daily secret: getting things done (part 1)
Post on 19-Oct-2014
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- 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
