Getting things done review and summary

• 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 Energ

y

Be Maximal

ly Efficient

Being Present

in Moment

Being More

Relaxed

A New Practice for a New Reality

The true challenge is to determine what to do with ambiguous tasks and projects


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.


Free yourself of the "open loops"


David Allen says by “Horizontal focus”

A New Practice for a New RealityWrite down the outcomes you wish to achieve

Remind and Review regularly


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

The Five Stages of Mastering Workflow

Capture •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


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 (cont…)

3. Brainstorming: Keys to good brainstorming: DON’T a) Judgeb) Challengec) Evaluated) criticize


4. Organizing: Identify major pieces, sort into either components, sequences or priority, detail out, determine next steps


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


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


3. Tools:

THINGS REQUIRED

a) Stacking paper trayb) Plain paperc) Paper-handling

suppliesd) Automatic labelere) File foldersf) Calendarg) Trash/recycling binsh) Planner


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


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'


Can create a separate 'emergency stack' if need be


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


Put the top item first (FIFO mostly)

Never put everything back into “in”


Is the task actionable?

TrashNot of any use

IncubateSomeday/May be list

ReferenceRetrievable when

required

No


Is the task actionable?

Do it(when action takes

<2 min)

Defer it(to the appropriate

person)

Delegate it(do it later)

Yes


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


Updating Your System : Weekly Review

Get Clear Get Current Get Creative


THE BIGGER PICTURE REVIEWS

Getting things done review and summary

Education

Transcript of Getting things done review and summary