getting things done (gtd) presentation
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TRANSCRIPT
Getting Things Done
The Art Stress-Free Productivity
Agenda
• GTD Principles (it’s not about time)• Getting Control and Perspective• Learn 5 Keys to Control and 6 Keys to
Perspective• Implementing the 5 Behaviors
Double Billing
Crisis Evokes Serenity
“All I Need Is More Time”
• Thomas Jefferson• Johann Sebastian Bach • Benjamin Franklin
You Don’t Need More Time
• How long does it take to have a creative idea?• How long does it take to be inspired?• How long does it take to recognize an
opportunity you could take advantage of?
You Cannot Manage Time
It’s Not About Getting Things Done
It’s about being appropriately engaged with what’s going on
The Mind
power
Mental Power
• Your ability to generate power is directly proportional to your ability to concentrate.
• Your ability to concentrate is directly proportional to your ability to eliminate distraction.
• Distraction is created by mismanaged commitments.
• A commitment is a thing you need to do, capture, or communicate.
The Mind
• There is an inverse proportion between the amount something is on your mind and the amount it is getting done.
• If you don't give appropriate attention to what has your attention, it will take more of your attention than it deserves.
Control with Perspective
• In order to get things off of your mind, you must know that:– you have captured, clarified, and organized your commitments, at
all horizons, and– you will engage consciously with those commitments as often as
you need to• Your ability to refocus, rapidly, on the right things at the
right horizon at the right time is the master technique of getting things done.
• Perspective is your slipperiest and most valuable commodity. Therefore methods for maintaining your perspective are your most important tools
Do you suffer from ______?
• Long hours at work• Financial trouble• Health problems• Relationship issues• Missed Deadlines
Control
Do you feel ______?
• Overwhelmed• Unfulfilled• Anxious• Bored• Lazy
PERSPECTIVE
Mad Scientist Captain and Commander
Victim Micro Manager
Perspective
Control
I just got dumped on with a ton of todos, ideas, projects, thoughts, etc. This meeting is hopefully an example.
Over-structure. Process for the sake of process.
Unorganized. Always bouncing from one thing to another because something else becomes more important.
I’m nimble and responsive to priorities, able to know what needs to be done when, but also flexible enough to adjust.
Aligned and clear about decisions, directions, and priorities. Organize your life around principles.
Conscious focused engagement, aware of all options at any one time and place. This is you getting in control of the chaos of todos and random stuff in your life
Nature Lesson 1: Flexibility Trumps Perfection
Nature Lesson 2: Shift Focus Quickly and Efficiently
If you do not payATTENTION
to what has yourATTENTION
you will give it more ATTENTION
than it deserves.
Key #1
capture(get it on paper)
Hire new employeeTake a balloon rideStaff off-site retreat
Publish bookUpgrade Computer
Build a KOI pondupdate will
Finalize budgetGet an MBA
Take a trip through MontanaFinalize new product line
Learn SpanishGet a publicist
Finish planting gardenDevelop 1-hour keynote presentation
Write in journalCall client back
Pick up prescription
Key #2
clarify(define outcomes
and actions)
Key #3
organize(prioritize)
Key #4
reflect(redo 1-3 regularly)
Key #5
engage(trust your system and get to work)
Control and Perspective
Master of Control:1. Collect2. Process3. Organize4. Review5. Do
Master of Perspective:1. 50,000
1. purpose, principles (life)
2. 40,0001. vision (company, position)
3. 30,0001. goals (6, 12, 24 month goals)
4. 20,0001. roles (project manager, product
owner, architect, etc.)
5. 10,0001. projects (takes more than one step)
6. Runway1. next actions
capture
clarify
organize
reflect
engage
Take 2 Minutes
Physical In Basket
Virtual Inbox
Perspective: Horizons of Focus
1. Purpose & Principles (life)1. what really matters
2. Vision (company, position)1. best manifestations of success
3. Goals (6, 12, 24 month goals)1. objectives to achieve
4. Accountabilities (roles)1. key areas to maintain
5. Projects (takes more than one step)1. things to finish
6. Actions (todos)1. things to do now
capture
clarify
organize
reflect
engage
NOT YOUR EMAIL
Don’t Let Projects Get Stuck
Next Action Examples
Bad Examples•Buy tires•Write _____ report•Improve _____ process•Hire new _____
Good Examples
•Search Google for local tire dealers•Search web for blogs/articles about ______•Search Amazon for book about _____ process•Notify Heather in HR about new position
Next Action
• For those of us with “Buy tires” on our lists, how many times have we been at a computer with Google and not searched for a phone number?
Next Action
• Identify the Next Action for each item you wrote down
Perspective: Horizons of Focus
1. Purpose & Principles (life)1. what really matters
2. Vision (company, position)1. best manifestations of success
3. Goals (6, 12, 24 month goals)1. objectives to achieve
4. Accountabilities (roles)1. key areas to maintain
5. Projects (takes more than one step)1. things to finish
6. Actions (todos)1. things to do now
capture
clarify
organize
reflect
engage
Perspective: Horizons of Focus
1. Purpose & Principles (life)1. what really matters
2. Vision (company, position)1. best manifestations of success
3. Goals (6, 12, 24 month goals)1. objectives to achieve
4. Accountabilities (roles)1. key areas to maintain
5. Projects (takes more than one step)1. things to finish
6. Actions (todos)1. things to do now
capture
clarify
organize
reflect
engage
The 2 minute rule
Perspective: Horizons of Focus
1. Purpose & Principles (life)1. what really matters
2. Vision (company, position)1. best manifestations of success
3. Goals (6, 12, 24 month goals)1. objectives to achieve
4. Accountabilities (roles)1. key areas to maintain
5. Projects (takes more than one step)1. things to finish
6. Actions (todos)1. things to do now
capture
clarify
organize
reflect
engage
Get Things Done!!
• When you’re in a state of doing, you’re not in a state of thinking.
• The mind is for having ideas, not holding them• It takes 2 years to really get this well• There is no such thing as information overload
(otherwise, libraries would kill)