more with less

Doing More with LessThe Art of Personal and Professional Productivity

Doing More with LessThe Art of Personal and Professional Productivity

This presentation is loosely based on a A Project Management Institute Resource

This presentation is loosely based on a A Project Management Institute Resource

IntroductionIntroduction

GTD is the popular shorthand for “Getting Things Done”, the groundbreaking work-life management system that transforms personal overload into an integrated system of stress-free productivity.

The David Allen Companyhttp://www.davidco.com/what_is_gtd.php

GTD is the popular shorthand for “Getting Things Done”, the groundbreaking work-life management system that transforms personal overload into an integrated system of stress-free productivity.

The David Allen Companyhttp://www.davidco.com/what_is_gtd.php

Brain DumpBrain Dump

Clean piece of paperWrite everything downRefrain from analyzing or

organizingUse triggers list for help

Clean piece of paperWrite everything downRefrain from analyzing or

organizingUse triggers list for help

Time ManagementTime Management

Set clear goalsEstablish a detailed planSet clear prioritiesDo the most important thing

Set clear goalsEstablish a detailed planSet clear prioritiesDo the most important thing

Why It Doesn’t WorkWhy It Doesn’t Work

Incomplete list of ambiguous things

Surprise blows up your systemYou must think first!

Incomplete list of ambiguous things

Surprise blows up your systemYou must think first!

Thinking????Thinking????

Question:There is a man who lives on the top

floor of a very tall building. Everyday he gets the elevator down to the ground floor to leave the building to go to work. Upon returning from work though, he can only travel half way up in the lift and has to walk the rest of the way unless it’s raining. WHY?

Question:There is a man who lives on the top

floor of a very tall building. Everyday he gets the elevator down to the ground floor to leave the building to go to work. Upon returning from work though, he can only travel half way up in the lift and has to walk the rest of the way unless it’s raining. WHY?

Thinking???Thinking???

Answer:The man is very, very short and can

only reach halfway up the elevator buttons. However, if it is raining then he will have his umbrella with him and can press the higher buttons with it.

Answer:The man is very, very short and can

only reach halfway up the elevator buttons. However, if it is raining then he will have his umbrella with him and can press the higher buttons with it.

Thinking???Thinking???

QuestionA man is wearing black. Black shoes,

socks, trousers, coat, gloves and ski mask. He is walking down a back street with all the street lamps off. A black car is coming towards him with its lights off but somehow manages to stop in time. How did the driver see the man?

QuestionA man is wearing black. Black shoes,

socks, trousers, coat, gloves and ski mask. He is walking down a back street with all the street lamps off. A black car is coming towards him with its lights off but somehow manages to stop in time. How did the driver see the man?

Thinking???Thinking???

Answer:It was day time.

Answer:It was day time.

What is Doing More?What is Doing More?

More personal timeMore productiveMore creativeMore awareMore structureMore achievement

More personal timeMore productiveMore creativeMore awareMore structureMore achievement

Stages of WorkflowStages of Workflow

Pile it upSort itPut it awayPlan, Think and DecideTake Action

Adapted from David Allen’s 5 stages of Workflow

Pile it upSort itPut it awayPlan, Think and DecideTake Action

Adapted from David Allen’s 5 stages of Workflow

Where Does it Fit?Where Does it Fit?

Programs/ Initiatives

Objectives

Strategy

Mission

Where to Put Your StuffWhere to Put Your Stuff

What do you need first?Files Lists CalendarIn Box

What do you need first?Files Lists CalendarIn Box

Pile It UpPile It Up

Having an in basket does not make it functional

Have as few collection places as possible

The tools you use must be part of your lifestyle

Having an in basket does not make it functional

Have as few collection places as possible

The tools you use must be part of your lifestyle

Creating ListsCreating Lists

Project listWaiting for listNext action or next step list

Project listWaiting for listNext action or next step list

Next Action / Next Step Lists

Next Action / Next Step Lists

ExamplesOffice, Home, Phone, Computer,

Agenda, Errands, Anywhere

ExamplesOffice, Home, Phone, Computer,

Agenda, Errands, Anywhere

Sort ItSort It

Questions you need to askWhat is it?Do I need to do something with it

now?

Questions you need to askWhat is it?Do I need to do something with it

now?

Sort ItSort It

Do I need to do something with it now?If the answer is no, then

Throw it awayDo something with it laterInformation you may need later

Do I need to do something with it now?If the answer is no, then

Throw it awayDo something with it laterInformation you may need later

Throwing It AwayThrowing It Away

Questions you can ask yourself before throwing it awayDid I ask for this information?Is the information available

elsewhere?Is it recent and current?What would happen if I didn’t have

this?

Questions you can ask yourself before throwing it awayDid I ask for this information?Is the information available

elsewhere?Is it recent and current?What would happen if I didn’t have

this?

