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Getting things done (GTD) presentation

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Getting Things Done
The Art Stress-Free Productivity

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Agenda
• GTD Principles (it’s not about time)
• Getting Control and Perspective
• Learn 5 Keys to Control and 6 Keys to
Pe...

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Double Billing

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Getting things done (GTD) presentation

  1. 1. Getting Things Done The Art Stress-Free Productivity
  2. 2. Agenda • GTD Principles (it’s not about time) • Getting Control and Perspective • Learn 5 Keys to Control and 6 Keys to Perspective • Implementing the 5 Behaviors
  3. 3. Double Billing
  4. 4. Crisis Evokes Serenity
  5. 5. “All I Need Is More Time” • Thomas Jefferson • Johann Sebastian Bach • Benjamin Franklin
  6. 6. You Don’t Need More Time • How long does it take to have a creative idea? • How long does it take to be inspired? • How long does it take to recognize an opportunity you could take advantage of?
  7. 7. You Cannot Manage Time
  8. 8. It’s Not About Getting Things Done It’s about being appropriately engaged with what’s going on
  9. 9. The Mind
  10. 10. power
  11. 11. Mental Power • Your ability to generate power is directly proportional to your ability to concentrate. • Your ability to concentrate is directly proportional to your ability to eliminate distraction. • Distraction is created by mismanaged commitments. • A commitment is a thing you need to do, capture, or communicate.
  12. 12. The Mind • There is an inverse proportion between the amount something is on your mind and the amount it is getting done. • If you don't give appropriate attention to what has your attention, it will take more of your attention than it deserves.
  13. 13. Control with Perspective • In order to get things off of your mind, you must know that: – you have captured, clarified, and organized your commitments, at all horizons, and – you will engage consciously with those commitments as often as you need to • Your ability to refocus, rapidly, on the right things at the right horizon at the right time is the master technique of getting things done. • Perspective is your slipperiest and most valuable commodity. Therefore methods for maintaining your perspective are your most important tools
  14. 14. Do you suffer from ______? • • • • • Long hours at work Financial trouble Health problems Relationship issues Missed Deadlines
  15. 15. Do you feel ______? • • • • • Overwhelmed Unfulfilled Anxious Bored Lazy
  16. 16. Mad Scientist Perspective Aligned and clear about decisions, directions, and priorities. Organize your life around principles. Captain and Commander Unorganized. Always bouncing from one thing to another because something else becomes more important. I’m nimble and responsive to priorities, able to know what needs to be done when, but also flexible enough to adjust. Victim Micro Manager I just got dumped on with a ton of todos, ideas, projects, thou ghts, etc. This meeting is hopefully an example. Over-structure. Process for the sake of process. Control Conscious focused engagement, aware of all options at any one time and place. This is you getting in control of the chaos of todos and random stuff in your life
  17. 17. Nature Lesson 1: Flexibility Trumps Perfection
  18. 18. Nature Lesson 2: Shift Focus Quickly and Efficiently
  19. 19. If you do not pay ATTENTION to what has your ATTENTION you will give it more ATTENTION than it deserves.
  20. 20. Key #1 capture (get it on paper)
  21. 21. Hire new employee Take a balloon ride Staff off-site retreat Publish book Upgrade Computer
  22. 22. Key #2 clarify (define outcomes and actions)
  23. 23. Key #3 organize (prioritize)
  24. 24. Key #4 reflect (redo 1-3 regularly)
  25. 25. Key #5 engage (trust your system and get to work)
  26. 26. Control and Perspective Master of Control: 1. Collect 2. Process 3. Organize 4. Review 5. Do Master of Perspective: 1. 50,000 1. purpose, principles (life) 2. 40,000 1. vision (company, position) 3. 30,000 1. goals (6, 12, 24 month goals) 4. 20,000 1. roles (project manager, product owner, architect, etc.) 5. 10,000 1. projects (takes more than one step) 6. Runway 1. next actions
  27. 27. capture clarify organize reflect engage
  28. 28. Take 2 Minutes
  29. 29. Physical In Basket
  30. 30. Virtual Inbox
  31. 31. Perspective: Horizons of Focus 1. Purpose & Principles (life) 1. what really matters 2. Vision (company, position) 1. best manifestations of success 3. Goals (6, 12, 24 month goals) 1. objectives to achieve 4. Accountabilities (roles) 1. key areas to maintain 5. Projects (takes more than one step) 1. things to finish 6. Actions (todos) 1. things to do now
  32. 32. capture clarify organize reflect engage
  33. 33. Don’t Let Projects Get Stuck
  34. 34. Next Action Examples Bad Examples • Buy tires • Write _____ report • Improve _____ process • Hire new _____ Good Examples • Search Google for local tire dealers • Search web for blogs/articles about ______ • Search Amazon for book about _____ process • Notify Heather in HR about new position
  35. 35. Next Action • For those of us with “Buy tires” on our lists, how many times have we been at a computer with Google and not searched for a phone number?
  36. 36. Next Action • Identify the Next Action for each item you wrote down
  37. 37. Perspective: Horizons of Focus 1. Purpose & Principles (life) 1. what really matters 2. Vision (company, position) 1. best manifestations of success 3. Goals (6, 12, 24 month goals) 1. objectives to achieve 4. Accountabilities (roles) 1. key areas to maintain 5. Projects (takes more than one step) 1. things to finish 6. Actions (todos) 1. things to do now
  38. 38. capture clarify organize reflect engage
  39. 39. Perspective: Horizons of Focus 1. Purpose & Principles (life) 1. what really matters 2. Vision (company, position) 1. best manifestations of success 3. Goals (6, 12, 24 month goals) 1. objectives to achieve 4. Accountabilities (roles) 1. key areas to maintain 5. Projects (takes more than one step) 1. things to finish 6. Actions (todos) 1. things to do now
  40. 40. capture clarify organize reflect engage
  41. 41. The 2 minute rule
  42. 42. Perspective: Horizons of Focus 1. Purpose & Principles (life) 1. what really matters 2. Vision (company, position) 1. best manifestations of success 3. Goals (6, 12, 24 month goals) 1. objectives to achieve 4. Accountabilities (roles) 1. key areas to maintain 5. Projects (takes more than one step) 1. things to finish 6. Actions (todos) 1. things to do now
  43. 43. capture clarify organize reflect engage
  44. 44. Get Things Done!! • When you’re in a state of doing, you’re not in a state of thinking. • The mind is for having ideas, not holding them • It takes 2 years to really get this well • There is no such thing as information overload (otherwise, libraries would kill)

