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Getting Things DoneA quick look at time management, drawing on the David Allen book Getting Things Done
Put together by Jennifer L. Bowie
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Why: Mind Like Water
• Insufficient time for the vast demands
• Boundary issues: work not clearly bound, issues with life beyond work
• Keeping track of the big picture and day to day
• Promises mind like water: Always in an efficient and effective ready state. Clear mind ready to work with no nagging thoughts of what you should be doing.
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Why Things are on Your Mind• Mind doesn’t have a mind of its own:
Doesn’t only worry about things when you can do them, worries all the time
• Things on your mind because:– You’ve not clarified the intended outcome
yet– You haven’t decide what the next step is– You haven't put reminders into a system
• Major Challenge: get it out of your head!
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What is GTD?
• A workflow process • A framework with 6 levels of focus • A natural planning method • Often more bottom up• Combines all aspects of life: work,
home, relationships, relaxation, hobbies. Thus good for us academics with out clear separations
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The Process
Check out the Workflow Diagram• Collect • Process • Organize • Review • Do
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Collect• Important to capture everything to get mind like
water state (MLWS)• Gather 100% of open loops/incompletes:
everything that should, needs to , or ought to get done
• Tools:– Physical in-box– Paper-based note taking supplies– Electronic noted-taking supplies– Voice-recording devices– E-mail
• Collect every open loop by one of these methods• Have as few collection devices as possible• Empty collection devices regularly
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Process
• Go through each collected item and decide:– What is it?– Is it Actionable?
• No:– Trash– Incubate– Reference
• Yes:– Is it a project? Capture it on a projects list, which you
review weekly– What is the next action?
» Do it: if less than two minutes» Delegate it» Defer it: make sure you track next actions and
capture it on a list or calander
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Organize
• Create Projects lists: A Project is anything with more than one action step.– May want multiple lists or one general list– Some ideas:
• A list of publication projects• The Diss list• Class work list• Teaching list
– But don’t subdivide too much– Likely have at least 50 projects at any one time– Collect support materials, but store out of site
(you don’t need the reminders now!)
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Next Actions• Calendar: Use to collect all
– Time-specific action– Day-specific actions– Day-specific information: info need on a certain date– Do not put on things you would like to do that day
• Next Actions list: where all the action reminders go, kind of a to-do list, but better– If 20-30: fine to have one Next Actions list– If More: divide the lists into context and action based lists:
• Calls• At school• At home• Errands• People: SO, colleagues, “boss”, teachers, chair…..• Read/Review: Love this!!!• Waiting for
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Nonactionable Items
• Trash• Incubate: Things you might want to do and
need to be reminded of– Someday/Maybe: Wish list of possible future
projects and ideas such as a book you can’t write now, a dream vacation, house remodel for next year, things you may want to buy (books, cds,…), things to do with SOs,…
– Tickler file: a file of things you need to be remind of at a certain time, such as a bill to pay, a CFP deadline, and so on. Create a hard copy 43 folder file.
• Reference: valuable info you must keep. File it out of the way
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Review• Weekly review for “runway” and 10,000
levels – Gather and process in-boxes– Review system
• Projects lists: ?• Calendar• Next Actions
– Update Lists– Clean, clear, complete
• Higher levels as appropriate: monthly? Yearly? (marriage book)
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Sadly this is where my saved slides end• I’ll try to find the rest and get it up.