The document provides an overview of productivity principles from Getting Things Done (GTD) by David Allen and additional insights from Volker Ballueder. Some key points covered include: 1) GTD focuses on capturing all tasks and commitments externally to free the mind for focus. It uses collection, processing, organization and review workflows. 2) Ballueder has applied productivity principles since childhood through techniques like to-do lists. 3) GTD succeeds through simple, practical processes that balance theory with real-world application to ease workflow and provide different levels of focus. Regular review is essential to maintain clarity.

1. PRODUCTIVITY & TIME
MANAGEMENT – AFTER GTD*
Volker Ballueder
cb consulting
www.volkerballueder.com
volker@volkerballueder.com
Inspired by: GTD = Getting Things Done – David Allen

2. GTD – BY DAVID ALLEN
 Getting Things Done (GTD) is an organisational
method created by David Allen, described in a book of
the same name.
The GTD method rests on the principle that a person
needs to move tasks out of the mind by recording
them externally. That way, the mind is freed from the
job of remembering everything that needs to be done,
and can concentrate on actually performing those
tasks. (Wikipedia)
 In traditional time management, priorities usually
play a central role. In contrast, Allen's approach uses
two key elements — control and perspective. He
proposes a workflow process to gain control over all
the tasks and commitments that one needs or wants
to get done, and "6 different levels of focus" to provide
them with useful perspective. (Wikipedia)

3. RECAP – VOLKER’S PRODUCTIVITY
 Age 4: pencil & paper next to his bed to write
down any thoughts that kept him awake
 Age 6: to-do list of things that needed done
 Age 10: realised that homework should not be
written down as ―day we got the homework‖ but
―day homework was due‖ – first process in
productivity
 2003: 1st class BEng (Hons) degree, not least
because of applied productivity principles
 2004: MBA whilst doing 3 jobs in parallel –
prioritising, managing time effectively &
productivity processes for maximum efficiency

4. WHAT MAKES GTD SO SUCCESSFUL?
 Based on very simple principles
 Easy to follow processes
 Balance between theory & practical approach
 Easing work flow
 Nitty Gritty approach & bigger picture
 Creating a condition of working, doing and being
in which the mind is clear
 ―Anything that does not belong where it is, the
way it is, is an ―open loop‖ pulling on your
attention.‖ – David Allen

5. BASIC GTD REQUIREMENTS
 If things are on your mind (commitments), your
mind isn’t clear. Anything that needs doing must
be captured in a trusted system OUTSIDE your
mind.
 You need to CLARIFY what your commitments
are.
 Once you know what your commitments are,
decide on an ACTIONs they need & you need to
keep reminders of them organised in a system
that is reviewed regularly.
 Regular reviews are essential!

6. MIND LIKE WATER – FOCUS ON THE NOW
 Only a clear mind can
work very concentrated
& efficient on one task
 You work better on one
task at a time.
 If you know your ―to-do
list‖ is ―A-B-C’d‖ &
stored away to be
accessed (& reminds you
when due) – you can stop
worrying of ―tomorrow‖
and focus on the ―now‖

7. LACK OF TIME VS. LACK OF CLARITY
1. Clear your mind of what is in there: clear your
working memory (RAM) through a ―mind
sweep‖ – sit down for 30 minutes & write things
down
2. Use that list & structure it into action items
3. Make sure you have CLARITY about each
action’s purpose, outcome & priority.
4. File it into a trusted system to free the mind –
set reminders as appropriate.
5. Use time NOW to focus on ―burning‖/important
issues, getting things off your list.
6. You have enough time for the important things.
But if you don’t know where to start.....