Editor's Notes

  • Basic Principles2 sides of GTD
  • RyanHornberger called -> the zoneI naturally performed all of the behaviors to get into a hyper-productive state, or “flow”
  • We all have been in a crisis, where somewhere along the line you were in the zone. If you have the luxury of taking a moment to pause when you’re in the zone, you’ll usually have a wonderful feeling of being very present, in the moment, and feel incredibly productive. You’re able to make meaningful decisions and actions instantaneously.
  • Bach had 20 kids!!Do you think these people asked for more time?If we gave you 2 more hours, you would just be overwhelmed for 2 more hours
  • You don’t mis-manage 5 minutes to get 6 out of it. The only time you feel like you need time management, you need more perspective or more control.You need more psychic space, not time.
  • That doesn’t mean your inflexible. It also doesn’t mean you ignore what is going on around you.Are you appropriately engaged with your health, your family, a project you have at work, an employee relationship?Are you appropriately engaged with this meeting?The more something is on your mind, the more it’s not happening.It’s only on your mind because you know there is still some thinking or there are some decisions that need to be made, or you haven’t parked the results of that thinking or those decisions into some trusted systemic process that you trust will be triggered at the right time and in the right way
  • http://www.dailygalaxy.com/my_weblog/2008/04/the-limits-of-m.htmlYour mind is limited in its ability to manage commitments because it is handicapped in its ability to remember and remind.Your mind doesn’t have a system to manage itselfYour mind can carry 4 things at once (+ or - 2)Your mind won’t let something go unless it knows there is a better system to handle that thing.
  • Set of behaviors that will lead to great power.Mind’s power is proportional to it’s ability to focus, eliminating distractions. Distractions come from commitmentsTherefore – you must handle commitments appropriately
  • Side effects of distraction are worry and stress.
  • Control: I now don’t have stability, and I don’t have the freedom in my head to be able to put the appropriate attention and execute on it when I need toOrganized, in order, manageable
  • Perspective: Lose the ability to put your focus where you need it, on the thing you need it, on the horizon you need it.Focus of attention and resources
  • In a given day, you’d move between all of these boxes.For all 3 bad ones, you’re not ready from what’s coming at you. You want to be optimally ready for those things to come at you.Litmus test – Are you excited for something new to come at you? Do you have space for it?How available are you to creative things but you can’t take advantage of them because you have too much on your plate.Captain and Commanders are most creative. They feel engaged with what they are doing. They are more capable of dealing with change and surprise.
  • Mind like waterIt handles a rock dropped into it dispassionately and responds appropriately.
  • Think shifting from rock to boulder.Ability to put your focus quickly where you need it when you need it:Take out the trashHandle an outage emailPick up your son who fell downDecide to make a teaching moment out of that situationIgnore a phone callPick up a different phone call
  • The weird strange thing here is you have to use your mind to get stuff off your mind.Getting things done is the process of getting stuff off of your mind and into a system that your mind trusts.Try not to have a thought twice.Capture anything that is pulling on your psychie
  • Try not to have a thought twice.Capture anything that is pulling on your psychie
  • Todo lists are lists of unclear things.They indicate that you need to do something, but, what exactly is the work that you need to do.Most executives have 30-100 of these if they really brain dump.
  • Must be defined very specificallyYour toughest work is defining what your work is – Peter DruckerMost executives have 150-220 next actions
  • Chart the course you will take, but frequently recalibrate and reprioritize
  • Remember, these are the 5 steps to getting control
  • Let’s talk about inboxes
  • Leave one line in between each.and write down everything that you are currently working on, worried about, that you’ve made a commitment on. Can be projects, tasks, verbal commtements, etc.Why does that make you feel better?Distributive Cognition = Writing Things Down
  • Is there anything you’re leaving out in higher levels of perspective?What is my commitment at that level?
  • Clarify what each thing means and what you need to do about it.
  • What outcome are you committed to finish about this? = What done looks likeWhat is the action step that is required to start moving toward that? = What doing looks like
  • ProjectsTodayInbox
  • Look at all of your projects. It’s highly likely some are stuck.
  • Sometimes we need to say no to things on our plate because they don’t fit with our ideal perspective.This is an exercise in focus.
  • Put those outcomes and actions in a system that you trust and that your regularly engage with
  • Your horizons of focus should help you prioritize what you do when.
  • This should be a recurring meeting on your calendar that you do every week.
  • If, as you’re creating and capturing tasks and projects, you realize something could be done quickly, just do it.
  • Don’t forget to consider your horizons of focus

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