Post on 18-Aug-2015
• Group No. 10
Sonali Gupta PGP30107 | Suhani Kejriwal PGP30109 | Vartika Jaiswal
PGP30116 | Anupam Dey PGP30363 | Yatin Bhardwaj PGP30417
Welcome to Getting Things Done
“WARNING: Reading Getting Things Done
can be hazardous to your old habits of
procrastination.”- Carola
Endicot Director, Quality Resources,
New England Medical Centre
David Allen
• A management consultant and
executive coach
• Called a personal productivity guru
• Published Getting Things Done in 2001
“Your mind is for having ideas, not
holding them.”
-
David Allen
What Getting Things Done gives you
More Energy
Be Maximally
Efficient
Confident
Being Present
in Moment
More Clarity in Thoughts
Being More
Relaxed
A New Practice for a New Reality
The true challenge is to determine what to do with ambiguous tasks and projects
A New Practice for a New Reality
Too much "stuff" stored in a person’s short-term memory can blow a fuse.
Conscious mind is a focusing tool, not a storage place.
A New Practice for a New Reality
Write down the outcomes you wish to achieve
For every outcome, determine the "next physical action" to move the situation forward
Remind and Review regularly
The Five Stages of Mastering WorkflowCapture
• Clean your head and capture everything in a container
Clarify
• For each item check what’s the next action
Organize
• Plan the next actions
Reflect
• Review your lists of actions and reminders daily
Engage
• Making choices what and how to act next
1. Purpose and Principles: Asking the question “Why”- to define success, create decision-making criteria, align resources, motivate, clarifying focus and expand options
The Five Phases of Project Planning
The Five Phases of Project Planning
2. Envision an Outcome: Clarity and focus about ones vision and outcomes helps ones brain’s reticular activating system (RAS) to start making one aware of how it can happen
WHAT?
3. Brainstorming: Clarity and focus about ones vision and outcomes helps ones brain’s reticular activating system (RAS) to start making one aware of how it can happen
INTERNALLY EXTERNALLYEg Mind mapping, Whiteboard
The Five Phases of Project Planning
The Five Phases of Project Planning (cont…)
3. Brainstorming: Keys to good brainstorming: DON’T a) Judgeb) Challengec) Evaluated) criticize
The Five Phases of Project Planning (cont…)
4. Organizing: Identify major pieces, sort into either components, sequences or priority, detail out, determine next steps
The Five Phases of Project Planning (cont…)
5. Next Actions: Identify actions to be taken now leaving aside the dependent ones
Setting Up Time, Space and Tools
1. Setting Aside Time:
Smaller Chunks for a couple of days
Large chunk of Uninterrupted time eg weekend or holiday
Setting Up Time, Space and Tools
2. Setting up the Space: Set up space at home, work and in transit.
Central Cockpit of Control
a) Writing Surfaceb) Roomc) Phoned) Computere) Stacking Traysf) Working file drawersg) Paperh) Writing Instrument
Setting Up Time, Space and Tools
3. Tools:
THINGS REQUIRED
a) Stacking paper trayb) Plain paperc) Paper-handling
suppliesd) Automatic labelere) File foldersf) Calendarg) Trash/recycling binsh) Planner
Setting Up Time, Space and Tools
4. Filing System
Filling system at hand distance
from workpla
ce
Only one
filling system
“Where could item be?” Should
have 2-3 possible answers
only
Quick item filling, less
than a minute
Purge filling
system once a year
Collection: Corralling Your “Stuff”
What needs to be collected How to collect it most effectively
Collections
Collection: Corralling Your “Stuff”Collection Tools
Physical In-Basket
Paper-based note-taking devices
E mail
Electronic note-taking devices
Voice-recording devices
Collection: Corralling Your “Stuff”
Physical: Gather all physical things you need to process: paperwork, business cards, notes, etc.
Transform all items into discrete items of work
Transform into physical form that can be put in a basket or work stack
If it does not fit on the stack, label the item on a piece of paper and put it on the 'work stack'
Collection: Corralling Your “Stuff”
Mental: Do a mental mind sweep of everything one needs to process, including professional and personal commitments
Psychic RAM :to uncover anything that may be residing in one’s mental space
Clarifying: Getting “In” to Empty
Collect everything
Identify each item
Decide what to do with each of the items in the "in" box
Clarifying: Getting “In” to Empty
Put the top item first (FIFO mostly)
Never put everything back into “in”
Clarifying: Getting “In” to Empty
Is the task actionable?
TrashNot of any use
IncubateSomeday/May be list
ReferenceRetrievable when
required
No
Clarifying: Getting “In” to Empty
Is the task actionable?
Do it(when action takes
<2 min)
Defer it(to the appropriate
person)
Delegate it(do it later)
Yes
Clarifying: Getting “In” to Empty
Nothing goes back into “in”
The “in” tray is a processing station, not a storage bin.
7 basic categories of things to keep track
A Projects List
A single place to review all projects for needed actions.
Calendared Actions and Information
• Actions that must be done on a specific day or time
•Put it On Calendar
• Triggers for • Activating projects, • Events one might want to participate
in• Decision catalysts
Next actions: To-Do List
• Record Next and Scheduled actions• Utilize Contexts
• Errands• Computer• Online• Home• Calls
• May Assign project/Tags• Accessible from anywhere
A “waiting for” list: Waiting for others to complete
Actions that are not yours to do, but ones that you still need to know about
Needed When you• Delegate an item to someone,• Leave a voicemail or email with a request to get back to me or• Anytime someone makes a promise that they're going to do an action I need
to know about.
