ACKNOWLEDGEMENT The contents of this presentation have been liberally lifted from David Allen‟s book “Getting Things Done”. I highly recommend you grab a copy from Amazon! I was first exposed to this concept by Emma Martin our regional finance director who does a much more comprehensive version of this training. If you „re in Sydney, track her down!
THE PROBLEM WITH21ST CENTURY WORKAccording to Allen:1. Work no longer has clear boundaries2. Our jobs keep changing3. The old models and habits are insufficient
PERSONAL LIVESWe have commitments outside of work:1. Education2. Family3. Recreation4. Community groups
“STUFF”“Stuff” are things that are on your mind because:• You have not clarified the intended outcome• You haven‟t decided what the next physical action• You haven‟t put reminders of the outcome in a system you trust
EXAMPLES OF“STUFF”• Anniversary gift for wife / husband• Plans for Christmas holiday• New client proposal• Meeting with a client• Performance reviews for staff member
EMAIL ACCOUNTS 725 2,900 Number of email accounts Corporate email accountsSource: Email Statistics Report, 2010, Radicati Group
AVERAGE NUMBER OF EMAILS PER DAY294,000,000Source: Internet 2010 in numbers, 2011, Royal Pingdom
AVERAGE NUMBER OF EMAILS SENT & RECEIVEDPER PERSON PER DAY 110Source: Email Statistics Report, 2010, Radicati Group
OF THE 110, THE NUMBER OF SPAM EMAILS 19.8Source: Email Statistics Report, 2010, Radicati Group
TOOLSIf you use:1. Lotus Notes: you can use the built in „To Do‟ and „Calendar‟ features2. Outlook: you can use the built in „Task List‟ and „Calendar‟ features3. Google: you can use the built in „Tasks‟ and „Calendar‟4. Pen & paper works too but is not as dynamic
WHAT IS IT?Ask yourself: “What is the desired outcome for the sender?”
IS IT ACTIONABLE?Is there a SPECIFIC PHYSICAL ACTION you can take?
IF THE ANSWER IS„NO‟1. You can DELETE the email; or2. If you think you think that it looks interesting and might want to look at it later. File it to a folder called “@SOMEDAY”; or3. If you need to keep it for reference but don‟t need now, file it to your archive.
IF THE ANSWER IS„YES‟You now have a number ofoptions.If it‟s project related, thendeal with it under your projectplan.