Opens door for, Egos, Politics, Hidden agendas
Most verbally agressive will run the show
Why?, Benefits, Defines success, Purpose = Success, Look like?, How it sounds?, How it feel like?, Creates decision-making criteria, Aligns resources, Motivates, Why people doing what they're doing?, Clarifies focus, Expands options
How will the project lool like when it's done?
How do you want the cluent to feel after the presentation?
Where will you be in your career three years from now?
What would yoyr Web site really look like?
Three basic steps, 1. View the project beyond the competition date, 2. Envision "WILD SUCCESS"!, 3. Capture features, aspects, qualities you imagine in place
How?, Ideas in random order, Little ones, Big ones, Not-so-good, Good
Techniques, Mind-mapping, Clustering, Pattering, Webbing, Fish-boning
Keys, Don't judge, challenge, evaluate, or criticize, Go for quantity, not quality, Put analysis and organization in the background, DO NOT KILL CREATIVITY
Key steps, Identify the significant pieces, Sort by, Components, Sequences, Priorities, Detail of the required degree
A project plan identifies the smaller outcomes
Time-specific actions, Appointments
Day-specific actions, Things to do sometime on a certain day
Day-specific information, Not necessarily actions, Useful information
No daily to-do lists
Using the Calendar for Future Options, Triggers for activating projects, Special events with a certain lead time for handling, Product launches, Fund-raising, Etc., Regular events that you need to prepare for, such as budget reviews, annual conferences, planning events, or meetings (e.g., when should you add next year's "annual sales conference" to your "Projects" list?), Key dates for significant people that you might want to do some-thing about, Birthdays, Anniversaries, Holiday gift-giving, etc., Events you might want to participate in, Decision catalysts, Should go on, Next Actions, Waiting For, Typical decision areas, Hire / fire, Merge / acquire / sell / divest, Change job / career, Use The "Tickler" File
Energy available, keep an inventory of things that need to be done that require very little mental or creative horsepower, End of day / low energy, Casual reading, Change reservation, Process expense receipts, Data entry, Backups, High energy, Call prospective clients, Drafting
Let's say it's 10:26 A.M. Monday, and you're in your office. You've just ended a half-hour unexpected phone call with a prospective client. You have three pages of scribbled notes from the conversation. There's a meeting scheduled with your staff at eleven, about half an hour from now. You were out late last night with your spouse's parents and are still a little frayed around the edges (you told your father-in-law you'd get back to him about. . . what?). Your assistant just laid six telephone messages in front of you. You have a major strategic-planning session coming up in two days, for which you have yet to formulate your ideas. The oil light in your car came on as you drove to work this morning. And your boss hinted as you passed her earlier in the hall that she'd like your thoughts on the memo she e-mailed you yesterday, before this afternoon's three o'clock meeting. Are your systems set up to maximally support dealing with this reality, at 10:26 on Monday morn-ing? If you're still keeping things in your head, and if you're still trying to capture only the "critical" stuff on your lists, I suggest that the answer is no.
Doing predefined work
Doing work as it shows up
Defining your work
Runaway: Current actions, Список всех next actions
10,000 feet: Current projects, Short-term goals
20,000 feet: Areas of responsibility, Job, Strategic planning, Administrative support, Staff development, Market research, Customer service, Asset management, Personal life, Health, Family, Finances, Home environment, Spirituality, Recreation
30,000 Feet: One- or Two-Year Goals
40,000 Feet: Three- to Five-Year Vision, Organization strategies, Environmental trends, Career, Life-transition
50,000+ Feet: Life, Why do your company exist?, Why do you exist?
The healthiest approach for relaxed control and inspired productivity is to manage all the levels in a balanced fashion
Without an acceptance and an objective assess-ment of what's true in the present, it's always difficult to cast off for new shores
"long-term" simply means, "more action steps until it's done," not "no need to decide next actions because the day of reckoning is so far away."
Need a new stockbroker
Call a friend
Set up a printer
Weekends, No interruptions, They're double the time, No after hours
Space at office, Critical to organize your work
Space at home, Critical to organize your life
Don't share space
"Hoteling" concept is not working, People wanted their own staff, Non-zero ressistance against system
Good tool, Not expensive, More "executive" it looks, more dysfunctional it really is, Use tool you love to use, Always label your files, Alpha labeling is the most effective tool
Success factors for filling, Fast, You should file in 60 secs or you'll stack, Fun, Easy, Current, Complete
Reasons to gather everything before processing it, A sense of the volume of the stuff you have to deal with, You see the end of a tunnel, All stuff in one place without "somewhere", anything that is held only in "psychic RAM" will take up either more or less attention than it deserves, The reason to collect everything is not that everything is equally important, How will you know when there's nothing left? When nothing else shows up as a reminder in your mind.
