GTD Intro Sharing a little of what I’ve learned Drew Arnold [email_address]
Agenda
Purpose & Scope <ul><li>Concepts & Principles </li></ul><ul><li>Tips & Tricks scattered about </li></ul><ul><li>Not really...
My Background <ul><li>Personal </li></ul><ul><ul><li>36 </li></ul></ul><ul><ul><li>Married  </li></ul></ul><ul><ul><li>Wif...
GTD Overview
“ We are faced with insurmountable opportunities.” – Pogo “ Rule your mind or it will rule you.” – Horace
What is GTD? My Definition <ul><li>An intellectual martial art that deals with the mastery of perspective and control to t...
What is GTD? Official Definition  <ul><li>A system for... </li></ul><ul><li>Capturing anything and everything that has you...
Who is David Allen? <ul><li>What Frederick Taylor was to work during the Industrial Revolution, David Allen is to day-to-d...
Key Principles & Fundamentals <ul><li>The mind is the greatest idea creation machine there is, but its the worst place to ...
GTD, the System sans the NPM… (I’m still getting my feet wet with the NPM)
The Horizons of Focus
“ If you are facing in the right direction, keep walking.” - Buddha How do you know if you are facing the right direction?
Horizons of Focus Altitude Map <ul><li>50,000  - Purpose (why are you here, what's important to you?) </li></ul><ul><li>40...
Altitude Map – Runway <ul><li>“ With the past, I have nothing to do; nor with the future. I live now.” - Ralph Waldo Emers...
Altitude Map – 10,000 FT <ul><li>“ The future is here. It's just not widely distributed yet.” </li></ul><ul><ul><li>- Will...
Altitude Map – 20,00 FT <ul><li>“Life is denied by lack of attention, whether it be to cleaning windows or trying to write...
Altitude Map – 30,00 FT <ul><li>“ In the absence of clearly defined goals, we become strangely loyal to performing daily t...
Altitude Map – 40,000 FT <ul><li>“ To be engrossed by something outside ourselves is a powerful antidote for the rational ...
Altitude Map – 50,000 FT <ul><li>“ Adults are always asking kids what they want to be when they grow up because they are l...
Horizons of Focus in Practice How I track them…
Ever feel anxious? If you need more clarity, raise your level or focus. If you need more to be happening, lower your level...
5 Phases of Mastering Workflow The discrete steps of “Doing”
5 Phases of Workflow <ul><li>Collect </li></ul><ul><li>Process </li></ul><ul><li>Organize </li></ul><ul><li>Do </li></ul><...
Collect <ul><li>Capture all inputs into trusted inbox </li></ul><ul><li>Collecting Success Factors </li></ul><ul><ul><li>G...
Process <ul><ul><li>Call </li></ul></ul><ul><ul><li>Buy </li></ul></ul><ul><ul><li>Read </li></ul></ul><ul><ul><li>Purge <...
Organize <ul><li>“ Anxiety is caused by a lack of control, organization, preparation, and action.” </li></ul><ul><ul><li>-...
Calendar <ul><li>Three things go on your calendar </li></ul><ul><ul><li>Time specific actions </li></ul></ul><ul><ul><li>D...
Review <ul><li>“ The hurrier I go, the behinder I get.” </li></ul><ul><ul><li>- Unknown </li></ul></ul><ul><li>Steps </li>...
Do <ul><li>&quot;Multitasking is the opportunity to screw up two or more things at one time.&quot;  </li></ul><ul><ul><li>...
Do <ul><li>How you do the “Do”… </li></ul><ul><li>Decisions on what to do are made based upon: </li></ul><ul><ul><li>Conte...
Workflow Diagram
Drew’s Workflow Tools Just what I use, not the holy grail of tools & toys…
Tips & Tricks & Tools <ul><li>“ Getting Things Done  is not about any particular tool - it's about defining your work in a...
Tips & Tricks & Tools <ul><li>Value of batch processing </li></ul><ul><ul><li>Email, project planning </li></ul></ul><ul><...
Closing & Remaining Q&A <ul><li>Tips, tricks, tools, advice, experience?? </li></ul><ul><li>Ideas for future sessions: </l...
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20081112 Gtd Overview @ Conjuctured

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GTD Overview shared with the kick ass co-workers @ Conjunctured...Austin's best co-working joint. Check `em out @ http://conjunctured.com/

Massive credit to David Allen and the killer GTD folks @ http://www.davidco.com.

