five stages

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five stages by Mind Map: five stages

1. Collect

1.1. 100% of the open loops

1.1.1. sources of open loops

1.1.1.1. email inbox

1.1.1.2. RSS reader

1.1.1.3. phone calls

1.1.1.4. magazines

1.1.1.5. notebook

1.1.1.6. meeting agendas

1.1.1.7. stuff in our drawers

1.1.1.8. mind

1.1.1.9. etc etc

1.1.2. how to identify "open loops"?

1.1.2.1. "should"

1.1.2.2. "need to"

1.1.2.3. "ought to"

1.1.2.4. "should I?"

1.1.2.5. "I'm going to"

1.1.2.6. "I don't know what else to do"

1.1.3. collection bucket tools

1.1.3.1. in-basket

1.1.3.2. paper note-taking device

1.1.3.2.1. notebooks

1.1.3.2.2. slips of paper

1.1.3.2.3. post--its

1.1.3.3. voice-recording

1.1.3.4. electronic gadgets (high tech)

1.1.3.4.1. laptop

1.1.3.4.2. email

1.1.3.4.3. mobile phone

1.1.3.4.4. PDA

1.1.3.4.5. etc

1.1.4. success factors

1.1.4.1. get it all out of your head

1.1.4.1.1. have collection buckets ALWAYS near you

1.1.4.1.2. at work, at home, on the road...

1.1.4.1.3. don't try to process as it comes in - just collect

1.1.4.2. as few collection buckets as you can get by with

1.1.4.2.1. don't write notes in many different places

1.1.4.2.2. collect paper materials in single inboxes

1.1.4.3. empty the buckets regularly

1.1.4.3.1. does NOT mean "finish"

1.1.4.3.2. take out one single item

1.1.4.3.3. decide what the NA is

1.1.4.3.4. place in the appropriate place

1.1.4.3.5. NEVER put back in "In'

1.1.4.3.6. "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."

2. Process

2.1. gets you from stuff in buckets to organized actions

2.2. item-by-item

2.3. you can't organize stuff before you process it

2.3.1. you can only organize actions - what needs to be done

2.4. workflow:

2.4.1. FLIPCHART

2.5. primer on determining NAs

2.5.1. it must be something you can actually act on NOW, if you had the time

2.5.1.1. ex.

2.5.1.1.1. "Do my taxes"

2.5.1.1.2. "Go to conference"

2.5.2. these are NOT NAs

2.5.2.1. "decide"

2.5.2.1.1. usually you need to

2.5.2.1.2. the decision is the outcome of the info gathering and organizing

2.5.3. USE the 2-min rule...

2.5.3.1. sometimes you'll want MORE or LESS than 2 minutes... whatever works for you!

2.5.4. NA verbs

2.5.4.1. 43folders.com > 2006 > 11 > 14 > Project-versus-next-action#more-788

2.5.4.2. absolute next physical action

3. organize

3.1. CHECKLISTS

4. review

4.1. most of the magic is here

4.2. WEEKLY

4.2.1. why?

4.2.1.1. to keep it on paper, not your mind!

4.2.1.2. to get back on track after a few crazy days

4.2.2. how to do this?

4.2.2.1. process everything

4.2.2.2. check all open loops

4.2.2.2.1. check calendar

4.2.2.2.2. next actions list

4.2.2.2.3. project list

4.2.2.2.4. waiting for list

4.2.2.2.5. someday / maybe list

4.2.2.3. update the lists

4.2.3. how long?

4.2.3.1. typically ... 2 hours

4.3. short one - daily

4.3.1. calendar

4.3.2. maybe, project list

5. do

5.1. three possible models for making action decisions

5.1.1. four-criteria model for choosing actions in the moment

5.1.1.1. context

5.1.1.2. time available

5.1.1.3. energy available

5.1.1.4. priority

5.1.2. threefold model for evaluating daily work

5.1.2.1. doing pre-defined work

5.1.2.2. doing work as it shows up

5.1.2.2.1. danger - you lose sight of it

5.1.2.2.2. keep a list right in front of your eyes

5.1.2.2.3. if it's that kind of a day - you need reviews every 30 min - 1 hour

5.1.2.3. defining work

5.1.2.3.1. ex.

5.2. at any moment, you need

5.2.1. to decide what you'll DO

5.2.2. to decide what you will NOT DO

5.2.2.1. New node

5.2.3. feel good about your decisions

5.3. CRANCKING WIDGETS