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Doing More with LessThe Art of Personal and Professional Productivity
Doing More with LessThe Art of Personal and Professional Productivity
This presentation is loosely based on a A Project Management Institute Resource
This presentation is loosely based on a A Project Management Institute Resource
IntroductionIntroduction
GTD is the popular shorthand for “Getting Things Done”, the groundbreaking work-life management system that transforms personal overload into an integrated system of stress-free productivity.
The David Allen Companyhttp://www.davidco.com/what_is_gtd.php
GTD is the popular shorthand for “Getting Things Done”, the groundbreaking work-life management system that transforms personal overload into an integrated system of stress-free productivity.
The David Allen Companyhttp://www.davidco.com/what_is_gtd.php
Brain DumpBrain Dump
Clean piece of paperWrite everything downRefrain from analyzing or
organizingUse triggers list for help
Clean piece of paperWrite everything downRefrain from analyzing or
organizingUse triggers list for help
Time ManagementTime Management
Set clear goalsEstablish a detailed planSet clear prioritiesDo the most important thing
Set clear goalsEstablish a detailed planSet clear prioritiesDo the most important thing
Why It Doesn’t WorkWhy It Doesn’t Work
Incomplete list of ambiguous things
Surprise blows up your systemYou must think first!
Incomplete list of ambiguous things
Surprise blows up your systemYou must think first!
Thinking????Thinking????
Question:There is a man who lives on the top
floor of a very tall building. Everyday he gets the elevator down to the ground floor to leave the building to go to work. Upon returning from work though, he can only travel half way up in the lift and has to walk the rest of the way unless it’s raining. WHY?
Question:There is a man who lives on the top
floor of a very tall building. Everyday he gets the elevator down to the ground floor to leave the building to go to work. Upon returning from work though, he can only travel half way up in the lift and has to walk the rest of the way unless it’s raining. WHY?
Thinking???Thinking???
Answer:The man is very, very short and can
only reach halfway up the elevator buttons. However, if it is raining then he will have his umbrella with him and can press the higher buttons with it.
Answer:The man is very, very short and can
only reach halfway up the elevator buttons. However, if it is raining then he will have his umbrella with him and can press the higher buttons with it.
Thinking???Thinking???
QuestionA man is wearing black. Black shoes,
socks, trousers, coat, gloves and ski mask. He is walking down a back street with all the street lamps off. A black car is coming towards him with its lights off but somehow manages to stop in time. How did the driver see the man?
QuestionA man is wearing black. Black shoes,
socks, trousers, coat, gloves and ski mask. He is walking down a back street with all the street lamps off. A black car is coming towards him with its lights off but somehow manages to stop in time. How did the driver see the man?
Thinking???Thinking???
Answer:It was day time.
Answer:It was day time.
What is Doing More?What is Doing More?
More personal timeMore productiveMore creativeMore awareMore structureMore achievement
More personal timeMore productiveMore creativeMore awareMore structureMore achievement
Stages of WorkflowStages of Workflow
Pile it upSort itPut it awayPlan, Think and DecideTake Action
Adapted from David Allen’s 5 stages of Workflow
Pile it upSort itPut it awayPlan, Think and DecideTake Action
Adapted from David Allen’s 5 stages of Workflow
Where Does it Fit?Where Does it Fit?
Programs/ Initiatives
Objectives
Strategy
Mission
Where to Put Your StuffWhere to Put Your Stuff
What do you need first?Files Lists CalendarIn Box
What do you need first?Files Lists CalendarIn Box
Pile It UpPile It Up
Having an in basket does not make it functional
Have as few collection places as possible
The tools you use must be part of your lifestyle
Having an in basket does not make it functional
Have as few collection places as possible
The tools you use must be part of your lifestyle
Creating ListsCreating Lists
Project listWaiting for listNext action or next step list
Project listWaiting for listNext action or next step list
Next Action / Next Step Lists
Next Action / Next Step Lists
ExamplesOffice, Home, Phone, Computer,
Agenda, Errands, Anywhere
ExamplesOffice, Home, Phone, Computer,
Agenda, Errands, Anywhere
Sort ItSort It
Questions you need to askWhat is it?Do I need to do something with it
now?
Questions you need to askWhat is it?Do I need to do something with it
now?
Sort ItSort It
Do I need to do something with it now?If the answer is no, then
Throw it awayDo something with it laterInformation you may need later
Do I need to do something with it now?If the answer is no, then
Throw it awayDo something with it laterInformation you may need later
Throwing It AwayThrowing It Away
Questions you can ask yourself before throwing it awayDid I ask for this information?Is the information available
elsewhere?Is it recent and current?What would happen if I didn’t have
this?
Questions you can ask yourself before throwing it awayDid I ask for this information?Is the information available
elsewhere?Is it recent and current?What would happen if I didn’t have
this?