Sort ItSort It

Do I need to do something with it now?If the answer is yes, then ask

What project is this committed to?What is the next step required?

Do I need to do something with it now?If the answer is yes, then ask

What project is this committed to?What is the next step required?

Sort ItSort It

Exercise – working with our Brain Dump lists

Questions to ask:What is the next step required?Where do I have to be to do the next

step?

Exercise – working with our Brain Dump lists

Questions to ask:What is the next step required?Where do I have to be to do the next

step?

Sort ItSort It

Complete the task if it takes less than 2 minutes

Delegate the task if it takes longer than 2 minutes (you are not the right person to complete the task)

Defer the task if it takes longer than 2 minutes

Complete the task if it takes less than 2 minutes

Delegate the task if it takes longer than 2 minutes (you are not the right person to complete the task)

Defer the task if it takes longer than 2 minutes

Sort ItSort It

Next step requiredNext action is a specific time/day -

use your calendarNext action needs to be done as soon

as possible – use your listsNext action is waiting for another

person – waiting for list

Next step requiredNext action is a specific time/day -

use your calendarNext action needs to be done as soon

as possible – use your listsNext action is waiting for another

person – waiting for list

CalendarCalendar

Three things you put on your calendarDay specific actionTime specific actionDay specific information

Three things you put on your calendarDay specific actionTime specific actionDay specific information

“Stuff” Workflow Chart“Stuff” Workflow Chart

Chart from “Getting It Done” by David Allen

Tickler FileTickler File

Putting It AwayPutting It Away

Organise it as:A project (project list)Support material (file drawer)Calendar itemNext action or next step listWaiting for listReference material

Organise it as:A project (project list)Support material (file drawer)Calendar itemNext action or next step listWaiting for listReference material

Plan, Think and DecidePlan, Think and Decide

Weekly processDone so your mind does not have

to store itGives you

Time to pile it up and store itReview your systemUpdate your listsRenegotiate your agreements

Weekly processDone so your mind does not have

to store itGives you

Time to pile it up and store itReview your systemUpdate your listsRenegotiate your agreements

Taking ActionTaking Action

Making good choices with your time

Knowing when to do somethingDeal with surpriseBe creative – set goals

Making good choices with your time

Knowing when to do somethingDeal with surpriseBe creative – set goals

Why Do This?Why Do This?

Help you…..Work your strengthsConserve your energyDeal with surpriseObtain mental freedomFeel good about what you are doing

Help you…..Work your strengthsConserve your energyDeal with surpriseObtain mental freedomFeel good about what you are doing

Take AwayTake Away

Brain dump Calendar items2 minute ruleTickler filePotential workflow process

Brain dump Calendar items2 minute ruleTickler filePotential workflow process

Suggested MaterialsSuggested Materials

Time Power by Brian Tracey How to Master Your Time Audio by Brian Tracey Eat that Frog by Brian Tracy Getting Things Done by David Allen The Organized Executive by Stephanie Winston Monday Morning Leadership for Women by Valerie

Sokolosky The Power of Full Engagement by Jim Loehr and Tony

Schwartz Taming the Paper Tiger by Barbara Hemphill The 8th Habit by Stephen R. Covey 7 Habits of Highly Successful People by Stephen R.

Covey Execution – The Discipline of Getting Things Done by

Larry Bossidy and Ram Charan The Purpose Driven Life by Rick Warren

Time Power by Brian Tracey How to Master Your Time Audio by Brian Tracey Eat that Frog by Brian Tracy Getting Things Done by David Allen The Organized Executive by Stephanie Winston Monday Morning Leadership for Women by Valerie

Sokolosky The Power of Full Engagement by Jim Loehr and Tony

Schwartz Taming the Paper Tiger by Barbara Hemphill The 8th Habit by Stephen R. Covey 7 Habits of Highly Successful People by Stephen R.

Covey Execution – The Discipline of Getting Things Done by

Larry Bossidy and Ram Charan The Purpose Driven Life by Rick Warren

Related MaterialsRelated Materials

Please see your handout for related materials found in the library catalog.

Please see your handout for related materials found in the library catalog.

Related WebCastsRelated WebCasts

Now we will watch a couple of Outlook Productivity Webcasts from

http://www.blogcastrepository.com/Office/Pages/Outlook.htm

Please feel free to play around in Outlook on the laptops!

Want more tips for outlook? Try searching google: outlook productivity tips

Now we will watch a couple of Outlook Productivity Webcasts from

http://www.blogcastrepository.com/Office/Pages/Outlook.htm

Please feel free to play around in Outlook on the laptops!

Want more tips for outlook? Try searching google: outlook productivity tips

Thanks!Thanks!

We hope you’ve found this presentation useful.

Please fill out a training evaluation before you leave.

Now go GET IT DONE!

We hope you’ve found this presentation useful.

Please fill out a training evaluation before you leave.

Now go GET IT DONE!