Getting Things Done - glorified common sense - by Mind Map: Getting Things Done
- glorified common sense -
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Getting Things Done - glorified common sense -

stress = "open loops"

Def.

"open loops" = improperly managed commitments made or accepted

Ex.

Make every real estate developer in Romania build green

Replace flipchart paper

Respond to EMAIL

how to deal?

get things OFF your mind, if it's on your mind, your mind isn't clear, use collection buckets, sort collection buckets, clarify next action, keep reminders in a system that you review regularly

EXERCISE, think, clarify next action, if this were the only thing on my plate, what would be the next physical action I would take to make this go forward?, what's the effect now?, why?, THINKING, Drucker: "In knowledge work, the task is not given. It has to be determined. 'What are the expected results from this work?' is the key question in maing knowledge workers productive. And it is a question that demands risky decisions. There is usually no right answer. There are choices instead. And results have to be clearly specified, if productivity is to be achieved."

why?, the mind is very very stupid in dealing with CONTEXTS, Ex., flashlight - batteries, TP, thinking about things out of context is very tiring

the transformation of STUFF, most to-do lists are STUFF, "Boy, that was an amorphous blob of undoability!", STUFF = anything that you've allowed in your world (physical, mental), that doesn't belong where it is, but for which you haven't yet determined the desired outcome and next action step, stuff is how things show up - it's our work to transform it, after that, it's all about CRANKING WIDGETS (merely physical labor)

managing action, NOT, managing time, managing information, managing priorities, the only thing you CAN manage these is by managing your actions, you can't DO a project, bottom-up approach, start with the most mundane, ground-floor level of current activity and commitments, once you clear the mundane away, you can think at a high, visionary level

keys, get things out of your head, everything, small, big, clear, unclear, personal, office

mastering workflow

five stages

Collect, 100% of the open loops, sources of open loops, email inbox, RSS reader, phone calls, magazines, notebook, meeting agendas, stuff in our drawers, mind, etc etc, how to identify "open loops"?, "should", "need to", "ought to", "should I?", "I'm going to", "I don't know what else to do", collection bucket tools, in-basket, paper note-taking device, notebooks, slips of paper, post--its, laptop, voice-recording, email, success factors, get it all out of your head, have collection buckets ALWAYS near you, at work, at home, on the road..., don't try to process as it comes in - just collect, as few collection buckets as you can get by with, don't write notes in many different places, collect paper materials in single inboxes, empty the buckets regularly, does NOT mean "finish", take out one single item, decide what the NA is, place in the appropriate place, you need to have a clear system with simple, clear options, NEVER put back in "In', "Not emptying your in-basket is like having trashcans that nobody ever dumps - you just have to keep buying new ones to hold all your trash."

Process, gets you from stuff in buckets to organized actions, item-by-item, you can't organize stuff before you process it, you can only organize actions - what needs to be done, workflow:, FLIPCHART, primer on determining NAs, absolute next physical action, it must be something you can actually act on NOW, if you had the time, ex., "Do my taxes", becomes, "Call Diana to ask if she knows a good accountant", goes on "Calls list", "Go to conference", becomes, "Ask Laurentiu to find out speakers, background, location, cost.", goes on "Agendas - Laurentiu", these are NOT NAs, "decide", usually you need to, gather more information, organize the information, the decision is the outcome of the info gathering and organizing, USE the 2-min rule..., you'll need a timer, importance: others often depend on an action of yours that only takes 2 min, sometimes you'll want MORE or LESS than 2 minutes... whatever works for you!, NA verbs, 43folders.com > 2006 > 11 > 14 > Project-versus-next-action#more-788

organize, from processing, we get the "outer ring", non-actionable, trash, don't leave any trash among the good stuff, incubation, things you might WANT to do something about someday, types of incubators, someday / maybe, master list, subcategories, movies to see, books to read, trips to take, things to learn, etc..., tickler, "mail something to a future self", you can use your calendar, March 15 - taxes due in a month, reference storage (and search), one single system, one simple system, actionable, list of projects, Def., project = any desired result that requires more than one action step, might be small things that you wouldn't call projects, Ex., mine?, no order, no priority... just a list that you can review regularly, remember - you can't DO a project... you can only do enough of the actions so that you achieve the result, project support, what?, project plans, support materials and reference files, where?, out of sight, unless the project is really hot, best to keep project plan AND support materials together, you can keep support materials for active and non-active projects together... you'll review the project list to know which ones to review, calendar, only three things, time-specific actions, aka appointments, day-specific actions, anytime on a day, but MUST happen on that particular day, Ex., Cristophe comes back from tha Bahamas on Thursday but leaves for Gran Canarias on Friday, day-specific information, directions to appointments, activities that others are involved in, events of interest, tickler information, ex. - call someone 1 day after they come back from vacation, NO MORE daily to-do lists, every day has new input, shifting priorities, uncompleted daily to-do list = low self-esteem, dilutes emphasis on the things that DO have to be done on that day, the calendar is sacred territory, the only exception admitted, to-do lists that you throw away at the end of the day, a sort of "focus" on the day, list of reminders of next actions, everything that's not on the calendar, if you have just a few... it can be one master list, otherwise... you'll have to assign them to contexts, calls, emails, agendas to discuss with ..., draft..., errands, shopping, list of reminders of things you're waiting for, from whom?, keep your own list of everything - WITH DATES, trick:, cc: waiting.for.reply.sara@gmail.com, all of these buckets have to have "hard edges", CHECKLISTS

review, most of the magic is here, WEEKLY, why?, to keep it on paper, not your mind!, to get back on track after a few crazy days, how to do this?, make sure everything has been collected, email, notebooks, computer desktop, any notes in your computer, meeting agendas, process everything, check all open loops, check calendar, next actions list, including Agendas, project list, waiting for list, someday / maybe list, update the lists, get clean, clear, current and complete, how long?, typically ... 2 hours, short one - daily, calendar, next action list, maybe, project list

do, three possible models for making action decisions, four-criteria model for choosing actions in the moment, context, time available, energy available, priority, threefold model for evaluating daily work, doing pre-defined work, doing work as it shows up, danger - you lose sight of it, keep a list right in front of your eyes, if it's that kind of a day - you need reviews every 30 min - 1 hour, defining work, ex., weekly review, project planning, meetings, at any moment, you need, to decide what you'll DO, to decide what you will NOT DO, feel good about your decisions, CRANCKING WIDGETS

don't we do this anyway?

yes, but any weak link breaks the system

trying to do all the stages at once = tremendous drain on energy

how to get here?

choose the simplest system you can get away with, paper!, notebook, cards, computer?, MS Outlook = noooooo!, options?, ThinkingRock, Vitalist, many others... read 43folders.com, but don't spend too much time playing with the tools

set up the system, physical space

set aside a good period of time to gather all of your open loops

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