Getting
Things
Done
Introduction
objectives
capture everything
size
big little
timing
now
later
someday
in a system
logical
trusted
outside your head
decision discipline
creating next actions
closing open loops
Drivers
change
jobs
few do what they were employed to do
career
Challenges
determining the Next Action
capturing 100% of stuff
Concepts
Thinking
Way of thinking
mind like water
ready state
martial artist
Thinking is required
more than you think
not so much to be afraid of
Managing
Key is to manage
ACTIONS
NOT
time
information
priorities
Bottom up
Why?
too many day to day actions
focus on long term impaired
methods
Horizontally
seeing all open loops
Vertically
project planning
Workflow
Collect
tools
in-basket
voice mail
paper notes
the mind-sweep
Triggers
Professional
Projects
started
not completed
need to be started
Commitments/promises
Boss
Colleagues
Subordinates
Other people in org
"Outside" people
customers
other orgs
professionals
Communications to make/get; internal/external
phone calls
voice-mail
pages
faxes
letters
memos
Other writing to finish/submit
reports
evaluations
reviews
proposals
articles
promotional materials
manuals/instructions
rewrites & edits
Meetings
to set
to request
Significant read/review
Financial
cash flow
statistics
budgets
forecasts
P& Ls
Balance Sheet
credit line
Planning/organising
formal planning
goals
targets
objectives
current projects
upcoming projects
business plans
organisational initiatives
upcoming events
meetings
presentations
change management
organisation
physical
facilities
travel
Banks
Administration
insurance
personnel
procedures
customers
internal
external
Systems
phones
computers
equipment
office
other
utilities
filing
storage
Supplies
Office
Waiting for...
information
delegated
tasks
projects
replies to...
letters
memos
proposals
ordered itmes
tickets
others' decisions
professional development
things to...
learn
look up
training
sills to practice
resumes
outside education
research
Personal
Projects
Commitments/promises
spouse
children
family
friends
borrowed items
Communication
family
friends
Upcoming events
special occassions
birthdays
anniversaries
Weddings
Holidays
Travel;
R&D things to do
places to go
people to meet
local attractions
Administration
Financial
insurance
filing
Waiting for
Household
air-conditioning
plumbing
electricity
roofing
landscape
driveway
furniture
utilities
appliances
lightulbs
kitchen
washer
Computers
Health care
doctors
dentists
hobbies
Errands
hardware
drugstore
market
bank
Cleaner
Community
Civ issues
buckets
minimise number
empty regularly
basic types
Lists
Projects
Next Actions
Waiting for
Someday/maybe
Calandared
actions
information
material
reference
project support
Process
the top item first
one item at a time
never put anything back in 'in'
Key question...
What is the Next Action
Organise
Use checklists
personal affirmations
travel checklists
weekly review
training program
clients
conference
focus areas
key people
personal development
Review
Weekly
gather and process stuff
review system
get
clean
current
clear
complete
How to
1. review calendar
2. review actions list
3. collect & process
loose paper
notes
ideas
4. review support files
5. review Lists
Action
Waiting For
6. review Projects
7. review someday/maybe
Do
Your Physical Environment
Office
Tools
trays
paper
post-its, clips, stapler
labeler
file folders
Resources
Links
David Allen
Jeff Sandquist Wiki
Phil Gyford Summary
43 Folders
Software tools
MindManager
ResultsManager
Advantages
Cure stress caused by not...
clarifying the intended outcome
knowing what the next physical action is
having reminders in a trusted system
Managing commitments
if it's on your mind, your mind isn't clear
clarify what your commitment is
decide actions
keep reminders in a system that your review regularly
Power of "the Next Action"
stops 'glazing over'
"next action I can do to bring project to completion"
things start to happen
Action & Work Models
Evaluating Daily work
doing predifed work
doing work as it shows up
defining your work
Reviewing your Work
50,000 feet: Life
big picture
40,000 feet: 3-5 year vision
career
strategies
30,000 feet: 1-2 year goals
20,000 feet: areas of responsibility
work
personal
10,000 feet: Current projects
~30-100 projects
runway: Current Actions
Choosing what to do
Context
Time
Energy
Priority
System
In-basket
Is it actionable?
no?
Trash
Incubation
someday/maybe
tickler file
e.g. categories
creative expressions
organisations to join
to buy...
to read...
books
web sites
Reference
filing system
contents
articles
brochures
notes
faxes
...interesting stuff
success factors
< 1min to locate
arms reach
alpha system
< 3/4 full
yes?
What's the Next Action
Projects
desired result
multistep
Projects Plans
Is it a 2 min
action?
yes
DO IT
no
Delegate it
Waiting for
Defer It
Calendar
only specific!
time
actions
day
information
actions
Next Actions
organise by context
@Calls
@Computer
@Errands
@Office
@Home
@Agendas
Choosing
what to do
Context
Time
Energy
Priority
leverage
lynch-pin action
Projects
natural planning model
Defining
purpose
principles
thinking about "Why"
defines success
creates decision making criteria
aligns resources
motivates
clarifies focus
expands options
Visioning
Outcomes
basic steps
view project from beyond completion date
envision WILD SUCCESS
capture what you imagine
features
aspects
qualities
Brainstorming
tools
mind mapping
keys
don't
judge
challenge
evaluate
criticise
look for
quantity
(not quality)
Organising
identify the significant
Work
components
sequences
priorities
detail
as required
Identifying Next Actions