Productivity at OZ using Asana and GTD
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Transcript of Productivity at OZ using Asana and GTD
BROWNBAG SESSION
PRODUCTIVTY @ OZ
CHUNKING DOWN FOCUS ON THE TREES, NOT THE FOREST
HABIT #1
▪ SMALLER PIECES WILL HELP TAKE NEXT ACTIONS MORE QUICKLY ▪ HELPING TO COMBAT THE FEELING OF TOO MUCH TO DO ▪ BREAK INTO MILESTONES AND THEN “MICRO-MILESTONES” ▪ SMALL TASKS ARE DOABLE—PHYSICALLY, MENTALLY, AND EMOTIONALLY
TIME-PLANNING — PUT A STOP TO PUTTING IT OFF
HABIT #2
▪ USE A TIME-PLAN. SKIP PROCRASTINATION! ▪ IDENTIFY POWER TIMES FOR ACTIVITIES ▪ USE POWER TIMES FOR DIFFICULT STUFF ▪ USE DOWN TIME FOR ROUTINE STUFF ▪ SCHEDULE SPECIFIC DAYS FOR STUFF
MAKE WEEKLY REVIEWS
HABIT #3
An agreement with yourself that you will do a Weekly Review
▪ MAKE YOUR WEEKLY STATUS REPORT ▪ WEEKLY SORT THROUGH THE INBOX ▪ PUT ITEMS ON DUE DATE ▪ RE-PRIORITISE, PROCESS
INBOX
HACK DUMP EVERYTHING OUT OF YOUR BRAIN
INBOX
VALUE CAPTURING
IS VALUE CREATION !WITH SHARED STANDARDISED TOOLS
MY TASKS CIRCLE INBOX KOWLEDGE BASE NEWS ITEM
VALUE CAPTURING
INBOX
etc.
DUE DATE
TODAY
LATER
UPCOMING
ADD FOLLOWERSADD FOLLOWERSADD FOLLOWERS
FOLLOW INTERESTING PROJECTS
“NEXT ACTION” IS THE MOST IMPORTANT QUESTION
IN WITH SCHEDULING
DOWN WITH
TO-DOS
UPCOMING / LATER ▪ BE CLEAR ABOUT WHAT'S REALLY A UPCOMING/LATER ITEM ▪ KEEP THINGS IN OTHER LISTS THAT ARE REALLY ASPIRATIONAL ▪ MASTER THIS FUNCTIONALITY OF ASANA
“TURN OFF ALL ALERTS”
EXCEPT FOR ASANA & SLACK
EMAILFACEBOOKTWITTERHACK
RESPECT TO THE HEADSET RULE
THE MINDFUL TALENT
HACK
INBOX
WHAT IS IT? IS IT ACTIONABLE?
INBOX
WHAT IS IT? IS IT ACTIONABLE? (Yes)
TASK FOR ME. TAKES LESS THAN TWO MINUTES!
LESS THAN 2 MINUTES? JUST DO IT.
INBOX
WHAT IS IT? IS IT ACTIONABLE? (Yes)
DEFINE THE NEXT ACTION. DELEGATE
When delegating, we assign the actionable action to someone within Asana. This makes it easy to create Waiting For List, using Asana custom view. Or this can be added to a private Waiting for project, for better GTD management.
DELEGATE, DELEGATE, DELEGATE.
PROJECTS
WAITING FOR LIST
DELEGATE
TO PROJECT
+
INBOX
NOT ACTIONABLE
ELIMINATE
NON-ACTIONABLE ITEMS
FILEINCUBATE
Many non-actionable items is something that may come to use at a later stage and even become actionable in the future. Then it’s good if it can be searchable from a standardised system. This is where it can be useful to store items in a range of shared or private lists in Asana. Another GTD trick is to just add it to Later and give it a day in the future, so it will pop up at a time you expect to be able to look into it.
“NON-DOABLE ACTIONS” ARE NOT ACTIONS.
SHOULD BE .
INBOX
WHAT’S MY NEXT ACTION?
WHEN NEXT ACTION IS MINE
AT DATEMY TASKS
Each actionable is evaluated for the most appropriate project or filing on My Task. This can be marked for Today, Upcoming or Later. A good habit is to work with Due Dates on all actionable tasks. This makes it better to distribute work over time and therefore prioritise.
TO PROJECT+ +
TOOLS THAT BREAK OUR PRODUCTIVITY FLOW
Even if these applications are great, they break the shared productivity flow when working as a team. The tools we select to use are only as good as we make them. At OZ, we are standardising on using Asana to gain the power of sharing.
etc.
FROM PERSONAL GTD TO GTD NETWORK EFFECT!