Track All of those balls in all of those other courts.
Review your Daily Calendar & Daily Tickler Folder
Review your Action List
Reflecting : Keeping it all fresh and functional
A few seconds a day is usually all you need for review
Reflecting : Keeping it all fresh and functional
Updating Your System : Weekly Review
Get Clear Get Current Get Creative
Four-Criteria Model for Choosing Action in the Moment
Context
Time Available
Energy Available
Priority
3. ENERGY AVAILABLE
We All Have Times When We Think More Effectively And Times When We Should Not
Be Thinking At All
4. PRIORITY
It Is Impossible To Feel Good About Your Choices Unless You Are Clear What Your
Work Clearly Is
SIX LEVEL MODEL FOR REVIEWING YOUR OWN WORK
Life
Long Term Visions
One To Two Year Goals
Areas Of Focus And Accountability
Current Projects
Current Actions
LIFE
Life
Long Term
Visions
One To Two Year Goals
Areas Of Focus And Accountability
Current Projects
Current Actions
Intuiting Your Life Purpose
And Principles And How To Maximise Its Expression
LONG TERM VISIONS
Life
Long Term
Visions
One To Two Year Goals
Areas Of Focus And Accountability
Current Projects
Current Actions
A Three Year Vision For
Your Career And Personal
Network
ONE TO TWO YEAR GOALS
Life
Long Term
Visions
One To Two Year Goals
Areas Of Focus And Accountability
Current Projects
Current Actions
One To Two Year Goals In
Your Job
AREAS OF FOCUS AND ACCOUNTABILTY
Life
Long Term
Visions
One To Two Year Goals
Areas Of Focus And Accountability
Current Projects
Current Actions
Level Of Current Job
Responsibilities And Areas
Of Life To Maintain At
An Appropriate
Standard
CURRENT PROJECTS
Life
Long Term
Visions
One To Two Year Goals
Areas Of Focus And Accountability
Current Projects
Current Actions
Taking The Inventory Of Your Current Work At All Levels Will
Automatically Produce A Greater Focus,
Alignment And Sense Of
Priority
CURRENT ACTIONS
Life
Long Term
Visions
One To Two Year Goals
Areas Of Focus And Accountability
Current Projects
Current Actions
Make Sure Your Action
Lists Are Complete,
Which In Itself Can Be Quite
A Task
GETTING PROJECTS UNDER CONTROL
Brainstorming Organizing Setting Up Meetings
Gathering Information
Typical Planning Steps
TOOLS AND STRUCTURES THAT SUPPORT PROJECT THINKING
Thinking Tools
Paper & pads
Essels and Whiteboards
Digital Tools
Support Structures
File Folders or Loose-Leaf Pages
Paper & Digital
Software Tools
WHAT IS THE MAIN SOURCE OF NEGATIVE FEELINGS?
Broken Agreements With Yourself Are One Of The Biggest Source Of Negative Feelings
HOW TO PREVENT BROKEN AGREEMENTS WITH YOURSELF
• Don’t make the agreement – Maintaining an objective and complete inventory of your work, regularly reviewed, makes it much easier to say no with integrity
• Complete the agreement – Finish the work that needs to be done
• Renegotiate the agreement – It is the act of forgiveness that opens up the only possible way to think creatively about the future at all
WHY BRIGHT PEOPLE PROCRASTINATE THE MOST
Their sensitivity and creativity give them the capability to produce in their minds lurid nightmare scenarios about what might be involved in doing the project and all the negative consequences that might occur if it not done perfectly
THE INTELLIGENT DUMBING DOWN
No Matter How Big And Tough A Problem May Be, Get Rid Of Confusion By Taking One Little Step Towards Solution. Do Something
VALUE OF A NEXT ACTION DECISION MAKING STANDARD
The question, “What is the next action” forces:-• Clarity• Accountability• Productivity• Empowerment
GETTING THINGS DONE AND COGNITIVE SCIENCE
Research conducted in the field of Cognitive Science has emerged within several frameworks and categories
1. POSITIVE PSYCHOLOGY
• Relevant aspects of positive psychology include happiness, psychological well being, strength, character and virtue
• This is relevant to GTD as it is more concerned with meaningful work, mindful living and psychological well being than simply knowing how to manage tasks
2. VALUE OF AN EXTERNAL MIND
• If we use our memory as our organizing system, our mind becomes incompetent because of the demand of intense work
• GTD helps in focused attention and mindful thinking at the right time
3. RELIVING THE COGNITIVE LOAD OF INCOMPLETIONS
• Uncompleted task take up room in the mind which limits clarity and focus
• GTD helps in giving a trusted plan that ensures forward engagement will happen
4. FLOW THEORIES
You can only put your conscious attention to one thing at a time. If that’s all that has your attention, you are in flow
5. SELF LEADERSHIP THEORY
Providing yourself the right cues, which you will notice at the right time, about the right things
6. GOAL STRIVING
• Goals are a vital part of life• GTD serves to facilitate both
personal and professional goals
7. PSYCHOLOGICAL CAPITAL
It consists of four definable aspects• Self efficacy• Optimism• Hope• Relilience
THREE TIRES OF MASTERY
Over the years people who adopted the GTD methodology have demonstrated three stages of maturity
3Leveraging skills to create clear space and get things done for an ever-expansive expression and manifestation