8. SUMMARY OF KEY GTD PRINCIPLES
 Collect
 Physical inbox, Email inbox, voicemails, PDA
 Empty inboxes regularly (filing)
 Process
 See workflow diagram process from GTD
 If something isn’t actionable: delete or collect it ―somewhere‖
 If it is actionable
 Takes less than 2 minutes: do it.
 Takes longer than 2 minutes: defer or delegate it.
 Organise
 Create different lists, e.g. ―someday maybe‖, ―future reference‖, ―next
year‖.....
 Create action items, e.g. ―call Mr. Smith‖, ―email Ms. Miller‖ – either
via lists or items in your system, e.g. Calendar entry, task, etc.
 Review
 Weekly review
 Six level model reviewing (next slide)
 Do
 Choose task based on context, time & energy available, priority

9. SIX LEVEL MODEL REVIEW
 50,000+ feet: Life
 40,000 feet: 3-5 year vision
 30,000 feet: 1-2 year goals
 20,000 feet: areas of responsibility
 10,000 feet: current projects
 Runway: current action

10. NATURAL PLANNING MODEL
1. Defining purpose and principles
2. Outcome visioning
3. Brainstorming
4. Organising
5. Identifying next actions
NLP add-on (VB):
- What is it I want to achieve?
- How am I going to achieve it?
- How do I know I have achieved it?
- Why do I want to achieve it?

11. VISUALISING VIA MIND-MAPS

12. SET UP – DIFFERENT STYLES
 David Allen suggest properly set-up work space
 Volker had a functional desk most of his life but
suggests to have as many different inputs as
possible on his permanent desk.
 Volker’s university working space looked
cluttered but actually was a set-up for creativity:
allowing the mind to pick up different inputs, e.g.
Colours, book titles, quotes, references at any one
time.
 Agreement on essentials, e.g. Post-its, paper clips
etc. – don’t ever not have essentials at hand if
needed.
 Volker works out of his rucksack 24/7

13. TIME TO REFLECT / ORGANISE
 Important to make time to reflect on yourself
 Carry around notebook at ALL times for notes,
use trusted system (Blackberry, Calendar,
Notebook)
 More important: TIME – block regular reviews in
diary and stick to it!
 Mindsweep, reflection, time to plan ahead....
 Keep a physical inbox for letters, business cards
or things that need be processing at some point in
the future!

14. NO:
GTD IN REAL LIFE -Trash
-List/Reference
Stuff coming your way Actionalbe? - File
 Don’t keep things that are not
YES:
actionable and of no use!
 If actionable put it into trusted -Less than 2
minutes: do it
system or do it immediately (2 immediatedly
min rule). - Delegate?
- Put into
 Outlook-Inbox: file/delete
calendar, to-do
actioned items (1x day min.)! list (trusted
system)
 Emails: ―cc‖ means ―no action‖
 Organise todo’s in categories

15. CATEGORIES FOR ACTION REMINDERS
 David Allen suggest categories for Action
Reminders, allowing for clear structure of when to
do what:
 Calls to make (refer to whenever you have time for
calls)
 Online (things to do whilst online)
 Errands (things you do whilst about, e.g. ―pick up
drycleaner)
 Things to do in the Office / Home / @friends etc.
(location)
 Agendas (things to discuss at next regular meeting)
 Read/Review (Offline reading)

16. HOW NLP CAN HELP...
 NLP (Neuro Linguistic Programming) helps to
ask the right questions:
 What is important?
 What is the purpose of this project?
 Why was the project started?
 What would we have to do if the project gets delayed?
 Why is one task more important than another?
 When is this project finished?
 What can I do in order to speed up this project?
 How can we improve performance?
 NLP helps by developing a technique to
constantly monitor yourself, improving your
performance daily.

17. SPIRITUAL GUIDANCE: LIVE IN THE NOW
 Live in the Now
 Let go of any ―clutter‖ & things that are not
important
 Clear your mind to focus on one important things
only at any one time
 Don’t chase dead leads for the purpose of chasing
them (sales)
 Respect others & their way of work
 Help others to increase their performance
 Use cleared head space to look at your life
purpose (60,000 ft)

18. WORK LIFE BALANCE
 With a more productive life style you can work on
your life purpose, and get a better overview of
what is important to you.
 Prioritising your work tasks is one thing....
 Prioritising your life is another.
 Use GTD to bring productivity to your ―out of
work/home‖ life
 GTD can be used for achieving Work-Life Balance or
Life-Life balance
 Focus on one thing at a time, e.g. If you are at home,
spend time with the family, and don’t work

19. QUESTIONS/SUGGESTIONS
Volker Ballueder
volker@volkerballueder.com
@ballueder
www.volkerballueder.com