Published in: Self Improvement, Education

20081112 Gtd Overview @ Conjuctured

  1. 1. GTD Intro Sharing a little of what I’ve learned Drew Arnold [email_address]
  2. 2. Agenda
  3. 3. Purpose & Scope <ul><li>Concepts & Principles </li></ul><ul><li>Tips & Tricks scattered about </li></ul><ul><li>Not really about implementation </li></ul><ul><li>Information exchange </li></ul>
  4. 4. My Background <ul><li>Personal </li></ul><ul><ul><li>36 </li></ul></ul><ul><ul><li>Married </li></ul></ul><ul><ul><li>Wife is from Brazil </li></ul></ul><ul><ul><li>2 boys </li></ul></ul><ul><ul><li>Bi-lingual home </li></ul></ul><ul><ul><li>Serious b-ball fan </li></ul></ul><ul><ul><li>Vegetable gardening </li></ul></ul><ul><li>Professional </li></ul><ul><ul><li>High tech sw sales last 8 yrs </li></ul></ul><ul><ul><li>NFP management experience </li></ul></ul><ul><ul><li>Very mobile – 123 planes CY </li></ul></ul><ul><ul><li>Work out of the house </li></ul></ul><ul><li>Practicing GTD for 3+ years, lots of training </li></ul>
  5. 5. GTD Overview
  6. 6. “ We are faced with insurmountable opportunities.” – Pogo “ Rule your mind or it will rule you.” – Horace
  7. 7. What is GTD? My Definition <ul><li>An intellectual martial art that deals with the mastery of perspective and control to the end of unlocking my creativity. </li></ul><ul><li>Answers this question for me… </li></ul><ul><ul><li>You can’t do the future. You can’t do the past. You can only do Now. So, what are you going to do? </li></ul></ul>
  8. 8. What is GTD? Official Definition <ul><li>A system for... </li></ul><ul><li>Capturing anything and everything that has your attention </li></ul><ul><li>Defining actionable things discretely into outcomes and concrete next steps </li></ul><ul><li>Organizing reminders and information in the most streamlined way, in appropriate categories, based on how and when you need to access them </li></ul><ul><li>Keeping current and &quot;on your game&quot; with appropriately frequent reviews of the six horizons of your commitments (purpose, vision, goals, areas of focus, projects, and actions) </li></ul>
  9. 9. Who is David Allen? <ul><li>What Frederick Taylor was to work during the Industrial Revolution, David Allen is to day-to-day life in the Knowledge Economy </li></ul>
  10. 10. Key Principles & Fundamentals <ul><li>The mind is the greatest idea creation machine there is, but its the worst place to track those ideas. (ref. my intro to GTD) </li></ul><ul><li>Externalize your thinking – not the same as regimentation </li></ul><ul><ul><li>“ I not only use all the brains that I have, but all that I can borrow.” </li></ul></ul><ul><ul><li>-- Woodrow Wilson </li></ul></ul><ul><li>3 Conceptual Models that Comprise GTD </li></ul><ul><ul><li>Horizons of Focus </li></ul></ul><ul><ul><li>5 Phases of Workflow </li></ul></ul><ul><ul><li>Natural Planning Model </li></ul></ul>
  11. 11. GTD, the System sans the NPM… (I’m still getting my feet wet with the NPM)
  12. 12. The Horizons of Focus
  13. 13. “ If you are facing in the right direction, keep walking.” - Buddha How do you know if you are facing the right direction?
