getting things done (gtd) presentation

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

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

capture

clarify

organize

reflect

engage

The 2 minute rule

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)

getting things done (gtd) presentation

Technology