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Tracks and Time Management with GTDdrallen/talks/Tracks-watitis2008.pdf · Getting Things Done n...
Transcript of Tracks and Time Management with GTDdrallen/talks/Tracks-watitis2008.pdf · Getting Things Done n...
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Tracks and Time Management with GTD
Daniel Allen, Computer Science Computing Facility David R. Cheriton School of Computer Science
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Getting Things Done
n Getting Things Done, or GTD n Originated by David Allen, management consultant
n “35 professions before the age 35” n Work for Lockheed on productivity in the 1980s
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Getting Things Done
n GTD is a set of modular guidelines n Additive
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Getting Things Done
n GTD is a set of modular guidelines n Additive n Implementation-agnostic
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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A few GTD Principles
n Mental and Physical Stuff n Contexts and Projects n Next Actions n Workflow n Action Management
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Stuff
n Get stuff out of your mind into a system you trust
n Consider all of your commitments, across all of your inputs: n voicemail, email, mailboxes, colleagues, notes from
meetings n Any commitments running through your head n Record them
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Collect Incompletes – Why?
n Get stuff out of your mind into a system you trust n The brain is wonderful at solving problems n It can only do this for one problem at a time
n Like a single-core CPU with multiple processes, your brain will revisit unfinished tasks in time-slices
n Even at times when you can’t do anything about it. n …3am
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Physical Stuff
n Also consider the drain on your mind of physical stuff
n Such as mailboxes, desk inboxes, … n Workflow should accommodate dealing with it.
n Coming up in a few slides
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Contexts
n Only revisit tasks that you can work on right now. n Break your lists of tasks into appropriate contexts
n particular time/place/tools available
n Each context list is specific to you. Examples: n Office n Home n On the phone n At a computer n Errands
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Next Actions
n Within each context, items to do are Next Actions n Break tasks into smaller physical actions n The next action to move your work along n Finishing next action may suggest a new next action
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Projects
n Project: any desired result requiring >1 action step n You don’t do projects, they are a measurable result
n GTD projects can be small n Reminder of what you’re working toward. n Without the reminder, it will slip back into your brain’s
obsession-loop.
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Projects and Contexts
n A project often has many next actions n You can do any of them
Project: Find a general contractor Next Actions: ask colleagues at work ask neighbour who just finished renovation determine budget …
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Doing Things
n Your choice of which is the right next action n Context n Energy levels n Time available n Priority
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Workflow
Filter incoming stuff from inboxes into: Non-actionable items
n Throw away n Put into “Someday/Maybe” lists/folders n Archive in storage
Actionable items n Act on in < 2 minutes, n Delegate to someone else n or defer action until later in the appropriate context
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Action Management
n Payoff: getting all that stuff off your mind means you get to think about your actions in a clearer way
n Not by managing time, information, or priorities
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Tracks
n Open-Source (GPL), active developers n Install is straightforward for Linux / Mac / Windows
n Free (ad-free) web host n https://tracks.tra.in n Try it right now: user ‘watitis’, password ‘waterloo’
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Tracks
n Open-Source (GPL), active developers n Install is straightforward for Linux / Mac / Windows
n Free (ad-free) web host n https://tracks.tra.in n Try it right now: user ‘watitis’, password ‘waterloo’ n Really; try it now if you want to follow along. n (See link on that page for mobile devices.)
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Blank Tracks Demo
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Contexts
n Any Next Action has a single Context n “When can I do this task?”
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
Demo
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Projects
n Projects are collections of related next-actions
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
Demo
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Tickler
n Tickler is for time-deferred Next Actions that will pop up when appropriate
n You don’t want to be distracted by these
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
Demo
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Adding new Next Actions
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Exporting Data
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A Full Demo
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As Used in Practice
n Flexible, reliable n I run it on my work desktop n I access it remotely via an SSH tunnel
n Encrypted, through our firewall
n I set up cron/ssh backup to my home machine
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Tracks Within CSCF Workflow
Email RT TracksUser-to-user y y n
Client-facing y y/n n
Archive data y y y
Project focus n? y y
‘Next-Action’ focus n n y
Add / refactor quickly n? n y
n For my use, Tracks fits well within the organization
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Next Steps
n Useful Resources:
n The book: Getting Things Done, by David Allen, 2002, published by Penguin n http://www.43folders.com/2004/09/08/getting-started-with-getting-things-done n http://www.davidco.com/blogs/lisa/archives/2006/12/10_beginner_beh.html n http://www.coloradocollege.edu/library/Instruction/gtd.html n Tracks: http://www.rousette.org.uk/project/
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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GTD Wrapup
n Unexpected Difficulties with GTD n Inbox to zero n Two-minute rule: 5 minutes?, 10?
n Unexpected Benefits to GTD n Clearer mind and focus at work n Less work distraction away from work n Better planning horizons
n “I will be able to get to this in a week”
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Thank you
Slides with notes and links… Other GTD tools you like?...
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Bonus slides
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Various GTD Tools
n http://www.priacta.com/Articles/Comparison_of_GTD_Software.php
n Popular web-based tools n Remember The Milk n Evernote n Toodledo n Nozbe
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Review Process
n Weekly review n Gather and process all your unprocessed stuff n Review Next Actions by contexts and projects n See what new Next Actions are triggered
n Proactive instead of reactive attitude toward work n A perspective on one's work and life that feels positive and useful
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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Workflow Details
n Don’t put things back in the Inbox n No daily to-do lists- copied from one day to next-
n Your context lists are for that.
n Calendar is reserved for the “hard landscape” of your schedule, timing that is non-negotiable.
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD
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“Stuff” workflow
WatITis | Making the Future | December 2, 2008 | Tracks: time-management and task organization with GTD