GTD (1)

1. GTD Getting Things Done Anat Kisel July 2016

2. Agenda 1. Time consumers & our current state [In other words, why does GTD matter?] 2. GTD Main Principals 3. How can applying GTD principals help us? 4. GTD Technical Guidelines 5. GTD Outlook Implementation (for Hi-Tech)

3. Time consumers & our current state In other words, why does GTD matter?

4. Task #1: You have 60 seconds, take paper and pen… Write things at work that consume your Time & Energy

5. Main time consumers Mails (Lots of mails…) Meetings (Too many meetings…) Support / Unexpected problems (Am I relevant to all?) People (Do I put my focus on the right people?)

6. Task #2: Stop & Think for 3 minuets… Let’s take Base working day of 10 hours, What do you do with those hours? Divide the Pie Diagram in front of you to reflect it

7. Our time is limited. It has value.

8. GTD - Getting Things Done Main Principals

9. GTD Main Principals #1 of 5 Define System to manage all your Tasks.

10. GTD Main Principals #2 of 5 It should be… Single Point of Truth

11. GTD Main Principals #3 of 5 Build common Procedure to work with your system

12. GTD Main Principals #4 of 5 It should Reflect your d2d work complexity

13. GTD Main Principals #5 of 5 Verify you count on it in 100%

14. GTD Main Principals: • Define System to manage all Tasks. • It should be Single Point of Truth • Build common procedure to work with it • It should reflect your d2d work complexity • Verify you count on it in 100% How can it help us?

15. GTD: How can it help us?

16. GTD How it can help us? When we have such system, Our head is clean and not stressed, Now we can bring ourselves to work…

17. GTD How it can help us? •We can handle the tasks by priority •We can think of long term & be creative •We can communicate more •We don’t let things fall between chairs!

18. And most important… It can help us Enjoy our work and play, As this way our tasks can become: Easier, Simpler, Clearer Reachable

19. GTD Technical Guidelines

20. GTD: Guidelines 1/3 • Distinguish between ACTIONS vs DATA • Distinguish what you need TODO and items to TRACK • NO Leaving mails behind in your inbox!

21. GTD: Guidelines 2/3 • Before moving mail to directory add AI line to it (Optional) • Send mails to yourself on everything (Memory isn’t option) • Cover in system 100% of your items so you can trust it

22. GTD: Guidelines 3/3 • Build System Structure to reflect your role and d2d work • Set time in calendar to go over mails – it’s critical • Do not count on your memory – it will betray you!

23. Why applying change in the way I already work?

24. Task #3: “Every big journey start with one small step” You have 5 minuets, Finally, you can open your laptop!!! This task is all about taking the first GTD Baby Steps

25. Task #3: GTD Baby Steps 1. Create the following structure: 2. Take all mails from 2 weeks+ back and move to “Old” 3. Choose daily slot (better 2) for “Mails” and set them 4. Go over next 2 weeks calendar and choose 2 meetings you are not MUST there and decline/delegate.

26. GTD Outlook Implementation

27. #1 Version – Team Leader GTD: Guidelines in nutshell… Actions vs Data vs Track (vs Read) Cover in system 100% of your items Build structure to reflect your role complexity

32. #2 Version – GL (Manual Version) GTD: Guidelines in nutshell… Actions vs Data vs Track (vs Read) Cover in system 100% of your items Build structure to reflect your role complexity

35. #3 Version – GL Latest Version: Automatic one GTD: Guidelines in nutshell… Actions vs Data vs Track (vs Read) Cover in system 100% of your items Build structure to reflect your role complexity

39. Rules I use today to move automatically all my mails to directories that I read by priority:

40. Thanks! Questions?

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