My "Is a Zero Email Inbox Possible? GTD®, OmniFocus® and Productivity in the Digital Age" presentation at ACTEM's MAINEducation 2009 Conference in Augusta, Maine on October 16, 2009.

1. Is a Zero Email Inbox Possible?
GTD , OmniFocus and Productivity in
® ®
the Digital Age
ACTEM’s MAINEducation 2009
Presented by:
Kerry Gallivan
Maine School Administrative District #75
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

2. About Me

3. About Me
• Technology Director

4. About Me
• Technology Director
• Father

5. About Me
• Technology Director
• Father
• Efficiency geek

6. About Me
• Technology Director
• Father
• Efficiency geek
• Procrastinater

7. About Me
• Technology Director
• Father
• Efficiency geek
• Procrastinater
• Life Learner: T’ai Chi,
Go, Technology, Travel
(Nepal & Africa),
Outdoors

8. 3,064 emails!
Look familiar?

9. How about this?

10. And this?

11. Don’t forget all this!

12. How did we get here?

13. 50 Years ago...80% of the
workforce made and
moved things

14. Today...10% of the
workforce make and
move things

15. 90% of workers today
work with information
or use knowledge in the
workplace

16. “knowledge worker”
- Peter Drucker
1959

17. 3,064 emails!
This equals...

18. Stress
inability to manage our agreements
too much “stuff” coming in at once
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

19. current tools don’t work!

20. changing times
require better
systems
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

21. Getting Things
Done ®
by David Allen
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

22. Getting Things
Done ®
by David Allen
• published in 2001
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

23. Getting Things
Done ®
by David Allen
• published in 2001
• corporate management
guide
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

24. Getting Things
Done ®
by David Allen
• published in 2001
• corporate management
guide
• Silicon Valley “bible”
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

25. Getting Things
Done ®
by David Allen
• published in 2001
• corporate management
guide
• Silicon Valley “bible”
• international appeal
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

26. Getting Things
Done ®
by David Allen
• published in 2001
• corporate management
guide
• Silicon Valley “bible”
• international appeal
• 1,169,523 Twitter Followers
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

27. Guiding principles
Capture everything
Clearly define the next action
Frequently review all levels of
your commitments
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

28. Two Key Elements
Perspective
&
Control
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

29. The Matrix of Self-Management
Perspective
Control
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

30. The Matrix of Self-Management
Victim
Perspective Responder
Control
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

31. The Matrix of Self-Management
Crazy Maker
Visionary
Victim
Perspective Responder
Control
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

32. The Matrix of Self-Management
Crazy Maker
Visionary
Victim Micromanager
Perspective Responder Implementer
Control
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

33. The Matrix of Self-Management
Crazy Maker Captain &
Visionary Commander
Victim Micromanager
Perspective Responder Implementer
Control
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

34. Mastering Workflow (control)
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

35. Mastering Workflow (control)
Collect
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

36. Mastering Workflow (control)
Collect
Process
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

37. Mastering Workflow (control)
Collect
Process
Organize
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

38. Mastering Workflow (control)
Collect
Process
Organize
Review
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

39. Mastering Workflow (control)
Collect
Process
Organize
Review
Do
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

40. Horizons of Focus (perspective)
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

41. Horizons of Focus (perspective)
50,000 ft - purpose & core values
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

42. Horizons of Focus (perspective)
50,000 ft - purpose & core values
40,000 ft - vision (3+ years)
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

43. Horizons of Focus (perspective)
50,000 ft - purpose & core values
40,000 ft - vision (3+ years)
30,000 ft - goals (1-2 years)
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

44. Horizons of Focus (perspective)
50,000 ft - purpose & core values
40,000 ft - vision (3+ years)
30,000 ft - goals (1-2 years)
20,000 ft - areas of focus/responsibility
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

45. Horizons of Focus (perspective)
50,000 ft - purpose & core values
40,000 ft - vision (3+ years)
30,000 ft - goals (1-2 years)
20,000 ft - areas of focus/responsibility
10,000 ft - projects
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

46. Horizons of Focus (perspective)
50,000 ft - purpose & core values
40,000 ft - vision (3+ years)
30,000 ft - goals (1-2 years)
20,000 ft - areas of focus/responsibility
10,000 ft - projects
Runway - next actions
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

47. Process (Inbox)
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

48. Process (Inbox)
• If an item requires action:
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

49. Process (Inbox)
• If an item requires action:
• Do it (if it takes less than two
minutes), OR
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

50. Process (Inbox)
• If an item requires action:
• Do it (if it takes less than two
minutes), OR
• Delegate it, OR
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

51. Process (Inbox)
• If an item requires action:
• Do it (if it takes less than two
minutes), OR
• Delegate it, OR
• Defer it.
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

52. Process (Inbox)
• If an item requires action:
• Do it (if it takes less than two
minutes), OR
• Delegate it, OR
• Defer it.
• If an item does not require action:
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

53. Process (Inbox)
• If an item requires action:
• Do it (if it takes less than two
minutes), OR
• Delegate it, OR
• Defer it.
• If an item does not require action:
• File it for reference, OR
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

54. Process (Inbox)
• If an item requires action:
• Do it (if it takes less than two
minutes), OR
• Delegate it, OR
• Defer it.
• If an item does not require action:
• File it for reference, OR
• Throw it away, OR
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

55. Process (Inbox)
• If an item requires action:
• Do it (if it takes less than two
minutes), OR
• Delegate it, OR
• Defer it.
• If an item does not require action:
• File it for reference, OR
• Throw it away, OR
• Put it in the Someday/Maybe file.
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

56. Inboxes
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

57. Inboxes
• Start at the top.
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

58. Inboxes
• Start at the top.
• Deal with one item at a time.
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

59. Inboxes
• Start at the top.
• Deal with one item at a time.
• Never put anything back into 'in'.
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

60. Inboxes
• Start at the top.
• Deal with one item at a time.
• Never put anything back into 'in'.
• The fewer, the better.
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

61. GTD Tools

62. GTD Tools
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

63. OmniFocus
GTD inspired application
Available on every MLTI laptop
iPhone app
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

64. ...your head clear,
staying focused, and
managing your
commitments.
– David Allen
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

65. More information:
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

66. OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

67. Keep everything out of
your head
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

68. Keep everything out of
your head
Very easy to fall off, just as easy
to get back on...
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

69. Keep everything out of
your head
Very easy to fall off, just as easy
to get back on...
Practice, practice...it
takes two years.
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

70. OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

71. Next actions:
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

72. Next actions:
Check-out the book
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

73. Next actions:
Check-out the book
Review the link on my blog
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

74. Next actions:
Check-out the book
Review the link on my blog
Start with Processing Inbox Steps
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

75. Next actions:
Check-out the book
Review the link on my blog
Start with Processing Inbox Steps
Share with your students!
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

76. Feel free to contact me!
kerry@kerrygallivan.com
http://ambientawareness.info
Twitter: kerrygallivan
OmniFocus is a trademark of the Omni Group
GTD and Getting Things Done are registered trademarks of David Allen & Co.

77. Kerry Gallivan is not licensed, certified, approved, or endorsed by
or otherwise affiliated with David Allen or the David Allen
Company which is the creator of the Getting Things Done®
system for personal productivity. GTD® and Getting Things
Done® are registered trademarks of the David Allen Company.
For more information on the David Allen Company's products,
please visit their website: www.davidco.com.