Increasing Personal Productivity with Getting Things Done(r)

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  • Contrast the work of knowledge workers with that of, say, factory workers. \n~fuzzy borders and frequent interruptions vs. clear divisions and objectives on a rigid schedule.\n~problems to be solved aren’t self evident, objectives shift rapidly, work is project based.\n\nA quotation to consider:\n“Our present society is characterized by quickly growing complexity and change: opportunities, constraints, and objectives are in a constant flux. Managing the situation requires gathering and processing an incessant stream of potentially relevant information” (Francis Heylighen and Clément Vidal, “Getting Things Done: \nThe Science behind Stress-Free Productivity.” Long Range Planning, 41.6 [Dec. 2008], 585-605). \n\n“. . . if it’s on your mind, your mind isn’t clear” (13)\n\n\n
  • ~One thing I really like about GTD is that it is a set of ideas, how you implement those ideas is up to you. \n~It’s as friendly to paper & pencil folks as it is to smartphone folks. \n~Two popular methods of implementation are Moleskine notebooks and the “Hipster PDA,” which is a stack of index cards and a binder clip. \n\n
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  • ~Congratulations, you’ve just defined a project and its next action. \n\n
  • Things arrive as “stuff” \nIf it can’t be immediately done or delegated (in 2 minutes or less):\nStuff needs to be transformed into:\nProjects (with defined outcome)\nNext Actions (NAs)\nReference Materials (filed away)\nEverything else goes in the trash\nCapture the results in a “trusted system”\n\n\n
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  • Traditional to do lists tend to lack any sort of order.\nThink about the last to do list you wrote. Was there any structure to it?\nIf they are ordered, they are often ordered by priority. \nBut priorities change constantly. \nGTD next action lists are organized by context. \nThis is probably the single biggest difference between GTD and other systems. \nIt takes time to figure out just what your own list of contexts should include. \nYour contexts will evolve over time. \n\n
  • What would you do if you had the time an energy?\nPart of the noise in your head that GTD seeks to eliminate are the things you’re considering but haven’t allowed yourself to write down yet. \n\n
  • What would you do if you had the time an energy?\nPart of the noise in your head that GTD seeks to eliminate are the things you’re considering but haven’t allowed yourself to write down yet. \n\n
  • What would you do if you had the time an energy?\nPart of the noise in your head that GTD seeks to eliminate are the things you’re considering but haven’t allowed yourself to write down yet. \n\n
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  • Assign tasks to contexts. \n
  • Create projects list. Assign tasks to projects. \n
  • Create projects list. Assign tasks to projects. \n
  • Create projects list. Assign tasks to projects. \n
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  • Moleskine notebook with sticky tabs for project list and contexts. \n
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  • Do you have any new NAs as a result of this presentation?\nAre any projects top of mind?\nFeel free to take a second to write them down, as I take any remaining questions. \n
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  • Increasing Personal Productivity with Getting Things Done(r)

