getting things done

Getting Things Done!

Rui M. Barreira

<rui.m.Barreira@gmail.com>

Monday9h00

5 Tasks

10

unread

emails

Brother’s

birthday on

tuesday

Dinner tonight

Someone iscalling!

Read my notes

I would like to

see that movie

Meeting with the team

at 14h00

Dive Trip needsplanning!

Look for a newhouse!

Too much to do, no time to do it!

Became Silent Water…

How many incomplete or open loops are pulling your attention? There are much more than you think.

1. Clear your mind by emptying it!

2. Clarify exactly what your commitment is.

3. Keep reminders organized in a system you review regularly.

Collect everything

10 unread emails

Brother’s birthday on tuesday

Dinner tonight

Someone is calling!

Read my notes

I would like to see that movie

Meeting with the team at

14h00

Dive Trip needs planning!Look for a new house!

Free up your mind for creativity and workflow!

Process your inbox

Not actionable:Trash it

Reference it

Less then 2 minutes!

Defer it, schedule for planning or add it to your task list or calendar.

Process it and review it regularly!

Process your inbox

Next action you need to take – Actions to be taken in the next day or week.

Projects - Large goals that require multiple actions (need to transfer these to action lists periodically).

Follow Up – Things you need others to complete.

Someday – Things you might like to do in the future.

Reference – Useful references for everyday tasks.

Calendar – Meetings, training, conferences, etc.

Use the structure that bestsuits you!

Prioritize next actions

Urgent support ticketGo to the doctor

Some calls

ExercisePlanningTrainning

Work

InterruptionsDistractionsOther calls

Trivial ThingsTime Wasters

Not UrgentNot Urgent

×

Imp

ort

an

tN

ot

Imp

ort

an

t First things, first!

Do it!

The key is deciding what to do and when to do it

Use your task list to determine what

you should be working on

Do the easy tasks when you are less

productive

Do hard and important tasks when you are

more productive

Always capture everything to your

inbox

You have to do things!

My recommendations

Should be optional

Evaluate if it is useful for you

Do not over manage

Shift the locus of fear, anxiety

or stressMake it simple

Use it for work and personal

stuff

You need to trust your system!

Outlook

Categorize your inbox, calendar and tasks.

Get actions where you can see them.

Set up time framed commitments in the calendar.

Automate recurrent tasks

Automate as much as possible!

Onenote

11

Use OneNote to note everything!

Send everything to Notes

Stay organized!

But care about the method, not the technology!

Final Review

12