags
  62. 62. Meetings, Projects and Next Steps
  63. 63. In Regularly-Scheduled Meetings, you will: • Look at +Meeting and 1Person list. (These show you instant agenda items) • Report back and follow up Projects will move forward automatically this way. “What we measure, improves. And if we report back, improvement accelerates.”
  64. 64. Q: What is your initiative grade? (A: When do you act and report back?) Top 5 levels of Initiative: A Takes action, reports back periodically B Takes action, reports back immediately C Suggests what should be done D Asks what they should do E Does it when asked (!)
  65. 65. Processing is the core skill of TRO A coach (or the TRO Online Training System) will drill you on processing what you gathered.
  66. 66. Projects: Your Task Manager Project Name / Next Step (or) Project Field (or) Project category or tag (for large projects only)
  67. 67. Email is no different
  68. 68. Review Do Final two conveyors: Reviewing & Doing
  69. 69. The TRO Workflow conveyor belt Collect Process Review Do Re-Process Decide next step Add notes Schedule Assign Contexts Additional Steps
  70. 70. Reviewing Reviewing is really previewing. Daily Review: 5 min., “Must Do” Tasks Weekly Review: 5 min., “May Do” Tasks Monthly Review: 5 min., “Someday” tasks
  71. 71. Doing and Beyond Doing includes re-processing Additional training and purposes: “Mind Dump” - Get all tasks off you mind Strategic Calendar - Balance all life areas Work Areas & Work Values - Focus on MPAs Large Projects, Templates - Advanced needs
  72. 72. Decision Time
  73. 73. Dedicate and schedule your next step • Self-Training (included) Online training at your own pace (~10 hrs.) Skim/work to “Accountability”, then do all • ½ Day Remote Coaching (optional) 1-1 coaching in your office, coach on call • EITHER WAY: 21-Day Follow-up Automated accountability and feedback
  74. 74. What‟s at stake?
  75. 75. + 1.6 hours/day!
  76. 76. 60% less general stress
  77. 77. Questions