Total, Relaxed Organization for Scientists
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Total, Relaxed Organization for Scientists

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TRO (Total, Relaxed Organization) is a fusion of best practices from GTD (David Allen's "Getting Things Done"), Covey, and other personal productivity systems. The resulting workflow is simpler,......

TRO (Total, Relaxed Organization) is a fusion of best practices from GTD (David Allen's "Getting Things Done"), Covey, and other personal productivity systems. The resulting workflow is simpler, more powerful, and easier to maintain.

These are the slides for a presentation given to a team of scientists at Philips Medical on 12/4/2012. The objective: help them set up their new personal TRO workflows for maximum efficiency. Each scientist also had a TRO Online Training credit and access to personal 1-1 coaching as needed to complete the transformation using the productivity tools of their choice.

Includes:
Principles of effective productivity (TRO)
Why traditional productivity fails today
The conveyor belt of productivity
Practical recommendations for desk trays, portable offices, and other tools

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  • 1. Do more, in less time, without the stress and mess.(Group coaching session for Philips Medical)
  • 2. Executive Coach, Contract Executive (CEO, COO) www.kevincrenshaw.com Twitter: @kcren
  • 3. Hit some challenges and uncertainties: • Financial/family pressures • Curriculum • Experimental or theoretical? • Solid state? Astrophysics? Or ?? But it really boiled down to this: I lacked a good mentor • Practical mindset, perspective • Eliminate misconceptions • “Learn the ropes” • “Tricks of the trade” www.kevincrenshaw.com Twitter: @kcren
  • 4. Everyone faces time and workflow challenges today.You (and teams) need good mentors• Practical mindset, correct principles• “Show you the ropes”• “Tricks of the trade”• What methods really work?• What apps/devices are best?• Are team workflow changes needed? www.kevincrenshaw.com Twitter: @kcren
  • 5. I’m Your Mentor, Starting Now:• Productivity intervention• Usually 7 hours/person• Compress basics into 3 hoursYou NEED to:• Take detailed notes• Do these exercises• Start applying it right now• Decide now and schedule your next action as you return to work www.kevincrenshaw.com Twitter: @kcren
  • 6. “[Tools and] processes that ... revolutionize the objective qualities ofspace and time." — David Harvey, The Condition of PostmodernityPromises of Productivity &Positive Compression:• Computers• Printers• Internet• Email• Smart phones• TXT• Instant chat• Cool desk & office tools• Work away from the office
  • 7. “Time is the longest distance between two places.” — Tennessee WilliamsPromises of Productivity & Instead, Negative Productivity &Positive Compression: Negative Compression:• Computers • Still have piles• Printers • More distractions• Internet • More choices• Email • 3000+ emails in Inbox (or 88K!)• Smart phones • More interruptions• TXT• Instant chat• Cool desk & office tools• Work away from the office
  • 8. “Time is the longest distance between two places.” — Tennessee WilliamsPromises of Productivity & Instead, Negative Productivity &Positive Compression: Negative Compression:• Computers • Still have piles• Printers • More distractions• Internet • More choices• Email • 3000+ emails in Inbox (or 88K!)• Smart phones • More interruptions• TXT • Fear, uncertainty• Instant chat • STRESS• Cool desk & office tools • Always working or “on call”• Work away from the office • Neglect family, self, priorities
  • 9. Average Available Time Gain: • +1.6 hours/day Avg Stress Reduction: • -59.6% from all sourceswww.priacta.com
  • 10. That’s what youget with a TROworkflow.
  • 11. • Practices: Vary. “Just show me how towork the problem.” (FAIL. One-offsolution, only works for this problem.)• Principles: Fundamentaltruths, packaged for application.“Gauss’ Law says ... So that means ...”(WIN. Applies to all E&M problems.)
  • 12. • You must create/manage task lists daily.• You’re forced to organize your task lists by“Due Dates.”
