Is a Zero Email Inbox Possible?
GTD , OmniFocus and Productivity in
    ®                                    ®


         ...
About Me
About Me
• Technology Director
About Me
• Technology Director
• Father
About Me
• Technology Director
• Father
• Efficiency geek
About Me
• Technology Director
• Father
• Efficiency geek
• Procrastinater
About Me
• Technology Director
• Father
• Efficiency geek
• Procrastinater
• Life Learner: T’ai Chi,
  Go, Technology, Trav...
3,064 emails!




Look familiar?
How about this?
And this?
Don’t forget all this!
How did we get here?
50 Years ago...80% of the
  workforce made and
     moved things
Today...10% of the
workforce make and
   move things
90% of workers today
 work with information
or use knowledge in the
       workplace
“knowledge worker”
           - Peter Drucker
                     1959
3,064 emails!




This equals...
Stress
inability to manage our agreements

too much “stuff” coming in at once




               OmniFocus is a trademark ...
current tools don’t work!
changing times
require better
   systems
              OmniFocus is a trademark of the Omni Group
GTD and Getting Things D...
Getting Things
   Done               ®

 by David Allen




                    OmniFocus is a trademark of the Omni Group...
Getting Things
   Done                   ®

    by David Allen
•    published in 2001




                        OmniFocu...
Getting Things
   Done                    ®

    by David Allen
•     published in 2001
•   corporate management
         ...
Getting Things
   Done                     ®

    by David Allen
•     published in 2001
•   corporate management
        ...
Getting Things
   Done                     ®

    by David Allen
•     published in 2001
•   corporate management
        ...
Getting Things
   Done                     ®

    by David Allen
•     published in 2001
•   corporate management
        ...
Guiding principles

       Capture everything
Clearly define the next action
Frequently review all levels of
     your comm...
Two Key Elements

          Perspective
              &
           Control
               OmniFocus is a trademark of the ...
The Matrix of Self-Management




Perspective

                          Control
                            OmniFocus is ...
The Matrix of Self-Management




                            Victim
Perspective               Responder

                ...
The Matrix of Self-Management

                        Crazy Maker
                         Visionary


                  ...
The Matrix of Self-Management

                        Crazy Maker
                         Visionary


                  ...
The Matrix of Self-Management

                        Crazy Maker                           Captain &
                   ...
Mastering Workflow (control)




                 OmniFocus is a trademark of the Omni Group
   GTD and Getting Things Done...
Mastering Workflow (control)

                           Collect




                 OmniFocus is a trademark of the Omni ...
Mastering Workflow (control)

                          Collect
                          Process



                 OmniF...
Mastering Workflow (control)

                        Collect
                        Process
                        Organ...
Mastering Workflow (control)

                        Collect
                        Process
                        Organ...
Mastering Workflow (control)

                        Collect
                        Process
                        Organ...
Horizons of Focus (perspective)




                   OmniFocus is a trademark of the Omni Group
     GTD and Getting Thi...
Horizons of Focus (perspective)

 50,000 ft - purpose & core values




                    OmniFocus is a trademark of th...
Horizons of Focus (perspective)

 50,000 ft - purpose & core values
 40,000 ft - vision (3+ years)




                   ...
Horizons of Focus (perspective)

 50,000 ft - purpose & core values
 40,000 ft - vision (3+ years)
 30,000 ft - goals (1-2...
Horizons of Focus (perspective)

 50,000 ft - purpose & core values
 40,000 ft - vision (3+ years)
 30,000 ft - goals (1-2...
Horizons of Focus (perspective)

 50,000 ft - purpose & core values
 40,000 ft - vision (3+ years)
 30,000 ft - goals (1-2...
Horizons of Focus (perspective)

 50,000 ft - purpose & core values
 40,000 ft - vision (3+ years)
 30,000 ft - goals (1-2...
Process (Inbox)




              OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered tr...
Process (Inbox)
• If an item requires action:




                    OmniFocus is a trademark of the Omni Group
      GTD...
Process (Inbox)
• If an item requires action:
  • Do it (if it takes less than two
     minutes), OR




                 ...
Process (Inbox)
• If an item requires action:
  • Do it (if it takes less than two
     minutes), OR
  • Delegate it, OR

...
Process (Inbox)
• If an item requires action:
  • Do it (if it takes less than two
     minutes), OR
  • Delegate it, OR
 ...
Process (Inbox)
• If an item requires action:
  • Do it (if it takes less than two
     minutes), OR
  • Delegate it, OR
 ...
Process (Inbox)
• If an item requires action:
  • Do it (if it takes less than two
     minutes), OR
  • Delegate it, OR
 ...
Process (Inbox)
• If an item requires action:
  • Do it (if it takes less than two
     minutes), OR
  • Delegate it, OR
 ...
Process (Inbox)
• If an item requires action:
  • Do it (if it takes less than two
     minutes), OR
  • Delegate it, OR
 ...
Inboxes




              OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks...
Inboxes
• Start at the top.




