Getting More Done with “ Getting Things Done” A free webinar, sponsored by the Garden State Employment and Training Association Effective Time Management

Michele Martin

Goal for the Hour

Emails Memos Reports Messages Case files ?!?!?! Meeting minutes

Emails Memos Reports Messages Case files ?!?!?! Meeting minutes

7 Tips for Getting Started with GTD

1. Write it down.

2. Focus on “Next Actions”

Project Next Action Vs.

Next Action= Micromovements

Usually we’ll put this on our “To Do list: Write Report

Brainstorm report categories Email Donna about getting stats Write report outline Call John to clarify the customer flow But we need this:

3. Use the Action Rule

Does it require me to take action . . .

Or not?

If it doesn’t require you to do something . . .

I’m not looking for work! Trash

I might need this later. Some Day/ Maybe File

Reference This might be something to consider for clients.

If it does require you to do something . . .

4. The 2-Minute Rule OR Do It Delegate It Defer It

2 minutes or less?

Do It! Make an appointment? Send an Email?

More than 2 minutes?

Delegate It! Am I the Right Person? No, He Is!

Defer It! Am I the Right Person?

What was that again?

Less than 2 minutes? Do It!

More than 2 minutes? Delegate It! Defer It!

?!?!?!

5. Funnel everything through your Inbox

6. Organize by context.

Context Lists

30-40% LESS efficient !

Most Common Context Categories Calls At computer (Emails, Online) Errands In office Agendas At Home Read/Review

Calls

At computer (Emails, Online)

Errands

In office

Agendas

At Home

Read/Review

Brainstorm report categories Email Donna about getting stats Write report outline Call John to clarify the customer flow Phone At computer

Brainstorm report categories Email Donna about stats for report Write report outline At Computer Email Howard re: meeting next week

Call John to clarify the customer flow Phone Call dealer to make appt. for car Call Carol to discuss problems with Jane

7. Review and prioritize

Read through each task every day

How much time do I have? How much energy do I have? What are my priorities ?

Then you can move through by context .

Getting Through Your Day

Start each day by reviewing your next actions.

Schedule in “blocks”

Check email only 2-3 times per day

Resist interruptions

Remember Parkinson’s Law

Let’s Recap

1. Write it down.

2. Focus on “Next Actions”

3. Use the Action Rule

4. The 2-Minute Rule OR Do It Delegate It Defer It

5. Funnel everything through your Inbox

6. Organize by context.

7. Review and prioritize