Is a Zero Email Inbox Possible? GTD, OmniFocus and Productivity in the Digital Age - ACTEM MAINEducation 2009 Conference
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My "Is a Zero Email Inbox Possible? GTD®, OmniFocus® and Productivity in the Digital Age" presentation at ACTEM's MAINEducation 2009 Conference in Augusta, Maine on October 16, 2009.

My "Is a Zero Email Inbox Possible? GTD®, OmniFocus® and Productivity in the Digital Age" presentation at ACTEM's MAINEducation 2009 Conference in Augusta, Maine on October 16, 2009.

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Is a Zero Email Inbox Possible? GTD, OmniFocus and Productivity in the Digital Age - ACTEM MAINEducation 2009 Conference Presentation Transcript

  • 1. Is a Zero Email Inbox Possible? GTD , OmniFocus and Productivity in ® ® the Digital Age ACTEM’s MAINEducation 2009 Presented by: Kerry Gallivan Maine School Administrative District #75 OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 2. About Me
  • 3. About Me • Technology Director
  • 4. About Me • Technology Director • Father
  • 5. About Me • Technology Director • Father • Efficiency geek
  • 6. About Me • Technology Director • Father • Efficiency geek • Procrastinater
  • 7. About Me • Technology Director • Father • Efficiency geek • Procrastinater • Life Learner: T’ai Chi, Go, Technology, Travel (Nepal & Africa), Outdoors
  • 8. 3,064 emails! Look familiar?
  • 9. How about this?
  • 10. And this?
  • 11. Don’t forget all this!
  • 12. How did we get here?
  • 13. 50 Years ago...80% of the workforce made and moved things
  • 14. Today...10% of the workforce make and move things
  • 15. 90% of workers today work with information or use knowledge in the workplace
  • 16. “knowledge worker” - Peter Drucker 1959
  • 17. 3,064 emails! This equals...
  • 18. Stress inability to manage our agreements too much “stuff” coming in at once OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 19. current tools don’t work!
  • 20. changing times require better systems OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 21. Getting Things Done ® by David Allen OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 22. Getting Things Done ® by David Allen • published in 2001 OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 23. Getting Things Done ® by David Allen • published in 2001 • corporate management guide OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 24. Getting Things Done ® by David Allen • published in 2001 • corporate management guide • Silicon Valley “bible” OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 25. Getting Things Done ® by David Allen • published in 2001 • corporate management guide • Silicon Valley “bible” • international appeal OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 26. Getting Things Done ® by David Allen • published in 2001 • corporate management guide • Silicon Valley “bible” • international appeal • 1,169,523 Twitter Followers OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 27. Guiding principles Capture everything Clearly define the next action Frequently review all levels of your commitments OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 28. Two Key Elements Perspective & Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 29. The Matrix of Self-Management Perspective Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 30. The Matrix of Self-Management Victim Perspective Responder Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 31. The Matrix of Self-Management Crazy Maker Visionary Victim Perspective Responder Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 32. The Matrix of Self-Management Crazy Maker Visionary Victim Micromanager Perspective Responder Implementer Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 33. The Matrix of Self-Management Crazy Maker Captain & Visionary Commander Victim Micromanager Perspective Responder Implementer Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 34. Mastering Workflow (control) OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 35. Mastering Workflow (control) Collect OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 36. Mastering Workflow (control) Collect Process OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 37. Mastering Workflow (control) Collect Process Organize OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 38. Mastering Workflow (control) Collect Process Organize Review OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 39. Mastering Workflow (control) Collect Process Organize Review Do OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 40. Horizons of Focus (perspective) OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 41. Horizons of Focus (perspective) 50,000 ft - purpose & core values OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 42. Horizons of Focus (perspective) 50,000 ft - purpose & core values 40,000 ft - vision (3+ years) OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 43. Horizons of Focus (perspective) 50,000 ft - purpose & core values 40,000 ft - vision (3+ years) 30,000 ft - goals (1-2 years) OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 44. Horizons of Focus (perspective) 50,000 ft - purpose & core values 40,000 ft - vision (3+ years) 30,000 ft - goals (1-2 years) 20,000 ft - areas of focus/responsibility OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 45. Horizons of Focus (perspective) 50,000 ft - purpose & core values 40,000 ft - vision (3+ years) 30,000 ft - goals (1-2 years) 20,000 ft - areas of focus/responsibility 10,000 ft - projects OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 46. Horizons of Focus (perspective) 50,000 ft - purpose & core values 40,000 ft - vision (3+ years) 30,000 ft - goals (1-2 years) 20,000 ft - areas of focus/responsibility 10,000 ft - projects Runway - next actions OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 47. Process (Inbox) OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 48. Process (Inbox) • If an item requires action: OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 49. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 50. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 51. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR • Defer it. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 52. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR • Defer it. • If an item does not require action: OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 53. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR • Defer it. • If an item does not require action: • File it for reference, OR OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 54. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR • Defer it. • If an item does not require action: • File it for reference, OR • Throw it away, OR OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 55. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR • Defer it. • If an item does not require action: • File it for reference, OR • Throw it away, OR • Put it in the Someday/Maybe file. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 56. Inboxes OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 57. Inboxes • Start at the top. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 58. Inboxes • Start at the top. • Deal with one item at a time. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 59. Inboxes • Start at the top. • Deal with one item at a time. • Never put anything back into 'in'. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 60. Inboxes • Start at the top. • Deal with one item at a time. • Never put anything back into 'in'. • The fewer, the better. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 61. GTD Tools
  • 62. GTD Tools OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 63. OmniFocus GTD inspired application Available on every MLTI laptop iPhone app OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 64. ...your head clear, staying focused, and managing your commitments. – David Allen OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 65. More information: OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 66. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 67. Keep everything out of your head OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 68. Keep everything out of your head Very easy to fall off, just as easy to get back on... OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 69. Keep everything out of your head Very easy to fall off, just as easy to get back on... Practice, practice...it takes two years. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 70. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 71. Next actions: OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 72. Next actions: Check-out the book OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 73. Next actions: Check-out the book Review the link on my blog OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 74. Next actions: Check-out the book Review the link on my blog Start with Processing Inbox Steps OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 75. Next actions: Check-out the book Review the link on my blog Start with Processing Inbox Steps Share with your students! OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 76. Feel free to contact me! kerry@kerrygallivan.com http://ambientawareness.info Twitter: kerrygallivan OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  • 77. Kerry Gallivan is not licensed, certified, approved, or endorsed by or otherwise affiliated with David Allen or the David Allen Company which is the creator of the Getting Things Done® system for personal productivity. GTD® and Getting Things Done® are registered trademarks of the David Allen Company. For more information on the David Allen Company's products, please visit their website: www.davidco.com.