                 OmniFocus is a trademark of the Omni Group
   GTD and Getting Things Done...
Inboxes
• Start at the top.
• Deal with one item at a time.




                 OmniFocus is a trademark of the Omni Grou...
Inboxes
• Start at the top.
• Deal with one item at a time.
• Never put anything back into 'in'.




                 Omni...
Inboxes
• Start at the top.
• Deal with one item at a time.
• Never put anything back into 'in'.
• The fewer, the better.
...
GTD Tools
GTD Tools




              OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademar...
OmniFocus


    GTD inspired application
Available on every MLTI laptop
                             iPhone app
          ...
...your head clear,
staying focused, and
  managing your
    commitments.
                    – David Allen
              ...
More information:




               OmniFocus is a trademark of the Omni Group
 GTD and Getting Things Done are registere...
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.
Keep everything out of
      your head




              OmniFocus is a trademark of the Omni Group
GTD and Getting Things...
Keep everything out of
           your head

Very easy to fall off, just as easy
       to get back on...



             ...
Keep everything out of
           your head

Very easy to fall off, just as easy
       to get back on...

        Practic...
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.
Next actions:




              OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trad...
Next actions:
 Check-out the book




              OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done...
Next actions:
   Check-out the book
Review the link on my blog




                OmniFocus is a trademark of the Omni Gr...
Next actions:
       Check-out the book
   Review the link on my blog
Start with Processing Inbox Steps


                ...
Next actions:
       Check-out the book
   Review the link on my blog
Start with Processing Inbox Steps
   Share with your...
Feel free to contact me!

 kerry@kerrygallivan.com
http://ambientawareness.info
   Twitter: kerrygallivan

               ...
Kerry Gallivan is not licensed, certified, approved, or endorsed by
   or otherwise affiliated with David Allen or the David...
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Is a Zero Email Inbox Possible? GTD, OmniFocus and Productivity in the Digital Age - ACTEM MAINEducation 2009 Conference

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My "Is a Zero Email Inbox Possible? GTD®, OmniFocus® and Productivity in the Digital Age" presentation at ACTEM's MAINEducation 2009 Conference in Augusta, Maine on October 16, 2009.

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Is a Zero Email Inbox Possible? GTD, OmniFocus and Productivity in the Digital Age - ACTEM MAINEducation 2009 Conference

