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communication, priorities, tools, and habits
Jeff CustardNETS retreat07-Aug-2009
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what?
• business communication• setting priorities• personal project and time management
tools and systems
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"Don't tell people how to do things, tell them what to do and let them surprise you with their results.”-- George S. Patton
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tools and methods used for
• personal• team• section• organization
• …may vary
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All reasonable requests will be entertained; all unreasonable requests will be entertaining.
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tools and systems
• for all these topics:–pick your favorite rectangle–use what works for you–find sites and systems for inspiration–work on habits
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43Folders.com
• a website about finding the time and attention to do your best creative work
• Merlin Mann delivers practical, useful, and entertaining insight into the challenges of doing great work in an environment defined by distraction and incongruous expectations
• http://www.43folders.com/about
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“I cook with wine, sometimes I even add it to the food.” -- W.C. Fields
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communication
• business communication–providing information– requesting information– requesting action
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effective messages
• concise• clear• good flow• interesting• obvious organization• complete information• accurate
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• 9 second guide to better email:–subject line?–attachments?– recipient list?–proofed?–spell checked?–send at all (call or visit or wait)?
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Mann on email
• why am I writing this?• what do you need?• write a great subject line• brevity is the soul of … getting a response• what is the action here?
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inbox zero
• “action based email”• http://www.43folders.com/izero
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email in NETS
• primary communication method• may have to adjust your habits
accordingly…
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Tomorrow is often the busiest day of the year.
--Spanish proverb
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practice makes…• watch out for perfectionism• beware of the false promise of
multitasking• sequential, ‘actionable’ approach to work• realistic to-do lists• end this day planning for the next• get tools and systems that work for (and
help) you
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get organized
• “Organizing Your Office and Your Life - Surviving Information Overload”–by Laura Stack, MBA, CSP
• attendees: Susan Guastella and Belinda Housewright - May 22, 2007
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better (hope of) completion through…
• checklists…• an easy way to ensure all steps are
covered (especially good for recurring or routine tasks with many components)
• good tool for personal, team lead, and section (e.g., UPoP new member checklist).
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GTD
• David Allen• his 2001 book “Getting Things Done: The
Art of Stress-Free Productivity”
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GTD words
• project verbs–finalize, resolve, handle, look into, submit,
maximize, organize, design, complete, ensure, roll out, update, install, implement, set-up
• next-action verbs–call, organize, review, buy, fill out, find, purge,
look into (web), gather, print, take, waiting for, load, draft, email
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Eisenhower
“In preparing for battle I have always found that plans were useless, but planning is indispensable.”
“Most things which are urgent are not important, and most things which are important are not urgent.”
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priorities
• the ‘quadrant technique’ (Eisenhower first, then Covey):–quadrant 1: important and urgent–quadrant 2: important but not urgent–quadrant 3: not important but urgent–quadrant 4: not important and not urgent
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recurring tasks
• daily• weekly• monthly• yearly• …those are naturals for a calendar tool
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GTD software
• OmniFocus [www.omnigroup.com]• ThinkingRock [www.trgtd.com.au]• more examples:–http://en.wikipedia.org/wiki/Compari
son_of_GTD_software#Software_tools_for_GTD–http://www.priacta.com/Articles/Com
parison_of_GTD_Software.php
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blogs
• www.lifehacker.com• www.43folders.com• www.lifehack.org
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too far?
• an alternative view to the whole productivity debate–no longer focusing on the habit of being
productive– instead you are more into the tools
themselves and endless experimentation–hoping that something will eventually
click and make you productive
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zen cool
• Mr. Fake Zen guy really likes, you know, “that Asian spirituality stuff”– refers to eating with chopsticks as “zen
power eating”– the life hack people might refer to that as
“hacking your meal”
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zenhabits.net
• http://zenhabits.net/2007/05/massive-gtd-resource-list/
• http://zenhabits.net/2007/02/beginners-guide-to-gtd/
• http://zenhabits.net/2007/06/the-getting-things-done-gtd-faq/
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for even more info
• step 1: try the GTD book (and system)!• http://www.davidco.com/• http://en.wikipedia.org/wiki/Getting_Thing
s_Done• http://www.43folders.com/2004/09/08/ge
tting-started-with-getting-things-done
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deal with …
• … what is bothering you• the most, first–e.g., take a look at ‘starter lists’ like this
one: http://www.43folders.com/howto
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How hard can it be?
(Top Gear mantra)
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tools
• what works? why?• what doesn’t? why?• existing tools• new tools?• personal tool integration with
organization tools?
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NETS tools• email• meeting maker• extraview• phone/voice mail• readytalk• web• wiki• contact management
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other tools
• doodle• to do lists• checklists• applications (e.g., office suite)• paper files and folders
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other questions or more discussion?