daily secret: getting things done (part 1)

- makes life just that much more interesting

getting things done (i)1

NEW REALITY

“Rule your mind or it will rule you.” Horace

MIND, WATER

“Mind like water”

“SWING”

There is a frictionless state in rowing called “swing”, where the momentum comes from the swing itself.

HOW?

1. Collect things that command our attention.

2. Process what they mean and what to do about them.

3. Organize the results, which we then...

4. Review as options for what we choose to...

5. Do.

WORK FLOW

Dropbox Asana

Do it now Delegate it (waiting) Defer it

yes no

no

Collection bucket

What is it?

Is it actionable?

What’s next step?

“stuff”

yes

Someday/maybe

Trash

Reference

Less than 2 mins?

Create project plan

Review project plan

multi-step

Schedule itCalendar

legend:

COLLECT

There is no reason even to have the same thought twice, unless you like having that thought.

Do it now Delegate it (waiting)

Defer it

yes no

no

Collection bucket

What is it?

Is it actionable?

What’s next step?

“stuff”

yes

Someday/maybe

Trash

Reference

Less than 2 mins?

Create project plan

Review project plan

Schedule it

tips• Identify all of your

collection buckets (try to have as few as possible)

• Capture all things that need to get done into a logical and trusted system outside of your head (Asana)

• Empty collection buckets regularly

PROCESS

Dig yourself out of the pile of “stuff” that you’re buried under by always asking yourself, “is this actionable?”.

Do it now Delegate it (waiting)

Defer it

yes no

no

Collection bucket

What is it?

Is it actionable?

What’s next step?

“stuff”

yes

Someday/maybe

Trash

Reference

Less than 2 mins?

Create project plan

Review project plan

Schedule it

tips• By rigorous about

trashing items that are no longer needed

• Keep a !le of more long term ideas so that you don’t forget them and they also don’t distract you

• File all potentially useful info away for you/others (Dropbox)

PROCESS

If it is actionable, then clearly define next steps and make a plan to fulfill them.

Do it now Delegate it (waiting)

Defer it

yes no

no

Collection bucket

What is it?

Is it actionable?

What’s next step?

“stuff”

yes

Someday/maybe

Trash

Reference

Less than 2 mins?

Create project plan

Review project plan

Schedule it

tips• People get stuck when

they don’t de!ne next steps clearly

• If it takes 2 minutes or less, do it now

• If you’re not the right person for the job, delegate via Asana

• If it’s time speci!c, schedule it on Google calendar

• Anything else, defer it on Asana list

ORGANIZE

If the item in your collection bucket has many steps, then break it down into actionable pieces (sum = project plan).

Do it now Delegate it (waiting)

Defer it

yes no

no

Collection bucket

What is it?

Is it actionable?

What’s next step?

“stuff”

yes

Someday/maybe

Trash

Reference

Less than 2 mins?

Create project plan

Review project plan

Schedule it

tips• Break multi-step

items into a group of discreet actions

• Each action must require only one person

• Tag all items on Asana with same tag or quick !nd

• Review with requester @ end to make sure the project has be translated properly

REVIEW

Review your actions list often - whether it’s within a larger project plan, has been delegated, or deferred on your list

Do it now Delegate it (waiting)

Defer it

yes no

no

Collection bucket

What is it?

Is it actionable?

What’s next step?

“stuff”

yes

Someday/maybe

Trash

Reference

Less than 2 mins?

Create project plan

Review project plan

Schedule it

tips• Conduct a review each

morning so that you can plan out the next few days ahead

• Conduct an end of week review of your tasks to see what was accomplished, what was not accomplished and why

• Follow up at the end of each week with items that have been delegated

DO

It’s Monday morning - what do you do first? Four criteria that you can apply, in this order.

1. CONTEXT

2. TIME AVAILABLE

3. ENERGY AVAILABLE

4. PRIORITY

CONFIDENTIAL

➹

thank you!

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for any questions, please contact phaedra@dailysecret.com