  1. 1. Is a Zero Email Inbox Possible? GTD , OmniFocus and Productivity in ® ® the Digital Age ACTEM’s MAINEducation 2009 Presented by: Kerry Gallivan Maine School Administrative District #75 OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  2. 2. About Me
  3. 3. About Me • Technology Director
  4. 4. About Me • Technology Director • Father
  5. 5. About Me • Technology Director • Father • Efficiency geek
  6. 6. About Me • Technology Director • Father • Efficiency geek • Procrastinater
  7. 7. About Me • Technology Director • Father • Efficiency geek • Procrastinater • Life Learner: T’ai Chi, Go, Technology, Travel (Nepal & Africa), Outdoors
  8. 8. 3,064 emails! Look familiar?
  9. 9. How about this?
  10. 10. And this?
  11. 11. Don’t forget all this!
  12. 12. How did we get here?
  13. 13. 50 Years ago...80% of the workforce made and moved things
  14. 14. Today...10% of the workforce make and move things
  15. 15. 90% of workers today work with information or use knowledge in the workplace
  16. 16. “knowledge worker” - Peter Drucker 1959
  17. 17. 3,064 emails! This equals...
  18. 18. Stress inability to manage our agreements too much “stuff” coming in at once OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  19. 19. current tools don’t work!
  20. 20. changing times require better systems OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  21. 21. Getting Things Done ® by David Allen OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  22. 22. Getting Things Done ® by David Allen • published in 2001 OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  23. 23. Getting Things Done ® by David Allen • published in 2001 • corporate management guide OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  24. 24. Getting Things Done ® by David Allen • published in 2001 • corporate management guide • Silicon Valley “bible” OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  25. 25. Getting Things Done ® by David Allen • published in 2001 • corporate management guide • Silicon Valley “bible” • international appeal OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  26. 26. Getting Things Done ® by David Allen • published in 2001 • corporate management guide • Silicon Valley “bible” • international appeal • 1,169,523 Twitter Followers OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  27. 27. Guiding principles Capture everything Clearly define the next action Frequently review all levels of your commitments OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  28. 28. Two Key Elements Perspective & Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  29. 29. The Matrix of Self-Management Perspective Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  30. 30. The Matrix of Self-Management Victim Perspective Responder Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  31. 31. The Matrix of Self-Management Crazy Maker Visionary Victim Perspective Responder Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  32. 32. The Matrix of Self-Management Crazy Maker Visionary Victim Micromanager Perspective Responder Implementer Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  33. 33. The Matrix of Self-Management Crazy Maker Captain & Visionary Commander Victim Micromanager Perspective Responder Implementer Control OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  34. 34. Mastering Workflow (control) OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  35. 35. Mastering Workflow (control) Collect OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  36. 36. Mastering Workflow (control) Collect Process OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  37. 37. Mastering Workflow (control) Collect Process Organize OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  38. 38. Mastering Workflow (control) Collect Process Organize Review OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  39. 39. Mastering Workflow (control) Collect Process Organize Review Do OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  40. 40. Horizons of Focus (perspective) OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  41. 41. Horizons of Focus (perspective) 50,000 ft - purpose & core values OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  42. 42. Horizons of Focus (perspective) 50,000 ft - purpose & core values 40,000 ft - vision (3+ years) OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  43. 43. Horizons of Focus (perspective) 50,000 ft - purpose & core values 40,000 ft - vision (3+ years) 30,000 ft - goals (1-2 years) OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  44. 44. Horizons of Focus (perspective) 50,000 ft - purpose & core values 40,000 ft - vision (3+ years) 30,000 ft - goals (1-2 years) 20,000 ft - areas of focus/responsibility OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  45. 45. Horizons of Focus (perspective) 50,000 ft - purpose & core values 40,000 ft - vision (3+ years) 30,000 ft - goals (1-2 years) 20,000 ft - areas of focus/responsibility 10,000 ft - projects OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  46. 46. Horizons of Focus (perspective) 50,000 ft - purpose & core values 40,000 ft - vision (3+ years) 30,000 ft - goals (1-2 years) 20,000 ft - areas of focus/responsibility 10,000 ft - projects Runway - next actions OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  47. 47. Process (Inbox) OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  48. 48. Process (Inbox) • If an item requires action: OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  49. 49. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  50. 50. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  51. 51. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR • Defer it. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  52. 52. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR • Defer it. • If an item does not require action: OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  53. 53. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR • Defer it. • If an item does not require action: • File it for reference, OR OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  54. 54. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR • Defer it. • If an item does not require action: • File it for reference, OR • Throw it away, OR OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  55. 55. Process (Inbox) • If an item requires action: • Do it (if it takes less than two minutes), OR • Delegate it, OR • Defer it. • If an item does not require action: • File it for reference, OR • Throw it away, OR • Put it in the Someday/Maybe file. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  56. 56. Inboxes OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  57. 57. Inboxes • Start at the top. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  58. 58. Inboxes • Start at the top. • Deal with one item at a time. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  59. 59. Inboxes • Start at the top. • Deal with one item at a time. • Never put anything back into 'in'. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  60. 60. Inboxes • Start at the top. • Deal with one item at a time. • Never put anything back into 'in'. • The fewer, the better. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  61. 61. GTD Tools
  62. 62. GTD Tools OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  63. 63. OmniFocus GTD inspired application Available on every MLTI laptop iPhone app OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  64. 64. ...your head clear, staying focused, and managing your commitments. – David Allen OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  65. 65. More information: OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  66. 66. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  67. 67. Keep everything out of your head OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  68. 68. Keep everything out of your head Very easy to fall off, just as easy to get back on... OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  69. 69. Keep everything out of your head Very easy to fall off, just as easy to get back on... Practice, practice...it takes two years. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  70. 70. OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  71. 71. Next actions: OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  72. 72. Next actions: Check-out the book OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  73. 73. Next actions: Check-out the book Review the link on my blog OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  74. 74. Next actions: Check-out the book Review the link on my blog Start with Processing Inbox Steps OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  75. 75. Next actions: Check-out the book Review the link on my blog Start with Processing Inbox Steps Share with your students! OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  76. 76. Feel free to contact me! kerry@kerrygallivan.com http://ambientawareness.info Twitter: kerrygallivan OmniFocus is a trademark of the Omni Group GTD and Getting Things Done are registered trademarks of David Allen & Co.
  77. 77. Kerry Gallivan is not licensed, certified, approved, or endorsed by or otherwise affiliated with David Allen or the David Allen Company which is the creator of the Getting Things Done® system for personal productivity. GTD® and Getting Things Done® are registered trademarks of the David Allen Company. For more information on the David Allen Company's products, please visit their website: www.davidco.com.

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