nanci hardwick gets things done

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Post on 29-Aug-2014

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Nanci Hardwick, CEO of Schultz-Creehan Holdings, Inc., shared her experience with Getting Things Done: The Art of Stress-Free Productivity by David Allen to Women in Leadership, a professional women's group in the New River Valley of Virginia.

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  • Getting Things DONE
    Book by David Allen
    Interpretation by Nanci Hardwick
  • Todays Discussion
    Why I read this book
    What this book says to do
    What I did
    How it worked
    What I think about it now
  • Why?
    For the Hereafter
    The preacher told me the other day I should be thinking about the Hereafter.
    I told him, "I do, Father, all the time.
    Every time I go from one room to the other, I have to ask myself
    'Now, what am I here after?'
  • Davids Example
    Things we just remember
    Can you go to the grocery store without a list and not forget anything?
    Do you ever remember the call that needs to be made in the shower? Or at night in bed?
    No memory required
    Do you believe that you will be in the right place at the right time for your appointments next week?
    Whats the difference?? Why is the calendar so much better, so trusted?
    Because it is ALL there. Every detail. No memory required.
  • Why Things are on Your Mind
    Most often, something you want to be different than it is currently is on your mind because:
    you havent clarified exactly what the intended outcome is
    you havent decided what the very next physical action step is, or
    you havent put reminders of the outcome and the action required in a system you trust.
  • The Steps
    The great cleanup and download
  • Time, Space, and Tools
    Time Initial Renovation and maintenance
    Space Home and Office
    In basket
    Files
    Paper
    A space you want to be in!
    Tools
    Filing system
    a giant stack and a labeler
    Lists
    Calendar
  • Ready, Set
    The first activity is to search your physical environment for anything that doesnt belong where it is, the way it is, permanently, and put it in to your in basket.
    BEWARE: dont slip into purging/organizing/acting on items found as these are potential time sinks.
  • Getting In to Empty
    NOW, sort through, to:
    Trash what you dont need
    Complete any less than 2 minute actions
    Hand off anything you can delegate
    Add reminders into your system for greater than 2 minute actions
    Identify and add to your project list any larger commitments
  • Workflow Diagram-Processing
  • The Right Buckets
    A Projects list
    Project support material
    Calendared actions/info
    Next Actions lists
    A Waiting For list
    Reference material
    A Someday/Maybe list
  • The Next Action List Breakdown
    The most common categories of action reminders:
    Calls
    At computer
    Errands
    At office
    At home
    Agendas (for people and meetings)
    Read/Review
  • Review to keep it functional
    You must be assured that youre doing what you need to be doing, and that its OK to be not doing what youre not doing.
    If your list of calls no longer includes all the calls you need to make, your brain no longer trusts the list and goes back to trying to remember.
  • What to do when?
    Choose actions based on these criteria:
    Context
    Time available
    Energy available
    Priority
    A low energy moment would be the time to read, update contact files, back up, etc.
  • An Exercise
    Think of a looming project at work or home.
    Now visualize or define a successful outcome for that project.
    What is the very next step that you would need to take to make progress?
  • A real life story
    David Allen visits Nancis life
  • Collection
    I collected the entire surface of my desk
    And my projects drawer
    Other drawers, cabinets, and bookshelf are on standby
    But I cleaned out an entire drawer in my 4-drawer cabinet at home!
    I sorted and trashed and made lists
    I felt the rush only those with a full trash can experience
    I turned to my laptop, and faced my inbox
  • Outlook
    June 16: Process and Purge over 1,200 emails
    Except for the 250 I gave up on and moved to another folder
    Wow! ZERO EMAIL IN INBOX!
    Restructure my lists:
    Task list categories were subject themes: Sales, Human Resources, Volunteer, etc
    Task list categories are now by action type: Calls, @home, Projects, To Buy, Waiting on Others
  • Changes
    Added personal tasks to Outlook
    Used my inbox as an inbox rather than a staging area
    Threw away the stuff Ill never read (and felt ok about it)
    Purged files and gave myself permission to delete email
    Now follow the two minute rule especially with new things to read. I skim and chuck or flag what should be read with care
    Empty my laptop bag every morning and evening
    Keep a notepad and pen in my car
    Unsubscribed from unwanted email rather than delete
  • What happened next?
    We notice Nanci never mentioned adopting the filing system.
  • Pride & Glory
    I am master of my to-do list. I sleep well. I shower well. I leave the grocery store well. Most of the time.
    There is raw power in an empty in box and I drink from the well every day.
  • But then I travel
    8/24: Kate emails to say, can you still talk to everyone about managing email?
    I have 177 emails in my inbox, dating back to 7/20.
    Oh, how the mighty have fallen!
    I say Yes, Kate! and spend a better part of the day, the whole night, and the next morning getting back to zero.
  • How it worked
    Girl vs. Email and tasks, and projects, and life
  • How it worked for me
    Capturing it all
    Making next action decisions
    Reviewing lists
    My task lists using dates and priority flags
    Reading while laptop boots up
    How it went awry
    Why it was worth getting back to zero
  • What I think now
    Action-oriented check lists are very helpful.
    Defining next actions when Im in that moment really thinking about that project is very helpful but harder than you would think.
    Inboxes should contain unread email or be empty.
    Calendars can include make decision about X items with relevant detail.
    Reviewing is still tricky.
  • Final Thought
    Knowing tasks are captured allows creative thinking