Getting things done

Getting Things Done
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
February 16, 2017
krt4@Williams.edu
x3542
Kevin R. Thomas
Training & Development Manager
Getting Things Done

Getting Things Done
• At your tables …
• Say your name and …
• 1 thing that helps you stay organized
• 5 minutes

Getting Things Done
• What does it mean to be
organized?
You Write the Slide

Getting Things Done
• Write down the project or
situation that is most on
your mind at this moment.
• What is the very next
physical action needed to
move the situation
forward?
• What changed for you in
doing that?
Exercise

Getting Things Done
• You haven’t clarified what
the intended outcome is.
• You haven’t decided what
the next physical action
step is.
• You haven’t put a reminder
of the outcome and the
action in a system you
trust.
Why things are on your mind

Getting Things Done
• Time
• Information
• Priorities
3 Things You Can’t Manage

Getting Things Done
• Action
1 Thing You Can Manage

Getting Things Done
• Every open loop must be
in your capture system
• Use as few buckets as
possible.
• Empty them regularly.
Success Factors for Capturing

Getting Things Done
• Projects List
• Next Actions (as soon as
possible)
• Waiting On List
• Someday/Maybe List
• Calendar
• Project support material
• Resource Files (folders,
books, binders, etc.)
Elements You Will Need
Make it now!

Getting Things Done
Projects Next Actions
>1 Step Physical, visible
activity
Completed in <1 year
Has a “kickstarter” next
action
Projects vs. Next Actions

Getting Things Done
Finalize Resolve Handle
Look into Submit Maximize
Organize Design Complete
Ensure Roll out Update
Install Implement Set-up
Project Verbs

Getting Things Done
Call Organize Review
Buy Fill out Find
Purge Look into
(Web)
Gather
Print Take Waiting for
Load Draft Email
Next Action Verbs

Getting Things Done
• At least 3 Paper-holding
Trays
• Paper
• Pen/Pencil
• Post-Its
• Automatic Labeler
• File Folders
Setting Up Your Workplace: Supplies
• Paper clips
• Stapler/staples
• Scotch Tape
• Rubber Bands
• Wastebasket/recycling
bins

Getting Things Done
• Supplies
• Reference Materials
• Decorations
• Equipment
• … anything else goes in
your In Tray.
Setting Up Your Workspace

Getting Things Done
• “What has your attention
that isn’t represented by
something already in your
in-tray?”
• Write each on a separate
sheet of paper.
• Go for quantity.
• Use the “Incompletion
Triggers List” (pp.116-119)
The Mind Sweep – try it now!

Getting Things Done
• Start from the top
• Do not skip any items
• Give it 100% of your
attention
Processing

Getting Things Done
GTD Processing System
Part 1 of 2
Is it
Actionable?
Do it
Get clear
and
specific
about the
action
Will it take
<2
minutes?
Trash
No
Yes
Yes
No
INBOX
STUFF
Someda
y
Referenc
e
Keep in a separate 2
minute file for when you
return to your office
Tickler
File

Getting Things Done
GTD Processing System
Part 2 of 2: Action Needed, >2 min
Are you the best
person to do it?
No
Yes
Delegate
+
Waiting
On List
Does it
need to be
done at a
certain
time?
Yes
Calendar
No
Add to
Next
Action
List

Getting Things Done
• Use folders/tags:
o @Action
o @Waiting For
o Project folders
Processing Email

Getting Things Done
• Look at your Next Action
List & any project folders
• Identify projects: >1 step,
<1 year
• List all of your projects
• Make sure all of your
projects have a place on
the “next action” or
“waiting for” list
Populate the Projects List

Getting Things Done
• Project list that you might
not get to in the next year.
Populate the Someday/Maybe List

Getting Things Done
• By context:
o Work (W)
o Home (H)
o Phone (P)
o Errand (E)
o Try it!
• Shopping lists
• Movies to see
• Books to read , etc.
Organize Your Next Action List

Getting Things Done
• All day event on gcal
• Add email notification.
• Can be recurring
• Or use tasks.
Calendaring Actions

Getting Things Done
• Context: What can you do
where you are right now?
• Time: What can you do in
the time available?
• Energy: What can you do
with the energy available?
• Priority: What is most
important for me to do?
Decide What to Do

Getting Things Done
• Helps your brain trust the
system
• A few minutes here and
there
• Look at your calendar
• Then your lists
Reflecting - ongoing

Getting Things Done
• Go through processing
steps until….
• “I absolutely know right
now everything I’m not
doing but could be doing if
I decided to.”
• Get clear, current, and
creative
Weekly Review

Getting Things Done
Kevin Thomas
krt4@Williams.edu
x3542
• Program evaluation
• Program Page

Getting things done

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