Getting Things Done
David Allen
Mini GTD
Let's do these steps together right now! Grab some paper..
Final step.. Let's put the rest of the steps in their local order! Then schedule some time to get started.
Time to organize! What is the next step that makes the most sense?
Let's now list some potential next steps..
What does a successful outcome look like?
Now let's think about the purpose of the project..
What is a project that's new, stuck or could use some GTD?
“You can try it for yourself right now if you like. Choose one project that is new or stuck or that could simply use some improvement."
"Brainstorm potential steps. Organize your ideas. Decide on next actions. Are you any clearer about where you want to go and how to get there?”
"Think of your purpose. Think of what a successful outcome would look like: where would you be physically, financially, in terms of reputation, or whatever?"
Inbox Zero
This was one of the best things I've ever done to help quite my mind..
Actions on Inbox
Full Project Idea = GTD Inbox + Calendar if Necessary
Needs Action This Week = This Week + Unread
Needs Action Today = Today + Unread
Two Minute Action = Done Right Away
Finished = Archived
Not Important = Deleted
Two Folders
Other For End of Week
Schedule Time in my Calendar (2 Hours) to get everything in this folder done by end of day Friday
One For End Of Day
Schedule Time in my Calendar (30 Mins) to get everything in this folder done by end of day
Here is how I do it..
“It requires much less energy to maintain e-mail at a zero base than at a thousand base.”
Two Minute Drill
These are 'two minute actions' that as David says don't deserve to go into your inbox..
Don't let the list get out of control with small actions!
This is a big concept for me.. Get things done as they come up if you can..
Just do them right away! Get them off your mind..
How many things do you have on your to do list like this..
Send Email to Tim
'Call Susy about Y'
“If an action will take less than two minutes, it should be done at the moment it is defined.”
The New System
The GTD system is comprised of two Key Objectives..
The Full System
Next Actions
This helps us stave off procrastination by making 'large' tasks seem smaller and giving us momentum!
After you've collected the information it's helpful to turn it into next actions..
Write it like this
'Make The Next Mind Map'
Edit and Upload
Shoot The Video
Fill In The Map
Start The Mind Map
Read The Book
Next Action: Pick The Next Book
Instead of 'Make The Next Mind Map'
Capture
That's the capture system..
Couple tips from my life
It's also important to schedule time on the calendar to empty this inbox or your mind won't stop reminding you..
I like to use Trello for this so I always have it with me no matter where I am..
Write down everything that pops into your brain at any time and put it into your 'inbox'..
The brain's main objective is to remember things you deem as important.. Which is why these things keep popping up! They are important.
So we need to create a system to convince our brain we won't forget important information!
But of course this interruption interrupts our flow state and makes our work less effective..
This is the part we talked about before.. The things your mind jumps to when it tries to procrastinate
Other projects
Commitments
To Do's
Ideas
“The methods I present here are all based on two key objectives: (1) capturing all the things that need to get done—now, later, someday, big, little, or in between—into a logical and trusted system outside your head and off your mind; and (2) disciplining yourself to make front-end decisions about all of the “inputs” you let into your life so that you will always have a plan for “next actions” that you can implement or renegotiate at any moment.”
“What’s the next action? This is the critical question for everything you’ve collected; if you answer it appropriately, you’ll have the key substantive thing to organize. The “next action” is the next physical, visible activity that needs to be engaged in, in order to move the current reality toward completion.”
“Most people walk around with their RAM bursting at the seams. They’re constantly distracted, their focus disturbed by their own internal mental overload.”
Perfect Readiness
Cultivating a flow state requires us to be relaxed..
This is truly the heart of the GTD system..
Don't fall into the trap of sticking too much rigidity on these system because that isn't their objective!
The systems below ONLY aim to help you with that..
Cultivating a calm, adventurous and less tense state of mind!
Why does this happen?
Cultivating a calm mind. With minimal distraction is what it takes to get into a flow state easily and repeatedly..
Partly because there is no tension in these scenarios..
Flow states happen easily in things like
Hiking and Thinking
Video Games
Sports
“In karate there is an image that’s used to define the position of perfect readiness: “mind like water.” Imagine throwing a pebble into a still pond. How does the water respond? The answer is, totally and appropriately to the force and mass of the input, then it returns to calm. It doesn’t overreact or underreact."
"But a tense muscle is a slow one. So the high levels of training in the martial arts teach and demand balance and relaxation as much as anything else. Clearing the mind and being flexible are key.”
"The power of a karate punch comes from speed, not muscle; it comes from a focused “pop” at the end of the whip. That’s why petite people can learn to break boards and bricks with their hands: it doesn’t take calluses or brute strength, just the ability to generate a focused thrust with speed."
Idea Fairy Repellant
There is more on our plates than there ever has been before..
Clients of mine often get distracted by something I call the idea fairy!
The GTD system is how I help them reconcile this 'problem' or mis-timed ideas!
Which is amazing! The brain is an idea factory and it's doing it's job.. Just not at the right time!
Anytime you should be focused and dedicated to a specific pursuit a wonderful new idea will come up!
However we would be missing the full picture if we didn't acknowledge how difficult that makes things..
That's why it's so imperative that we have a system in place to keep us focused on the task at hand.. While also allowing for our imagination to run!
Having so many options can lead to distraction, procrastination and stagnation if we're not careful!
This is great because we have access to so many fulfilling and engaging things to do!
Allowing people to live a life that is true to their own desires..
The possibilities of life and work are now more than ever open to ones own imagination..
“It’s possible for a person to have an overwhelming number of things to do and still function productively with a clear head and a positive sense of relaxed control."
"You already know how to do everything necessary to achieve this high-performance state. If you’re like most people, however, you need to apply these skills in a more timely, complete, and systematic way so you can get on top of it all instead of feeling buried.”
"That’s a great way to live and work, at elevated levels of effectiveness and efficiency. It’s also becoming a critical operational style required of successful and high-performing professionals."
Introduction
Mind Mapping
Following along will help you learn more, remember better and apply these books to your life.
Find the process of HOW I Map plus all 50+ Mind Map templates (including this one) at the link below!
Get the most out of these Mind Maps by following along..
Getting Things Done
Looking a little deeper..
Specific practices that allow us to relax and step into flow more easily..
Methodology for giving you more peace of mind in your day to day life!
The surface of this book..
Scientifically and clinically proven tips and tactics to help you manage time and get more done..
Practical advice on how to manage your attention and energy!
“Welcome to a gold mine of insights into strategies for how to have more energy, be more relaxed, and get a lot more accomplished with much less effort."
"This doesn’t have to be an either-or proposition. It is possible to be effectively doing while you are delightfully being, in your ordinary workaday world.”
"If you’re like me, you like getting things done and doing them well, and yet you also want to savor life in ways that seem increasingly elusive if not downright impossible if you’re working too hard."
David Allen
His writing and work has been featured in Fast Company, Fortune and many other publications!
The companies he's worked with include Oracle, Microsoft, Lockheed and The World Bank
President of David Allen & Co and has more than twenty years of experience as a consultant, executive coach and educator..