Sort ItSort It
Do I need to do something with it now?If the answer is yes, then ask
What project is this committed to?What is the next step required?
Do I need to do something with it now?If the answer is yes, then ask
What project is this committed to?What is the next step required?
Sort ItSort It
Exercise – working with our Brain Dump lists
Questions to ask:What is the next step required?Where do I have to be to do the next
step?
Exercise – working with our Brain Dump lists
Questions to ask:What is the next step required?Where do I have to be to do the next
step?
Sort ItSort It
Complete the task if it takes less than 2 minutes
Delegate the task if it takes longer than 2 minutes (you are not the right person to complete the task)
Defer the task if it takes longer than 2 minutes
Complete the task if it takes less than 2 minutes
Delegate the task if it takes longer than 2 minutes (you are not the right person to complete the task)
Defer the task if it takes longer than 2 minutes
Sort ItSort It
Next step requiredNext action is a specific time/day -
use your calendarNext action needs to be done as soon
as possible – use your listsNext action is waiting for another
person – waiting for list
Next step requiredNext action is a specific time/day -
use your calendarNext action needs to be done as soon
as possible – use your listsNext action is waiting for another
person – waiting for list
CalendarCalendar
Three things you put on your calendarDay specific actionTime specific actionDay specific information
Three things you put on your calendarDay specific actionTime specific actionDay specific information
“Stuff” Workflow Chart“Stuff” Workflow Chart
Chart from “Getting It Done” by David Allen
Tickler FileTickler File
Putting It AwayPutting It Away
Organise it as:A project (project list)Support material (file drawer)Calendar itemNext action or next step listWaiting for listReference material
Organise it as:A project (project list)Support material (file drawer)Calendar itemNext action or next step listWaiting for listReference material
Plan, Think and DecidePlan, Think and Decide
Weekly processDone so your mind does not have
to store itGives you
Time to pile it up and store itReview your systemUpdate your listsRenegotiate your agreements
Weekly processDone so your mind does not have
to store itGives you
Time to pile it up and store itReview your systemUpdate your listsRenegotiate your agreements
Taking ActionTaking Action
Making good choices with your time
Knowing when to do somethingDeal with surpriseBe creative – set goals
Making good choices with your time
Knowing when to do somethingDeal with surpriseBe creative – set goals
Why Do This?Why Do This?
Help you…..Work your strengthsConserve your energyDeal with surpriseObtain mental freedomFeel good about what you are doing
Help you…..Work your strengthsConserve your energyDeal with surpriseObtain mental freedomFeel good about what you are doing
Take AwayTake Away
Brain dump Calendar items2 minute ruleTickler filePotential workflow process
Brain dump Calendar items2 minute ruleTickler filePotential workflow process
Suggested MaterialsSuggested Materials
Time Power by Brian Tracey How to Master Your Time Audio by Brian Tracey Eat that Frog by Brian Tracy Getting Things Done by David Allen The Organized Executive by Stephanie Winston Monday Morning Leadership for Women by Valerie
Sokolosky The Power of Full Engagement by Jim Loehr and Tony
Schwartz Taming the Paper Tiger by Barbara Hemphill The 8th Habit by Stephen R. Covey 7 Habits of Highly Successful People by Stephen R.
Covey Execution – The Discipline of Getting Things Done by
Larry Bossidy and Ram Charan The Purpose Driven Life by Rick Warren
Time Power by Brian Tracey How to Master Your Time Audio by Brian Tracey Eat that Frog by Brian Tracy Getting Things Done by David Allen The Organized Executive by Stephanie Winston Monday Morning Leadership for Women by Valerie
Sokolosky The Power of Full Engagement by Jim Loehr and Tony
Schwartz Taming the Paper Tiger by Barbara Hemphill The 8th Habit by Stephen R. Covey 7 Habits of Highly Successful People by Stephen R.
Covey Execution – The Discipline of Getting Things Done by
Larry Bossidy and Ram Charan The Purpose Driven Life by Rick Warren
Related MaterialsRelated Materials
Please see your handout for related materials found in the library catalog.
Please see your handout for related materials found in the library catalog.
Related WebCastsRelated WebCasts
Now we will watch a couple of Outlook Productivity Webcasts from
http://www.blogcastrepository.com/Office/Pages/Outlook.htm
Please feel free to play around in Outlook on the laptops!
Want more tips for outlook? Try searching google: outlook productivity tips
Now we will watch a couple of Outlook Productivity Webcasts from
http://www.blogcastrepository.com/Office/Pages/Outlook.htm
Please feel free to play around in Outlook on the laptops!
Want more tips for outlook? Try searching google: outlook productivity tips
Thanks!Thanks!
We hope you’ve found this presentation useful.
Please fill out a training evaluation before you leave.
Now go GET IT DONE!
We hope you’ve found this presentation useful.
Please fill out a training evaluation before you leave.
Now go GET IT DONE!
