Getting things done review and summary
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The document provides an overview of David Allen's productivity method called Getting Things Done (GTD). It discusses the key principles of GTD including capturing all tasks, clarifying actions, and organizing tasks into projects, actions, and a waiting list. It also summarizes the five stages of mastering GTD workflow as capture, clarify, organize, reflect, and engage. Finally, it outlines how to set up systems for time, space, tools, filing, and collecting tasks.
Getting things done review and summary
- 1. • Group No. 10 Sonali Gupta PGP30107 | Suhani Kejriwal PGP30109 | Vartika Jaiswal PGP30116 | Anupam Dey PGP30363 | Yatin Bhardwaj PGP30417
- 2. What’s Your Biggest Problem???
- 3. Too much to do and so little time…
- 8. 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
- 9. 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
- 10. What Getting Things Done gives you More Energy Be Maximally Efficient Confident Being Present in Moment More Clarity in Thoughts Being More Relaxed
- 11. A New Practice for a New Reality The true challenge is to determine what to do with ambiguous tasks and projects
- 12. 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.
- 13. A New Practice for a New Reality Free yourself of the "open loops"
- 14. A New Practice for a New Reality David Allen says by “Horizontal focus”
- 15. 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
- 16. A New Practice for a New Reality Make your “mind like water”, to get things done
- 17. 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
- 19. 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
- 20. 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?
- 21. 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 EXTERNALLY Eg Mind mapping, Whiteboard The Five Phases of Project Planning
- 22. The Five Phases of Project Planning (cont…) 3. Brainstorming: Keys to good brainstorming: DON’T a) Judge b) Challenge c) Evaluate d) criticize
- 23. The Five Phases of Project Planning (cont…) 4. Organizing: Identify major pieces, sort into either components, sequences or priority, detail out, determine next steps
- 24. The Five Phases of Project Planning (cont…) 5. Next Actions: Identify actions to be taken now leaving aside the dependent ones
- 25. 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
- 26. 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 Surface b) Room c) Phone d) Computer e) Stacking Trays f) Working file drawers g) Paper h) Writing Instrument
- 27. Setting Up Time, Space and Tools 3. Tools: THINGS REQUIRED a) Stacking paper tray b) Plain paper c) Paper-handling supplies d) Automatic labeler e) File folders f) Calendar g) Trash/recycling bins h) Planner
- 28. Setting Up Time, Space and Tools 4. Filing System Filling system at hand distance from workplace 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
- 29. Collection: Corralling Your “Stuff” What needs to be collected How to collect it most effectively Collections
- 30. Collection: Corralling Your “Stuff” Collection Tools Physical In-Basket Paper-based note-taking devices E mail Electronic note- taking devices Voice-recording devices
- 31. 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'
- 32. Collection: Corralling Your “Stuff” Can create a separate 'emergency stack' if need be
- 33. 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
- 34. Clarifying: Getting “In” to Empty Collect everything Identify each item Decide what to do with each of the items in the "in" box
- 36. Clarifying: Getting “In” to Empty Put the top item first (FIFO mostly) Never put everything back into “in”
- 37. Clarifying: Getting “In” to Empty Is the task actionable? Trash Not of any use Incubate Someday/May be list Reference Retrievable when required No
- 38. 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
- 39. Clarifying: Getting “In” to Empty Nothing goes back into “in” The “in” tray is a processing station, not a storage bin.
- 40. 7 basic categories of things to keep track A Projects List A single place to review all projects for needed actions.
- 41. 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
- 42. Next actions: To-Do List • Record Next and Scheduled actions • Utilize Contexts • Errands • Computer • Online • Home • Calls • May Assign project/Tags • Accessible from anywhere
- 43. 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.
- 44. Someday/Maybe list Eg. • CD’s to buy • Websites to visit • Recipes to cook etc
- 45. 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
- 46. Reflecting : Keeping it all fresh and functional Updating Your System : Weekly Review Get Clear Get Current Get Creative
- 47. Reflecting : Keeping it all fresh and functional THE BIGGER PICTURE REVIEWS