  14. 14. Horizons of Focus Altitude Map <ul><li>50,000 - Purpose (why are you here, what's important to you?) </li></ul><ul><li>40,000 - 3-5 year vision for yourself </li></ul><ul><li>30,000 - 1-2 year goals and direction </li></ul><ul><li>20,000 - Areas of responsibility, focus and interests </li></ul><ul><li>10,000 – Projects </li></ul><ul><li>Runway - Current Actions </li></ul>
  15. 15. Altitude Map – Runway <ul><li>“ With the past, I have nothing to do; nor with the future. I live now.” - Ralph Waldo Emerson </li></ul><ul><li>Next Actions </li></ul><ul><ul><li>Agreements you have with yourself about the actual physical and visible next actions you are committed to doing. </li></ul></ul>
  16. 16. Altitude Map – 10,000 FT <ul><li>“ The future is here. It's just not widely distributed yet.” </li></ul><ul><ul><li>- William Gibson, author of Neuromancer; coined term &quot;cyberspace&quot; in 1984 </li></ul></ul><ul><li>Projects </li></ul><ul><ul><li>What relatively near-term outcomes are you committed to for which you are taking many of the next actions on the runway? </li></ul></ul>
  17. 17. Altitude Map – 20,00 FT <ul><li>“Life is denied by lack of attention, whether it be to cleaning windows or trying to write a masterpiece.” </li></ul><ul><ul><li>- Nadia Boulanger, Composer, Conductor & Teacher </li></ul></ul><ul><li>Areas of Focus </li></ul><ul><ul><li>You can think of it as the job description for your life and work. </li></ul></ul>
  18. 18. Altitude Map – 30,00 FT <ul><li>“ In the absence of clearly defined goals, we become strangely loyal to performing daily trivia until ultimately we become enslaved by it.” </li></ul><ul><ul><li>- Robert Heinlein, science fiction author </li></ul></ul><ul><li>Goals & Objectives </li></ul><ul><ul><li>These are the specific and measurable medium-term goals and objectives to which you are committed. The time horizon here tends to be about 1-2 years. </li></ul></ul>
  19. 19. Altitude Map – 40,000 FT <ul><li>“ To be engrossed by something outside ourselves is a powerful antidote for the rational mind, the mind that so frequently has its head up its own ass.” </li></ul><ul><ul><li>- Anne Lamott, author & Salon.com contributor </li></ul></ul><ul><li>Vision </li></ul><ul><ul><li>This is where you get to invent what the ideal scenes of your work and life will look like, sound like, and feel like. </li></ul></ul>
  20. 20. Altitude Map – 50,000 FT <ul><li>“ Adults are always asking kids what they want to be when they grow up because they are looking for ideas.” </li></ul><ul><ul><li>- Paula Pondstone, Comedian </li></ul></ul><ul><li>Purpose & Mission </li></ul><ul><ul><li>50,000 ft represents your ultimate purpose and core values, either as an individual, or as a group. </li></ul></ul>
  21. 21. Horizons of Focus in Practice How I track them…
  22. 22. Ever feel anxious? If you need more clarity, raise your level or focus. If you need more to be happening, lower your level of focus.
  23. 23. 5 Phases of Mastering Workflow The discrete steps of “Doing”
  24. 24. 5 Phases of Workflow <ul><li>Collect </li></ul><ul><li>Process </li></ul><ul><li>Organize </li></ul><ul><li>Do </li></ul><ul><li>Review </li></ul><ul><li>This is where the “System” shows up </li></ul>
  25. 25. Collect <ul><li>Capture all inputs into trusted inbox </li></ul><ul><li>Collecting Success Factors </li></ul><ul><ul><li>Get it all out of your head </li></ul></ul><ul><ul><li>Minimal number of locations </li></ul></ul><ul><ul><li>Empty them regularly </li></ul></ul>
  26. 26. Process <ul><ul><li>Call </li></ul></ul><ul><ul><li>Buy </li></ul></ul><ul><ul><li>Read </li></ul></ul><ul><ul><li>Purge </li></ul></ul><ul><ul><li>Print </li></ul></ul><ul><ul><li>Load </li></ul></ul><ul><ul><li>E-mail </li></ul></ul><ul><ul><li>Organize </li></ul></ul><ul><ul><li>Fill out </li></ul></ul><ul><ul><li>Measure </li></ul></ul><ul><ul><li>Look into </li></ul></ul><ul><ul><li>Take </li></ul></ul><ul><ul><li>Draft </li></ul></ul><ul><ul><li>Review </li></ul></ul><ul><ul><li>Find </li></ul></ul><ul><ul><li>Talk to </li></ul></ul><ul><ul><li>Gather </li></ul></ul><ul><ul><li>Research </li></ul></ul><ul><ul><li>Waiting for </li></ul></ul><ul><li>Goal is to decide the meaning of any given input (&quot;stuff&quot;) from Outcome to Next Action (note: 2 minute rule) </li></ul><ul><li>Sample Next Action Verbs: Sample Project Verbs: </li></ul><ul><ul><li>Finalize </li></ul></ul><ul><ul><li>Look into </li></ul></ul><ul><ul><li>Clarify </li></ul></ul><ul><ul><li>Organize </li></ul></ul><ul><ul><li>Ensure </li></ul></ul><ul><ul><li>Update </li></ul></ul><ul><ul><li>Implement </li></ul></ul><ul><ul><li>Resolve </li></ul></ul><ul><ul><li>Submit </li></ul></ul><ul><ul><li>Design </li></ul></ul><ul><ul><li>Roll out </li></ul></ul><ul><ul><li>Install </li></ul></ul><ul><ul><li>Set-up </li></ul></ul><ul><ul><li>Handle </li></ul></ul><ul><ul><li>Maximize </li></ul></ul><ul><ul><li>Publish </li></ul></ul><ul><ul><li>Complete </li></ul></ul>
  27. 27. Organize <ul><li>“ Anxiety is caused by a lack of control, organization, preparation, and action.” </li></ul><ul><ul><li>- David Kekich, biotech venture capitalist </li></ul></ul><ul><li>Take the next actions you've decided upon, and put them into one of the following trusted &quot;buckets&quot;: </li></ul><ul><ul><li>Projects </li></ul></ul><ul><ul><li>Calendar </li></ul></ul><ul><ul><li>Next Action Context Lists </li></ul></ul><ul><ul><li>Waiting for </li></ul></ul><ul><ul><li>Check Lists </li></ul></ul><ul><ul><li>Parking Lot Lists </li></ul></ul>
  28. 28. Calendar <ul><li>Three things go on your calendar </li></ul><ul><ul><li>Time specific actions </li></ul></ul><ul><ul><li>Day specific actions </li></ul></ul><ul><ul><li>Day specific information </li></ul></ul><ul><ul><li>...and that's all </li></ul></ul>
  29. 29. Review <ul><li>“ The hurrier I go, the behinder I get.” </li></ul><ul><ul><li>- Unknown </li></ul></ul><ul><li>Steps </li></ul><ul><ul><li>Get Clear </li></ul></ul><ul><ul><li>Get Current </li></ul></ul><ul><ul><li>Get Creative </li></ul></ul><ul><li>Review Projects & Next Actions </li></ul><ul><li>Review Calendar </li></ul><ul><li>Occasional review of higher levels of focus </li></ul><ul><li>The &quot;glue&quot; of the GTD set of behaviors </li></ul>
  30. 30. Do <ul><li>&quot;Multitasking is the opportunity to screw up two or more things at one time.&quot; </li></ul><ul><ul><li>- Unknown </li></ul></ul><ul><li>&quot;The inverse of every action is a thought&quot; </li></ul><ul><ul><li>- Ralph Waldo Emerson </li></ul></ul>
  31. 31. Do <ul><li>How you do the “Do”… </li></ul><ul><li>Decisions on what to do are made based upon: </li></ul><ul><ul><li>Context </li></ul></ul><ul><ul><li>Time </li></ul></ul><ul><ul><li>Energy </li></ul></ul><ul><ul><li>Priority </li></ul></ul><ul><li>3-fold nature of daily work. We &quot;do&quot;... </li></ul><ul><ul><li>Work we have defined </li></ul></ul><ul><ul><li>Ad hoc work as it shows up </li></ul></ul><ul><ul><li>Planning our work </li></ul></ul>
  32. 32. Workflow Diagram
  33. 33. Drew’s Workflow Tools Just what I use, not the holy grail of tools & toys…
  34. 34. Tips & Tricks & Tools <ul><li>“ Getting Things Done is not about any particular tool - it's about defining your work in a way that keeps it clear, current and negotiable.” - David Allen </li></ul><ul><li>Its about behaviors, not tools. </li></ul><ul><li>Get your next actions & projects in order first, then focus on the higher horizons </li></ul>
  35. 35. Tips & Tricks & Tools <ul><li>Value of batch processing </li></ul><ul><ul><li>Email, project planning </li></ul></ul><ul><li>Short cuts…short cuts…short cuts </li></ul><ul><li>Learn to treat the calendar as sacred </li></ul><ul><li>Keep in mind you have a life time of habits already formed, so be patient in learning GTD. </li></ul><ul><li>Buy the book, do what Allen says </li></ul>
  36. 36. Closing & Remaining Q&A <ul><li>Tips, tricks, tools, advice, experience?? </li></ul><ul><li>Ideas for future sessions: </li></ul><ul><ul><li>Weekly review, filing (soft & hard material), workflow in detail, power of lists & parking lots, Natural Planning Model, Tools </li></ul></ul><ul><li>Get today’s slide deck at http://www.slideshare.net – Do tag search on “conjunctured” or “drewarnold” </li></ul><ul><li>If you want to reach me… </li></ul><ul><li>Drew Arnold </li></ul><ul><li>[email_address] </li></ul><ul><li>512-524-7492 </li></ul>

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