2. 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
5. “All I Need Is More Time”
• Thomas Jefferson
• Johann Sebastian Bach
• Benjamin Franklin
6. 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?
11. 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.
12. 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.
13. 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
14. Do you suffer from ______?
•
•
•
•
•
Long hours at work
Financial trouble
Health problems
Relationship issues
Missed Deadlines
15. Do you feel ______?
•
•
•
•
•
Overwhelmed
Unfulfilled
Anxious
Bored
Lazy
16. Mad Scientist
Perspective
Aligned and clear
about decisions,
directions, and
priorities. Organize
your life around
principles.
Captain and Commander
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.
Victim
Micro Manager
I just got dumped on with
a ton of
todos, ideas, projects, thou
ghts, etc. This meeting is
hopefully an example.
Over-structure. Process for
the sake of process.
Control
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
33. 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
39. 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
40. 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?
42. 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
45. 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
49. 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
51. 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)
Hinweis der Redaktion
Basic Principles2 sides of GTD
RyanHornberger called -> the zoneI naturally performed all of the behaviors to get into a hyper-productive state, or “flow”
We all have been in a crisis, where somewhere along the line you were in the zone. If you have the luxury of taking a moment to pause when you’re in the zone, you’ll usually have a wonderful feeling of being very present, in the moment, and feel incredibly productive. You’re able to make meaningful decisions and actions instantaneously.
Bach had 20 kids!!Do you think these people asked for more time?If we gave you 2 more hours, you would just be overwhelmed for 2 more hours
You don’t mis-manage 5 minutes to get 6 out of it. The only time you feel like you need time management, you need more perspective or more control.You need more psychic space, not time.
That doesn’t mean your inflexible. It also doesn’t mean you ignore what is going on around you.Are you appropriately engaged with your health, your family, a project you have at work, an employee relationship?Are you appropriately engaged with this meeting?The more something is on your mind, the more it’s not happening.It’s only on your mind because you know there is still some thinking or there are some decisions that need to be made, or you haven’t parked the results of that thinking or those decisions into some trusted systemic process that you trust will be triggered at the right time and in the right way
http://www.dailygalaxy.com/my_weblog/2008/04/the-limits-of-m.htmlYour mind is limited in its ability to manage commitments because it is handicapped in its ability to remember and remind.Your mind doesn’t have a system to manage itselfYour mind can carry 4 things at once (+ or - 2)Your mind won’t let something go unless it knows there is a better system to handle that thing.
Set of behaviors that will lead to great power.Mind’s power is proportional to it’s ability to focus, eliminating distractions. Distractions come from commitmentsTherefore – you must handle commitments appropriately
Side effects of distraction are worry and stress.
Control: I now don’t have stability, and I don’t have the freedom in my head to be able to put the appropriate attention and execute on it when I need toOrganized, in order, manageable
Perspective: Lose the ability to put your focus where you need it, on the thing you need it, on the horizon you need it.Focus of attention and resources
In a given day, you’d move between all of these boxes.For all 3 bad ones, you’re not ready from what’s coming at you. You want to be optimally ready for those things to come at you.Litmus test – Are you excited for something new to come at you? Do you have space for it?How available are you to creative things but you can’t take advantage of them because you have too much on your plate.Captain and Commanders are most creative. They feel engaged with what they are doing. They are more capable of dealing with change and surprise.
Mind like waterIt handles a rock dropped into it dispassionately and responds appropriately.
Think shifting from rock to boulder.Ability to put your focus quickly where you need it when you need it:Take out the trashHandle an outage emailPick up your son who fell downDecide to make a teaching moment out of that situationIgnore a phone callPick up a different phone call
The weird strange thing here is you have to use your mind to get stuff off your mind.Getting things done is the process of getting stuff off of your mind and into a system that your mind trusts.Try not to have a thought twice.Capture anything that is pulling on your psychie
Try not to have a thought twice.Capture anything that is pulling on your psychie
Todo lists are lists of unclear things.They indicate that you need to do something, but, what exactly is the work that you need to do.Most executives have 30-100 of these if they really brain dump.
Must be defined very specificallyYour toughest work is defining what your work is – Peter DruckerMost executives have 150-220 next actions
Chart the course you will take, but frequently recalibrate and reprioritize
Remember, these are the 5 steps to getting control
Let’s talk about inboxes
Leave one line in between each.and write down everything that you are currently working on, worried about, that you’ve made a commitment on. Can be projects, tasks, verbal commtements, etc.Why does that make you feel better?Distributive Cognition = Writing Things Down
Is there anything you’re leaving out in higher levels of perspective?What is my commitment at that level?
Clarify what each thing means and what you need to do about it.
What outcome are you committed to finish about this? = What done looks likeWhat is the action step that is required to start moving toward that? = What doing looks like
ProjectsTodayInbox
Look at all of your projects. It’s highly likely some are stuck.
Sometimes we need to say no to things on our plate because they don’t fit with our ideal perspective.This is an exercise in focus.
Put those outcomes and actions in a system that you trust and that your regularly engage with
Your horizons of focus should help you prioritize what you do when.
This should be a recurring meeting on your calendar that you do every week.
If, as you’re creating and capturing tasks and projects, you realize something could be done quickly, just do it.