Objectives, Get everything into "in", As quickly as possible, Do not process (do it later in "processing mode"), Organize into chunks
Already have list or system?, Treat them as "in"
The Result, trashed what you don't need, completed any less-than-two-minute actions, handed off to others anything that can be delegated, sorted into your own organizing system reminders of actions that require more than two minutes, identified any larger commitments (projects) you now have, based on the input
Doesn't mean doing all the actions
Processing Guidelines, Process the top item first, Process one item at a time, Never put anything back into "in"
Mistakes, "process" does not mean "spend time on", Emergency Scanning Is Not Processing
No action?, Trash, Items to incubate, Write them on a "Someday/Maybe" list, Put them on your calendar or in a "tickler" file., Reference material
Typical Mistakes, Deciding isn't really an action, because actions take time, and deciding doesn't, There's always some physical activity that can be done to facilitate your decision-making, Ninety-nine percent of the time you just need more information before you can make a decision, External sources, Calls, E-mails, Internal thinking, Draft ideas, Tasks list looks like, "Meeting with the banquet committee", "Johnny's birthday", "Receptionist", "Slide presentation"
Options, Do it (less than 2 minutes), E-mail replies, Calls, Catalog browsing, Notes, Improve computer skills, Typing speed, Hotkeys, No mouse, Defer it, Do it, Pending, Delegate it, Record the date (started / due), Systematic format, Send an e-mail, Write a note, Voice message, Create agenda item, Talk, Workflow, Delegated, Waiting
Without a next action, there remains a potentially infinite gap between current reality and what you need to do
Typical Categories, Things to get or build for your home, Hobbies to take up, Skills to learn, Creative expressions to explore, Clothes / accessories to buy, Toys / gears to acquire, Trips to take, Organizations to join, Service projects to contribute to, Things to see and do
Special Categories, Food—recipes, menus, restaurants, wines, Children — things to do with them, Books to read, CDs to buy, Videos to buy / rent, Cultural events to attend, Gift ideas, Garden ideas, Web sites to surf, Weekend trips to take, Meeting ideas, Party ideas, Ideas—Misc. (meaning you don't know where else to put them!)
Not for "Hold and Review" Files and Piles
There's a difference between a "Somday/Maybe" list and a catchall bucket for "stuff."
write the phone number itself alongside each item
People who don't have their "Read/Review" material organized can waste a lot of time, since life is full of weird little windows when it could be processed.
Categories by actions needed
@ Waiting For
Personal / Professional
Specific Types of Projects
Store background data separately, Facts, Historical Data
Tools, Attached Notes, E-mail and Databases, Paper-Bases Files, Pages in Notebook
The Variety of Reference Systems, General-reference filing—paper and e-mail, Large-category filing, Rolodexes and contact managers, Libraries and archives
Criterias, Simple library of data, Not reminders for actions / projects / priorities, Easy retrievable
First, Clarify Inherent Projects and Actions
Career goals, Team morale, Processes, Timelines, Staff issues, Workload, Communication
Health and energy
Personal Affirmations (i.e., personal value statements)
Job Areas of Responsibility (key responsibility areas)
Travel Checklist (everything to take on or do before a trip)
Weekly Review (everything to review and/or update on a weekly basis)
Training Program Components (all the things to handle when putting on an event, front to back)
Conference Checklist (everything to handle when putting on a conference)
Focus Areas (key life roles and responsibilities)
Key People in My Life/Work (relationships to assess regularly for completion and opportunity development)
Organization Chart (key people and areas of output to manage and maintain)
Personal Development (things to evaluate regularly to ensure personal balance and progress)
A few seconds a day is usually all you need for review, as long as you're looking at the right things at the right time
Look at your calendar and daily tickler folder
Action lists for your current context
Weekly Review, rise up at least to "10,000 feet", block out two hours early every Friday afternoon for the review, Three factors make this an ideal time, Events of the week are still fresh, You stool have time to reach people at work, Clear your psychic decks before weekends
What are your key goals and objectives in your work?
What should you have in place a year or three years from now?
How is your career going?
Is this the life-style that is most fulfilling to you?
Are you doing what you really want or need to do, from a deeper and longer-term perspective?
those that still have your atten-tion even after you've determined their next actions
Those about which potentially useful ideas and supportive detail just show up
improves the quality, communications and relationships, both person-ally and professionally
Benefits, Personal, understand the source of your negative feelings about all your stuff, Don't break the agreements with yourself, Don't make the agreement, Maintaining an objective inventory of your work makes it much easier to say no with integrity., Complete the agreement, It's a lot easier to complete agreements when you know what they are., Renegotiate the agreement, Lower your standarts, Keep the agreement — do it, Put it on a "Someday/Maybe" list
Avoiding action decisions until the pressure of the last minute creates huge inefficiencies and unnecessary stress
Clarity, Talk does not cook rice. —Chinese, "So what's the next action here?"
Accountability, Too many meet-ings end with a vague feeling among the players that something ought to happen, and the hope that it's not their personal job to make it so.
Productivity, There are risks and costs to a program of action, but they are far less than the long-range ' risks and costs of comfortable inaction. —John F., model and train front-end next-action decision-making, Physical Allocation of resources, break through the barriers of the sophisticated creative thinking that can freeze activity, Productivity will improve only when individuals increase their operational responsiveness. And in knowledge work, that means clarifying actions on the front end instead of the back.
Focus and the Fast Track
The Significance of Applied Outcome Thinking
The Magic of Mastering the Mundane