More With Less


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More With Less

  1. 1. Doing More with Less The Art of Personal and Professional Productivity This presentation is loosely based on a A Project Management Institute Resource
  2. 2. Introduction <ul><li>GTD is the popular shorthand for “Getting Things Done”, the groundbreaking work-life management system that transforms personal overload into an integrated system of stress-free productivity. </li></ul><ul><li>The David Allen Company </li></ul><ul><li> </li></ul>
  3. 3. Brain Dump <ul><li>Clean piece of paper </li></ul><ul><li>Write everything down </li></ul><ul><li>Refrain from analyzing or organizing </li></ul><ul><li>Use triggers list for help </li></ul>
  4. 4. Time Management <ul><li>Set clear goals </li></ul><ul><li>Establish a detailed plan </li></ul><ul><li>Set clear priorities </li></ul><ul><li>Do the most important thing </li></ul>
  5. 5. Why It Doesn’t Work <ul><li>Incomplete list of ambiguous things </li></ul><ul><li>Surprise blows up your system </li></ul><ul><li>You must think first! </li></ul>
  6. 6. Thinking???? <ul><li>Question: </li></ul><ul><ul><li>There is a man who lives on the top floor of a very tall building. Everyday he gets the elevator down to the ground floor to leave the building to go to work. Upon returning from work though, he can only travel half way up in the lift and has to walk the rest of the way unless it’s raining. WHY? </li></ul></ul>
  7. 7. Thinking??? <ul><li>Answer: </li></ul><ul><ul><li>The man is very, very short and can only reach halfway up the elevator buttons. However, if it is raining then he will have his umbrella with him and can press the higher buttons with it. </li></ul></ul>
  8. 8. Thinking??? <ul><li>Question </li></ul><ul><ul><li>A man is wearing black. Black shoes, socks, trousers, coat, gloves and ski mask. He is walking down a back street with all the street lamps off. A black car is coming towards him with its lights off but somehow manages to stop in time. How did the driver see the man? </li></ul></ul>
  9. 9. Thinking??? <ul><li>Answer: </li></ul><ul><ul><li>It was day time. </li></ul></ul>
  10. 10. What is Doing More? <ul><li>More personal time </li></ul><ul><li>More productive </li></ul><ul><li>More creative </li></ul><ul><li>More aware </li></ul><ul><li>More structure </li></ul><ul><li>More achievement </li></ul>
  11. 11. Stages of Workflow <ul><li>Pile it up </li></ul><ul><li>Sort it </li></ul><ul><li>Put it away </li></ul><ul><li>Plan, Think and Decide </li></ul><ul><li>Take Action </li></ul><ul><li>Adapted from David Allen’s 5 stages of Workflow </li></ul>
  12. 12. Where Does it Fit? Programs/ Initiatives Objectives Strategy Mission
  13. 13. Where to Put Your Stuff <ul><li>What do you need first? </li></ul><ul><ul><li>Files </li></ul></ul><ul><ul><li>Lists </li></ul></ul><ul><ul><li>Calendar </li></ul></ul><ul><ul><li>In Box </li></ul></ul>
  14. 14. Pile It Up <ul><li>Having an in basket does not make it functional </li></ul><ul><li>Have as few collection places as possible </li></ul><ul><li>The tools you use must be part of your lifestyle </li></ul>
  15. 15. Creating Lists <ul><li>Project list </li></ul><ul><li>Waiting for list </li></ul><ul><li>Next action or next step list </li></ul>
  16. 16. Next Action / Next Step Lists <ul><li>Examples </li></ul><ul><ul><li>Office, Home, Phone, Computer, Agenda, Errands, Anywhere </li></ul></ul>
  17. 17. Sort It <ul><li>Questions you need to ask </li></ul><ul><ul><li>What is it? </li></ul></ul><ul><ul><li>Do I need to do something with it now? </li></ul></ul>
  18. 18. Sort It <ul><li>Do I need to do something with it now? </li></ul><ul><ul><li>If the answer is no, then </li></ul></ul><ul><ul><ul><li>Throw it away </li></ul></ul></ul><ul><ul><ul><li>Do something with it later </li></ul></ul></ul><ul><ul><ul><li>Information you may need later </li></ul></ul></ul>
  19. 19. Throwing It Away <ul><li>Questions you can ask yourself before throwing it away </li></ul><ul><ul><li>Did I ask for this information? </li></ul></ul><ul><ul><li>Is the information available elsewhere? </li></ul></ul><ul><ul><li>Is it recent and current? </li></ul></ul><ul><ul><li>What would happen if I didn’t have this? </li></ul></ul>
