Productive Knowledge Work Workshop


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Productive Knowledge Work Workshop

  1. 1. Productive Knowledge Work Samuel Driessen
  2. 2. Introduction <ul><li>myself </li></ul><ul><li>you </li></ul>
  3. 3. How do you get things done?
  4. 4. Or is this more like you?
  5. 5. Discussion <ul><li>Where do you stand? And why? </li></ul><ul><ul><li>Are you productive there? </li></ul></ul><ul><ul><li>Example of (non-)productive behavior? </li></ul></ul><ul><li>Where do you want to stand? And why? </li></ul><ul><li>Experience with other productivity methods? </li></ul>
  6. 6. Overview & Goal of Workshop <ul><li>introduction to GTD </li></ul><ul><li>demo GTD </li></ul><ul><li>apply GTD </li></ul><ul><li>share productivity tips & tricks </li></ul>
  7. 7. Situation <ul><li>Have you learned to be a knowledge worker (2.0)? </li></ul><ul><ul><li>“… works primarily with information or … develops and uses knowledge in the workplace” (Drucker) </li></ul></ul><ul><li>Getting (the right) Things Done </li></ul><ul><ul><li>Productivity = Effectiveness (Doing the Right Things) </li></ul></ul><ul><ul><li>Performance = Efficiency (Doing Things Right) </li></ul></ul>
  8. 8. Productivity methods <ul><li>usually vague </li></ul><ul><li>not practical </li></ul><ul><li>not easy </li></ul><ul><li>not work-private life integrated </li></ul>
  9. 9. Basics <ul><li>Get things out of your head… </li></ul><ul><li>… put them in a trusted system … </li></ul><ul><li>… so you have them when you need them. </li></ul>
  10. 10. Step 1 - A bucket <ul><li>Get everything out of your head </li></ul><ul><ul><li>books </li></ul></ul><ul><ul><li>tasks </li></ul></ul><ul><ul><li>ideas </li></ul></ul><ul><li>Collect it in a bucket </li></ul>
  11. 11. Step 2 - Process Bucket <ul><li>Top down </li></ul><ul><li>One at a time </li></ul><ul><li>Don’t put it back </li></ul><ul><li>First time: Do it in 1 day. Then: Do it daily </li></ul><ul><li>Is it actionable? </li></ul><ul><li>Yes? </li></ul><ul><ul><li>What is the next outcome? </li></ul></ul><ul><ul><li>What is the successful outcome? </li></ul></ul><ul><ul><li>Do (< 2min.) - Delegate - Defer </li></ul></ul>
  12. 12. Step 3 - Organize <ul><li>No? </li></ul><ul><ul><li>Trash </li></ul></ul><ul><ul><li>Archive (reference) </li></ul></ul><ul><ul><li>Someday/Maybe </li></ul></ul><ul><li>Yes! Defer! </li></ul><ul><ul><li>relate to project </li></ul></ul><ul><ul><li>waiting for </li></ul></ul><ul><ul><li>calendar </li></ul></ul><ul><ul><li>task list </li></ul></ul><ul><ul><ul><li>one list for work and private! </li></ul></ul></ul>
  13. 13. Step 4 - Review <ul><li>browse your trusted system </li></ul><ul><ul><li>Daily </li></ul></ul><ul><ul><ul><li>calendar </li></ul></ul></ul><ul><ul><ul><li>task list </li></ul></ul></ul><ul><ul><ul><li>waiting for </li></ul></ul></ul><ul><ul><li>Weekly </li></ul></ul><ul><ul><ul><li>bucket </li></ul></ul></ul><ul><ul><ul><li>someday/maybe </li></ul></ul></ul><ul><ul><ul><li>download mind </li></ul></ul></ul><ul><ul><li>Every now and then </li></ul></ul><ul><ul><ul><li>higher altitudes </li></ul></ul></ul><ul><ul><ul><ul><li>10.000 feet: current projects </li></ul></ul></ul></ul><ul><ul><ul><ul><li>20.000 feet: areas of responsibility </li></ul></ul></ul></ul><ul><ul><ul><ul><li>30.000 feet: 1-2 year goals </li></ul></ul></ul></ul><ul><ul><ul><ul><li>40.000 feet: 3-6 year goals </li></ul></ul></ul></ul><ul><ul><ul><ul><li>50.000 feet: life </li></ul></ul></ul></ul>
  14. 14. Step 5 - Do
  15. 15. GTD flow In-basket What is it? Is it actionable? Do it Delegate it Defer it Waiting Calendar Next actions Projects Projects plans Trash Someday/ Maybe Reference No Yes Yes No <2min .? multistep actions? Stuff
  16. 16. Also… 2.0 <ul><li>Think outside traditional tools </li></ul><ul><li>Email is closed </li></ul><ul><li>New tools are open, transparent, support network effects, sharing, etc. </li></ul>
  17. 17. Why focus on email? <ul><li>The primary workplace of a knowledge worker! </li></ul><ul><ul><li>“Email as a habitat” </li></ul></ul>
  18. 18. Tickler system (43 folders) <ul><li>a folder for every day of the month (31) </li></ul><ul><li>a folder for every month (12) </li></ul>
  19. 19. Assignment <ul><li>Apply GTD steps to your work/life </li></ul><ul><ul><li>step by step, not all at once </li></ul></ul><ul><ul><li>write plan on one paper </li></ul></ul><ul><li>Which step do you find the biggest improvement? </li></ul><ul><li>Which step is the hardest to implement? </li></ul>
  20. 20. How I use it? <ul><li>My Bucket </li></ul><ul><li>Inbox zero </li></ul><ul><ul><li>touch an email once </li></ul></ul><ul><ul><li>2 minute rule </li></ul></ul><ul><ul><li>drag to calendar </li></ul></ul><ul><ul><li>make task in Task list (print it) </li></ul></ul><ul><ul><li>cc in pink </li></ul></ul><ul><ul><li>internal feeds in Outlook </li></ul></ul><ul><ul><li>Xobni in Outlook search </li></ul></ul><ul><ul><li>Waiting for </li></ul></ul><ul><ul><li>Turn off notification </li></ul></ul><ul><li>Scan articles I want to keep to pdf (small paper archive) </li></ul><ul><li>Use an external feedreader Google Reader </li></ul>
  21. 21. Share Productivity Tips <ul><li>Write down your own </li></ul><ul><li>Or: Ask for one </li></ul><ul><li>Present them to each other </li></ul>
  22. 22. Feedback & Follow-up <ul><li>Pass your action plan to a buddy & make appointment </li></ul><ul><li>GTD Océ community? </li></ul><ul><li>Profiency training? </li></ul>
  23. 23. Giveaways <ul><li>Handout: </li></ul><ul><li>the GTD workflow </li></ul><ul><li>the GTD summary </li></ul><ul><li>Folder Novay productive Outlook use </li></ul><ul><li>Internet: </li></ul><ul><li>Business 2.0 article about GTD </li></ul><ul><li>Wired article about productivity and GTD </li></ul><ul><li>Video: How does David Allen work ? </li></ul><ul><li>Video: Inbox Zero at Google by Merlin Mann </li></ul><ul><li>Video: GTD at Google by David Allen </li></ul>