• Group No. 10

Sonali Gupta PGP30107 | Suhani Kejriwal PGP30109 | Vartika Jaiswal

PGP30116 | Anupam Dey PGP30363 | Yatin Bhardwaj PGP30417

What’s Your Biggest Problem???

Too much to do and so little time…

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

Free yourself of the "open loops"

A New Practice for a New Reality

David Allen says by “Horizontal focus”

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

A New Practice for a New Reality

Make your “mind like water”, to get things done

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”

Can create a separate 'emergency stack' if need be

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.

Someday/Maybe list

Eg.• CD’s to buy

• Websites to visit

• Recipes to cook etc

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

Reflecting : Keeping it all fresh and functional

THE BIGGER PICTURE REVIEWS

Four-Criteria Model for Choosing Action in the Moment

Context

Time Available

Energy Available

Priority

1. CONTEXT

You Have Freedom When You Are Easy In Your

Harness

2. TIME AVAILABLE

Having A Sense Of Time Is Not A Gift But A Conscious Effort To Use It Effectively

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

1Employing the fundamentals of managing workflow

2Implementing a more elevated and integrated total life management system

3Leveraging skills to create clear space and get things done for an ever-expansive expression and manifestation

THANK YOU