share your passion! gtd

7/30/2019 Share Your Passion! GTD

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Share Your Passion!

Getting Things Done Workshop



Getting Things Done• The Art of stress-free productivity

Making people

productive since

2002



Do you do any of these?

• Procrastinating

• Avoiding things you should do

•Tasks not being done in to-do list

• Planning things that get out of control

• Always feeling that there is more things to do

• Tasks that pop up in your mind when you arebusy doing something else

• Not having a clear mind ?



Reasons for Difficulty

• Knowledge workers usually are…

– Boundaries of today’s work are not clearly defined

– Traditional to-do lists do not correspond with how

people work

– More sources of input (e.g. ?)

– Volume of input is higher and rate is faster



GTD Aims

• Providing strategies for how to:

– Be more relaxed and less stressed

– Accomplish more

– Be more creative

– Keep track of relevant things

– Define your work and priorities

– Help to organize and structure your work



What GTD tries to solve

• Why are things always on your mind?

1. You have not clarified the intended outcome

2. You have not decided what the next action

towards the outcome

3. You have not put reminders of the outcome and

action in a system that you truly trust

• These things on your mind are called stuff – Stuff is everything that is not where it belongs to

or something you have not defined a desired

output



The need of a trusted system

• Stuff will always pop up in our mind especiallywhen we cannot do anything about it at themoment

• When your stuff are stored and organizedproperly your brain will stop reminding you

• GTD tries to capture everything and organize

in a trusted system• GTD is about processing all those stuff to clear

your mind and achieve “mind like water”



The main ideas of GTD

• Identify all the stuff in your life that is not in the rightplace

• Get rid of the stuff that is not yours or you do not

need right now

• Create a right place that you trust and that supports

your working style and values

• Put your stuff in the right place, consistently

• Do your stuff in a way that honors your time, yourenergy, and the context of the given moment

• Iterate and re-factor mercilessly



Five Steps of GTD

1. Capture/Collect

2. Process

3. Organize

4. Review5. Do



Step 1 Capture

• Activity:

– Capture all your stuff (every idea, to-do item or

thoughts that are worth remembering, everything

in your head)

– Capture = writing them down

– Put everything in an inbox or inbasket

– Just write all the stuff/everything first without judging/processing.

– One thought one paper



Step 1 Capture

• Capture EVERYTHING!

INBOX

Meetings

Waitingfor

Callup

UtangBuy

Chores

Vacation



Step 2 Process

• Process means to look at the captured stuff

and decide what to do with them

• Processing steps

– Remove from inbox

– Identify what it is

– Identify if it is actionable

– Identify the next direct action

– Decide what to do with the next action



Start Here!!!!!



Process•

From Inbox to 6 different stacks namely:1. Plan Projects for stuff that has more than one action

2. Do it for things that will be done in less than 2

minutes

3. Delegate it to someone

4. Defer it for later

5. Someday/Maybe for stuffthat can be done in the

future 6. Archive for stuff that you want to keep as reference

7. Trash if you’re really sure that you no longer need it



Put Everything in Contexts

• Introducing Contexts

– Contexts are specific places or tools or people where a

stuff has a definite actionable item.

– For example, you can only buy food at the grocery, sothe context @grocery should be placed in buy food

– It is used to separate things you need to do when in a

specific location, time, tool or person

– Some examples:

@home, @office, @contact, @computer, @meeting

@outside, @joeym, @erniem, @waiting, @grace



Step 3 Organize

• After processing the stuff, you now need to

organize it further to lists or collections

• Flowchart!



Step 3 Organize•

For non-actionable items1. Archive – A system for future reference still needs tobe organized and systematic

a) Paper, Physical system (file cabinet, binders) with clearheaders

b) Digital Archive tools like spotlight, evernote, emails (canuse #hashtags for easier use)

2. Someday/Maybe list

1. Things that you want to do but know cannot do now

2. “parking lot” for stuff that you do not want lost but not fitin your current plans

3. Needs to be reviewed frequently (weekly)

4. Example travel plans, learning new language, want to readbooks etc



Step 3 Organize

• Waiting For – is the list of actionable items

which you delegated

• It is a very powerful tool because these are

things that are quite easy to forget and will

help us gain control

• Always track tasks and to whom you delegated

it to, keep note of deadlines

• Use the deadline to re-contact the person



Step 3 Organize

• The holy Calendar – thou shall not write

irrelevant things on your calendar



Step 3 Organize

• Calendar

– Rule # 1 Only write stuff in your calendar thatrequires a specific time and/or date.

• 2 Types of Calendars – Hard Calendar – where you write tasks that you

have an agreement with another person that willsuck if not accomplished, (meetings,

appointments, ♥ dates etc) – Soft Calendar – where you take note and remind

you of other time sensitive information.



Step 3 Organize

• Next Action Lists

– This list should hold all of your next actions

– Formulate them as actions (pick up dog at vet on

5/25/2013 at 1300)

– Group them by project/s and/or context

– Very easy to do digital (show your example)

– Requires more organization if physical (HipsterPDA or 43 Folders)



Step 3 Organize

• Projects are stuff that will require multipleactions

• For Example:

• Go to BC 300/2014 – Research about next sites

– Look for a team

– Set 1st meeting with team

– Go through mission/travel checklist

– Etc.



Five Steps of GTD

1. Capture/Collect

2. Process

3. Organize

4. Review5. Do



Review

• Review always check your projects,actions, lists on a regular basis

• Ensure that all actions/projects are up to

date

• Remove irrelevant/expired actions

• Go through your waiting-for list• Go through your inbox and process

• Do this weekly!



Five Steps of GTD

1. Capture/Collect

2. Process

3. Organize

4. Review5. Do



Do!

• Even doing isn’t as simple of course there arepriorities that you need to consider

• Use the Four-criteria model for choosing actionsat a given moment

• All your work will fall into the threefold model forevaluating daily work

• Last is you can set and define your priorities

•These criteria model shouldn’t be your end allbut rather a framework to give you options in asmarter and strategic way.



Do!

• Four-criteria model

– Context

– Time available

– Energy available

– Priority



Do!

• Threefold model for evaluating daily work – this will answer if you are still beingproductive

• Your activities can fall into 3 categories interms of importance

1. Doing pre-determined work (things that havegone through the GTD process)

2. Doing work as it shows up (unforeseen tasks)

3. Defining your work (going through GTD)



Do!

• After everything is set and done you can set

and define your priorities

• David Allen uses an aerospace analogy

Altitude Real life analogy

50,000 ft Life

40,000 ft Long term goal

30,000 ft Medium term goal

20,000 ft Areas of Responsibility

10,000 ft Current Projects

Runway Current actions



Tools

• There are a lot of tools physical, digital tools

that help apply GTD

• Do your own research and learn it by doing

• For email share about active inbox



Discussion

• How will you put it all together?

• What aspects can you apply?

• What will you find difficult?



I hope you learned how to get things

done :D

Salamat and God bless!

share your passion! gtd

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