  • 13. 4. Your brain is not an acceptable collection point.
  • 14. Calendars with Handheld Task ListPaper Task Lists, To Office Physical Boxes TASKS (paper, app (iPhone,Do Lists, etc. (In, Out, etc.) digital, apps, etc.) Android, etc.) Computer Task List Whiteboard orPaper Notepads Text Messaging (Outlook, PlanPlus, Corkboard (if used(Business, Personal) (phone, Skype, WM) etc.) for tasks) Desk Areas (eachEmail Inbox (add Office Desk Drawers, Purse/Planner/Wallet spot, under, inside,1per account Inbox) Shelves pockets etc.) Assistants (“RemindVoicemail (add 1 per Post It Note "Posting" Clothing Pockets me to…:”) (spouse,phone number) Areas secretary, …)Filing Cabinets (if Other office/work Outside Home Areas Areas in Car (glovepending actions lurk areas (storage, etc. (garage, shed, yard, box, each seat,there) with lurking actions) etc.) trunk, etc.) Home Areas (Kitchen Your Mind (alwaysFloor Areas Voice Recorder table areas, boxes, count as 1) etc.)Home Physical Boxes Home Desk Drawers, Contact or CRM Other (Paper scraps,(In, Out, “Whatever", Shelves, Kitchen Software (ACT, etc.)etc.) Drawer Goldmine, etc.) YOUR TOTAL: ______
  • 15. • Complete list in TRO Online Training Lesson “Preparation: Gather or Buy”
  • 16. (or)(or)
  • 17. (with)
  • 18. Supporting Tools in Main Office “backbone” of your filing system b) Decide on desk trays. Your desk trays are extensions of: your backbone A-Z filing system.
  • 19. Quickly toss junk, communicate (twomin. or less), enter tasks, file papersYou triage:Everything in collection points:_________________________________email, voicemail, papers, notepad...__________________________.
  • 20. Then: Decide/Defer
  • 21. Tasks Need “Homes” Too tags, categories, or foldersIn 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 .
  • 22. Define the “Homes” for Your Processing Conveyor BeltCreate Your Master Contexts List: a) Major life areas: (Work), (Family) b) Automatic meeting agenda items: +Staff, +Ops c) 1-1 or ad hoc meetings: 1Bob, 1Sheri d) Other groupings for efficiency: Errands, Calls
  • 23. (Hidden Benefits of Deciding and Deferring)1. Delegation means: asking .2. Every “delegate out” is a W/F “in” .
  • 24. (Hidden Benefits of Deciding and Deferring) regular meeting with thema) Schedule your follow-ups on W/F steps automatically in your _____________ using regular meetings your ______________________. task list categories or tags
  • 25. Meetings, Projects and Next StepsIn Regularly-Scheduled Meetings, You’ll: • Refer to +Meeting and 1Person contexts for instant, zero-preparation agenda items. • Follow up and ask for reports. • Projects will move forward automatically this way. • “What we measure, improves . And when we report back, the rate of improvement accelerates .
  • 26. Important! Taking 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 “F” Does it when asked (!)
  • 27. Projects: Decide/Defer
  • 28. Reviewing previewinga) Daily Review: 5 min., “Must Do” tasksb) Weekly Review: 5 min., “May Do” tasksc) Monthly Review: 5 min., “Someday” tasksA coach (or TRO Online Training) will helpyou schedule each review into your calendarwith simple steps. TRO reviews are easy.
  • 29. Doing and Beyond re-processing a next stepa) “Mind Dump” - Get all tasks off your mindb) Strategic Calendar - Balance all life areasc) Work Areas & Work Value - Focus on MPAsd) Large Projects, Templates - Advanced needs
  • 30. Decision Time• Self-Training (included) Online training at your own pace (~10 hrs). Skim/work to “Accountability,” then do all.• ½ Day Remote Coaching (upgrade) 1-1 remote coaching in your office to perfect your new workflow and habits.• 21-Day Follow-up (included with both) Automated accountability and feedback. www.priacta.com
  • 31. Average Available Time Gain: • +1.6 hours/day Avg Stress Reduction: • -59.6% from all sourceswww.priacta.com
  • 32. Personal/Team ExecutiveCoach:• Full productivity intervention• Usually 3.5 more hours for you• Team workflow analysis and designYou NEED to:• Fully finish your TRO workflow• Do a 21-day Follow-up (part of TRO Online Training) www.priacta.com www.kevincrenshaw.com Twitter: @kcren