group 10 getting things done by david allen summary
TRANSCRIPT
David Allen
Group No. 10
Anupam Dey PGP30363 | Sonali Gupta PGP30107 | Suhani Kejriwal
PGP30109 | Vartika Jaiswal PGP30116 | Yatin Bhardwaj PGP30417
7 Practical Lessons for Managers from the book
What’s Your
Biggest Problem???
Too much to do and
so little Time…
What to do??What
Does it Lead To??
BUT……
David Allen
• A management consultant and executive coach
• Called a personal productivity guru
• Published Getting Things Done in 2001
“Your mind is for having ideas, not holding them.”
- David Allen
“WARNING: Reading Getting Things
Done can be hazardous to your old
habits of procrastination.”
- Carola Endicot
Director, Quality Resources,
New England Medical Centre
Welcome to Getting Things Done
How To Get Things Done?
Conscious mind is a focusing tool, not a
storage place.
-David Allen
Lesson 1 : A New Practice for a New Reality
Free yourself from the various tasks by :
Writing down the outcomes you wish to achieve
For every outcome, determining the "next physical action" to move forward
Remind and Review regularly
1. Setting Aside Time:
Lesson 2 : Setting Up Time, Space and Tools
2. Setting up the Space: Set up space at home, work and in transit.
Central Cockpit of Control, such as room, phone,
computer etc
4. Filing System
Filling system at hand distance
from workpla
ce
Only one
filling system
“Where could item be?” Should
have 2-3 possible answers
only
Quick item filling, less
than a minute
Purge filling
system once a year
Lesson 2 : Setting Up Time, Space and Tools
3. Tools: THINGS REQUIRED, such as plain paper, file folder, calendar etc
Transform all items into discrete items of work
Transform into physical form that can be put in a basket or work stack
If it does not fit on the stack, label the item on a piece of paper and put it on the 'work stack'
Lesson 3 : Collection; Corralling Your Stuff
Collect everything
Identify each item
Decide what to do with each of the items in the "in" box
Lesson 4 : Clarifying- Getting into Empty
FIFO Method
Is the task actionable?
TrashNot of any use
IncubateSomeday/May be list
ReferenceRetrievable when
required
No
Lesson 4 : Clarifying- Getting into Empty
Do it(when action takes
<2 min)
Defer it(to the appropriate
person)
Delegate it(do it later)
Yes
2. Calendared Actions and Information
Basic Categories of Things to Keep Track
1. A Projects List
3. Waiting For Others to Complete List
4. To Do List
5. Someday/ Maybe List
Reflecting: Keeping it all fresh and functional
Review your daily calendar Review your Action List
Get Clear Get Current Get Creative
Updating Your System : Weekly Review
The Bigger Picture Reviews
Four-Criteria Model for Choosing Action in the Moment
Context
Time Availabl
e
Energy Availabl
e
Priority
1. CONTEXT
You Have Freedom When You Are Easy In Your
Harness
2. TIME AVAILABLE
Having A Sense Of Time Is Not A Gift But
A Conscious Effort To Use It Effectively
3. ENERGY AVAILABLE
We All Have Times When We Think More Effectively And Times When
We Should Not Be Thinking At All
4. PRIORITY
It Is Impossible To Feel Good
About Your Choices Unless You Are
Clear What Your Work Clearly Is!
SIX LEVEL MODEL FOR REVIEWING YOUR OWN WORK
Life
Long Term Visions
One To Two Year Goals
Areas Of Focus And Accountability
Current Projects
Current Actions
WHAT IS THE MAIN SOURCE OF NEGATIVE FEELINGS?
Broken Agreements With Yourself Are One Of The Biggest Source Of Negative Feelings
HOW TO PREVENT BROKEN AGREEMENTS WITH YOURSELF
• Don’t make the agreement – Maintaining an objective and complete inventory of your work, regularly reviewed, makes it much easier to say no with integrity
• Complete the agreement – Finish the work that needs to be done
• Renegotiate the agreement – It is the act of forgiveness that opens up the only possible way to think creatively about the future at all
WHY BRIGHT PEOPLE PROCRASTINATE THE MOST
Their sensitivity and creativity give them the capability to produce in their minds lurid nightmare scenarios about what might be involved in doing the project and all the negative consequences that might occur if it not done perfectly
THE INTELLIGENT DUMBING DOWN
No Matter How Big And Tough A Problem May
Be, Get Rid Of Confusion By Taking One Little Step Towards Solution.
Do Something!
VALUE OF A NEXT ACTION DECISION MAKING STANDARD
The question, “What is the next action?” Forces:-• Clarity• Accountability• Productivity• Empowerment
GETTING THINGS DONE AND COGNITIVE SCIENCE
Research conducted in the field of Cognitive Science has emerged within several frameworks and categories
1. POSITIVE PSYCHOLOGY
• Relevant aspects of positive psychology include happiness, psychological well being, strength, character and virtue
• This is relevant to GTD as it is more concerned with meaningful work, mindful living and psychological well being than simply knowing how to manage tasks
2. VALUE OF AN EXTERNAL MIND
• If we use our memory as our organizing system, our mind becomes incompetent because of the demand of intense work
• GTD helps in focused attention and mindful thinking at the right time
3. RELIEVING THE COGNITIVE LOAD OF INCOMPLETIONS
• Uncompleted task take up room in the mind which limits clarity and focus
• GTD helps in giving a trusted plan that ensures forward engagement will happen
4. FLOW THEORIES
You can only put your conscious
attention to one thing at a time. If that’s all that has your attention, you are in flow
5. SELF LEADERSHIP THEORY
Providing yourself the right cues,
which you will notice at the right time,
about the right things
6. GOAL STRIVING
• Goals are a vital part of life
• GTD serves to facilitate both personal and professional goals
7. PSYCHOLOGICAL CAPITAL
It consists of Four definable aspects
• Self efficacy• Optimism• Hope• Resilience
THREE TIERS OF MASTERY
Over the years people who adopted the GTD methodology have demonstrated three stages of maturity
1Employing the fundamentals of
managing workflow
2Implementing a more elevatedand integratedlife management system
3Leveraging skills to create clear space and get things done for an ever-expansive expression and manifestation
1. Free yourself from the
various tasks
2. Five Stages of
mastering workflow
• Capture
• Clarify
• Organize
• Reflect
• Engage
3.Eight GTD Lists and
Files
• Next Actions, Calendar,
Project Plans, Waiting For
Someday, Tickler, References
4. Three Tiers of mastery
• Employing Fundamentals
• Leveraging Skills
• Life Management System
THANK YOU