  20. 20. Sort It <ul><li>Do I need to do something with it now? </li></ul><ul><ul><li>If the answer is yes, then ask </li></ul></ul><ul><ul><ul><li>What project is this committed to? </li></ul></ul></ul><ul><ul><ul><li>What is the next step required? </li></ul></ul></ul>
  21. 21. Sort It <ul><li>Exercise – working with our Brain Dump lists </li></ul><ul><li>Questions to ask: </li></ul><ul><ul><li>What is the next step required? </li></ul></ul><ul><ul><li>Where do I have to be to do the next step? </li></ul></ul>
  22. 22. Sort It <ul><li>Complete the task if it takes less than 2 minutes </li></ul><ul><li>Delegate the task if it takes longer than 2 minutes (you are not the right person to complete the task) </li></ul><ul><li>Defer the task if it takes longer than 2 minutes </li></ul>
  23. 23. Sort It <ul><li>Next step required </li></ul><ul><ul><li>Next action is a specific time/day - use your calendar </li></ul></ul><ul><ul><li>Next action needs to be done as soon as possible – use your lists </li></ul></ul><ul><ul><li>Next action is waiting for another person – waiting for list </li></ul></ul>
  24. 24. Calendar <ul><li>Three things you put on your calendar </li></ul><ul><ul><li>Day specific action </li></ul></ul><ul><ul><li>Time specific action </li></ul></ul><ul><ul><li>Day specific information </li></ul></ul>
  25. 25. “Stuff” Workflow Chart Chart from “Getting It Done” by David Allen
  26. 26. Tickler File
  27. 27. Putting It Away <ul><li>Organise it as: </li></ul><ul><ul><li>A project (project list) </li></ul></ul><ul><ul><li>Support material (file drawer) </li></ul></ul><ul><ul><li>Calendar item </li></ul></ul><ul><ul><li>Next action or next step list </li></ul></ul><ul><ul><li>Waiting for list </li></ul></ul><ul><ul><li>Reference material </li></ul></ul>
  28. 28. Plan, Think and Decide <ul><li>Weekly process </li></ul><ul><li>Done so your mind does not have to store it </li></ul><ul><li>Gives you </li></ul><ul><ul><li>Time to pile it up and store it </li></ul></ul><ul><ul><li>Review your system </li></ul></ul><ul><ul><li>Update your lists </li></ul></ul><ul><ul><li>Renegotiate your agreements </li></ul></ul>
  29. 29. Taking Action <ul><li>Making good choices with your time </li></ul><ul><li>Knowing when to do something </li></ul><ul><li>Deal with surprise </li></ul><ul><li>Be creative – set goals </li></ul>
  30. 30. Why Do This? <ul><li>Help you….. </li></ul><ul><ul><li>Work your strengths </li></ul></ul><ul><ul><li>Conserve your energy </li></ul></ul><ul><ul><li>Deal with surprise </li></ul></ul><ul><ul><li>Obtain mental freedom </li></ul></ul><ul><ul><li>Feel good about what you are doing </li></ul></ul>
  31. 31. Take Away <ul><li>Brain dump </li></ul><ul><li>Calendar items </li></ul><ul><li>2 minute rule </li></ul><ul><li>Tickler file </li></ul><ul><li>Potential workflow process </li></ul>
  32. 32. Suggested Materials <ul><li>Time Power by Brian Tracey </li></ul><ul><li>How to Master Your Time Audio by Brian Tracey </li></ul><ul><li>Eat that Frog by Brian Tracy </li></ul><ul><li>Getting Things Done by David Allen </li></ul><ul><li>The Organized Executive by Stephanie Winston </li></ul><ul><li>Monday Morning Leadership for Women by Valerie Sokolosky </li></ul><ul><li>The Power of Full Engagement by Jim Loehr and Tony Schwartz </li></ul><ul><li>Taming the Paper Tiger by Barbara Hemphill </li></ul><ul><li>The 8 th Habit by Stephen R. Covey </li></ul><ul><li>7 Habits of Highly Successful People by Stephen R. Covey </li></ul><ul><li>Execution – The Discipline of Getting Things Done by Larry Bossidy and Ram Charan </li></ul><ul><li>The Purpose Driven Life by Rick Warren </li></ul>
  33. 33. Related Materials <ul><li>Please see your handout for related materials found in the library catalog. </li></ul>
  34. 34. Related WebCasts <ul><li>Now we will watch a couple of Outlook Productivity Webcasts from </li></ul><ul><li> </li></ul><ul><li>Please feel free to play around in Outlook on the laptops! </li></ul><ul><li>Want more tips for outlook? Try searching google: outlook productivity tips </li></ul>
  35. 35. Thanks! <ul><li>We hope you’ve found this presentation useful. </li></ul><ul><li>Please fill out a training </li></ul><ul><li>evaluation before you leave. </li></ul><ul><li>Now go GET IT DONE! </li></ul>