    1. 1. Increasing Personal Productivity With Getting Things Done® James E. Martin IT Training Center (ITTC) ■ Trident Technical College TTC Professional Development Day, 2012
    2. 2. Disclaimer(s) I’m a huge fan of Getting Things Done® (GTD®)I am not in any way officially affiliated with DavidCo (davidco.com).
    3. 3. “Your mind is for having ideas, not for holding them.” -- David Allen
    4. 4. Traditional To Do Lists To Do Cat to vet tires for car milk presentation
    5. 5. Prioritized To Do Lists To Do Cat to vet (1) tires for car(3) milk(2) presentation(1)
    6. 6. The Basic IdeasModern work/life is complicated.Priorities change constantly.Managing multiple projects and tasksrequires “a logical and trusted system outside of your headand off your mind.”Commitments and projectsrequire clarification, to identify required next actions.Reminders need to be managedand regularly reviewed.
    7. 7. ProsIs “system-neutral”:Can be implemented many different ways.Can be low- or high-tech.Core concepts are simple.If you stick to it, it works.
    8. 8. ConsRequires overhead, especially at first.Planning is work.Requires practice & vigilance.You can fall off the wagon.You can overdo it.List fiddling can become an end in itself.
    9. 9. Core Concepts
    10. 10. MindsweepGet everything out of your mind and into your trusted system.
    11. 11. An ExerciseWhat project or issueis most on your mind right now?In one sentence,what would count as its successful completion?What is the next actionrequired to move it forward, toward completion?
    12. 12. Stuff vs. Next Actions
    13. 13. Inbox/Basket/BucketPhysical location for incoming (unprocessed) stuff
    14. 14. The Five StepsCollect - capture potential tasks & projectsProcess - sort actionable, reference, trashOrganize - group into contexts & projectsReview - weekly (re)assignmentsDo - context, time, energy, priority
    15. 15. StuffActionable? Is Reference? Is TrashIs Project? Is Single Action File it! Trash it!Create Plans Doable in < 2? Add NAIdentify NA Do it now! Add NA
    16. 16. @Contexts“Locations” in which actions can be performed
    17. 17. @Communications @Computer@Work @Boss @Home @Heading to Work @Heading Home @Shopping/Errands
    18. 18. @Waiting For
    19. 19. @Someday/Maybe
    20. 20. Projects
    21. 21. Project:Any goal that takes more than oneaction to achieve.Describable in one sentence, in termsof desired outcome(s).Might/Might not have a due date.
    22. 22. Weekly Review
    23. 23. Weekly ReviewProcess In-basket to zeroProcess notesReview calendarReview projects and listsEmpty your head
    24. 24. Some Examples
    25. 25. NAs @CommunicationsTo Do Call Rick re: sawFix fence @computerCall Rick Research hard drivesLearn French @HomeNew hard drive Measure fence @Shopping Lowe’s: fence boards @Someday/Maybe Learn French
    26. 26. NAs @Communications Call Rick re: saw @computerProjectsFix fence Research hard drivesUpgrade Computer @Home Measure fence @Shopping/Errands Buy fence boards @Someday/Maybe Learn French
    27. 27. NAs @Communications Call Rick re: saw @computerProjectsFix fence Research hard drivesUpgrade Computer @Home Measure fence @Shopping/Errands Buy fence boards @Someday/Maybe Learn French
    28. 28. Project GTD For Leadership CabinetNAs@computer Find/test new implementations Make/Upload Final Changes@Home Iron clothes@Heading to Work Bring Laptop + charger + VGA adapter@Communications Email Jerry re media needs
    29. 29. Actionable? Is Reference? Is TrashIs Project? Is Single Action File it! Trash it!Create Plans Doable in < 2? Add NAIdentify NA Do it now! Add NA
    30. 30. Choosing an Action
    31. 31. The Four-Criteria ModelContextTime AvailableEnergy AvailablePriority
    32. 32. ImplementationsTools for putting theory into practice
    33. 33. What’s NeededInboxNext ActionsProjectsContexts[Optional:] Stars/Flags/Tags
    34. 34. Platform KeyApple iPhone, iPad, iPod touchApple Mac (OS X)Google AndroidWeb BrowserBlackberryWindows
    35. 35. OmniFocus http://www.omnigroup.comHome Projects Contexts
    36. 36. OmniFocus http://www.omnigroup.comFlagged Forecast
    37. 37. Things http://culturedcode.comHome Projects Tags Today (Contexts) (priority)
    38. 38. http://toodledo.com/
    39. 39. Wunderkithttp://wunderkit.com/
    40. 40. Doit.imhttp://doit.im
    41. 41. Any Spreadsheet w/FiltersExcel Google Docs Numbers
    42. 42. Pen & Paper Kickin’ it Old School
    43. 43. Notebook + Tabs
    44. 44. Hipster PDAhttp://hipsterpda.com
    45. 45. Learn More ...
    46. 46. GTD Timesgtdtimes.com43folders.com“Getting Started with Getting Things Done”Allen, David. “Getting Things Done:The Art of Stress-Free Productivity”Inbox Zeroinboxzero.com/video/
    47. 47. What now? Next Actions? Projects?
    48. 48. Increasing Personal Productivity With Getting Things Done® James E. Martin IT Training Center (ITTC) ■ Trident Technical College TTC Professional Development Day, 2012 james.martin@tridenttech.edu ☎ 6732

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