Getting Things DONE

Book by David AllenInterpretation by Nanci Hardwick

Today’s Discussion

Why I read this book What this book says to do What I did How it worked What I think about it now

Why?For the Hereafter

The preacher told me the other day I should be thinking about the Hereafter.

I told him, "I do, Father, all the time. Every time I go from one room to the other, I have to ask myself…

'Now, what am I here after?'

David’s ExampleTHINGS WE JUST

“REMEMBER” Can you go to the

grocery store without a list and not forget anything?

Do you ever remember the call that needs to be made in the shower? Or at night in bed?

NO MEMORY REQUIRED

Do you believe that you will be in the right place at the right time for your appointments next week?

What’s the difference?? Why is the calendar so much better, so trusted?

Because it is ALL there. Every detail. No memory required.

Why Things are on Your MindMost often, something you want to be

different than it is currently is on your mind because:

you haven’t clarified exactly what the intended outcome is

you haven’t decided what the very next physical action step is, or

you haven’t put reminders of the outcome and the action required in a system you trust.

The StepsThe great cleanup and download

Time, Space, and Tools Time – Initial Renovation and maintenance Space – Home and Office

In basket Files Paper A space you want to be in!

Tools Filing system▪ “a giant stack” and a labeler

Lists Calendar

Ready, Set…

“The first activity is to search your physical environment for anything that doesn’t belong where it is, the way it is, permanently, and put it in to your in basket.”

BEWARE: don’t slip into purging/organizing/acting on items found as these are potential time sinks.

Getting “In” to Empty

NOW, sort through, to: Trash what you don’t need Complete any less than 2 minute actions Hand off anything you can delegate Add reminders into your system for

greater than 2 minute actions Identify and add to your project list any

larger commitments

Workflow Diagram-Processing

The Right Buckets

A “Projects” list Project support material Calendared actions/info “Next Actions” lists A “Waiting For” list Reference material A “Someday/Maybe” list

The Next Action List Breakdown “The most common categories of

action reminders”: Calls At computer Errands At office At home Agendas (for people and meetings) Read/Review

Review to keep it functional “You must be assured that you’re

doing what you need to be doing, and that it’s OK to be not doing what you’re not doing.”

If your list of calls no longer includes all the calls you need to make, your brain no longer trusts the list and goes back to trying to remember.

What to do… when?

Choose actions based on these criteria: Context Time available Energy available Priority

A low energy moment would be the time to read, update contact files, back up, etc.

An Exercise

Think of a looming project at work or home.

Now visualize or define a successful outcome for that project.

What is the very next step that you would need to take to make progress?

A real life storyDavid Allen visits Nanci’s life

Collection

I “collected” the entire surface of my desk And my projects drawer▪ Other drawers, cabinets, and bookshelf are on

standby▪ But I cleaned out an entire drawer in my 4-

drawer cabinet at home! I sorted and trashed and made lists I felt the rush only those with a full

trash can experience I turned to my laptop, and faced my

inbox…

Outlook June 16: Process and Purge over 1,200

emails Except for the 250 I gave up on and moved to

another folder Wow! – ZERO EMAIL IN INBOX!

Restructure my lists: Task list categories were subject themes: Sales,

Human Resources, Volunteer, etc Task list categories are now by action type:

Calls, @home, Projects, To Buy, Waiting on Others

Changes

Added personal tasks to Outlook Used my inbox as an inbox rather than a staging area Threw away the stuff I’ll never read (and felt ok about it) Purged files and gave myself permission to delete email Now follow the two minute rule – especially with new things to

read. I skim and chuck or flag what should be read with care Empty my laptop bag every morning and evening Keep a notepad and pen in my car Unsubscribed from unwanted email rather than delete

What happened next?We notice Nanci never mentioned adopting the filing system….

Pride & Glory

I am master of my to-do list. I sleep well. I shower well. I leave the grocery store well. Most of the time.

There is raw power in an empty in box and I drink from the well every day.

But then I travel…

8/24: Kate emails to say, can you still talk to everyone about managing email?

I have 177 emails in my inbox, dating back to 7/20.

Oh, how the mighty have fallen! I say “Yes, Kate!” and spend a better

part of the day, the whole night, and the next morning getting back to zero.

How it workedGirl vs. Email … and tasks, and projects, and life

How it worked for me

Capturing it all Making “next action” decisions Reviewing lists My task lists – using dates and

priority flags Reading while laptop boots up How it went awry Why it was worth getting back to

zero

What I think now Action-oriented check lists are very helpful. Defining next actions when I’m in that

moment really thinking about that project is very helpful but harder than you would think.

Inboxes should contain unread email or be empty.

Calendars can include “make decision about X” items with relevant detail.

Reviewing is still tricky.

Final ThoughtKnowing tasks are captured allows creative thinking