simple productivity system

Principles of aSimple Productivity System

8 Habits to Achieve the Power of Done!

Kevin PaschuckJune 2, 2010

“So What?” 1 hour from now …

Three Key Objectives

Framework for a Trusted SystemAll “to-do’s” out of your head and off your mind

Method for achieving resultsStress-Free way of doing what’s most important

Ideas for managing our energyMake front-end decisions about all “inputs”

Kanso (Simplicity)Simplicity means the achievement of

maximum results with minimum means- Japanese Principle

TakeWhat Works for You

and leave the rest

43% of Americans categorize themselves as

disorganized

Does your day look like this?

(but, keep it simple)Get a System1.

The 2 best … in my opinion

Components of a Simple System

The SetupInboxes, lists, calendar, file system

Right ToolsMust be simple to use and maintain

Adoption and UsageUse the system every day

UbiquitousCapture

2.

Capture Setup

Notebook or Software ApplicationWrite down everything coming into your life not already in written format

Loose Leaf Paper or NotebookMeeting notes

CalendarTime specific actions, meetings and day specific information, tickler

Master “To-Do” Lists@Work @Personal @Waiting For @Projects @Someday @Reference

File SystemPhysical inbox for papers, manila folders in alphabetical order & digital

Get Organized3.

Put Everything in its Place

Incoming Hard Copy PapersPhysical inbox

Simple File System - AlphabeticalHave blank labels ready and empty folders on hand

Tickler SystemCalendar for digital & “31” daily file folders for day specific items

Purge Your Files Once a YearTrash anything that you will not need or untouched in last 12 months

Find a HomeDesignate a spot for all your items – car keys, wallet, tax info, etc.

Daily Processing4.

(Major Inboxes: Email, Voicemail, Calendar, Notebook)

Processing Guidelines

Process Calendar, Tickler & Actions EverydayMore frequently if needed – don’t let items pile up – piles are your enemy

Minimize your InboxesEvery place you have to go to check messages or get info is an “inbox”

Scan Email Once an HourBut don’t be obsessive – Do email from top down to capture “threads”

Schedule Time to ProcessFirst thing in the morning and last thing before you head home work best

Process to EmptyCelebrate when your inbox is empty

Incoming Workflow Process

Just Do ItIf a task takes 2 minutes or less, just do it rather than adding to your lists

Delete ItIf no action & you don’t need it, trash it (can also be filed for reference)

Delegate ItAre you the right person to do this task? (add to @Waiting For list)

Defer It for LaterAdd it immediately to your “To-Do” or @Projects list

File ItIf it’s just something to reference later – file right away if possible

Plan6. (at a weekly level)

Schedule Your Work

List Major Accomplishments for the WeekTry to include a milestone for personal & yearly goals (limit these to 5)

Most Important Tasks for the DayDecide each morning what’s most important to work on for that day

Schedule your Tasks on the CalendarRecurring “work time” in 2 hour blocks as a placeholder

Batch Tasks for the DaySmaller tasks that need to be completed that day

Do the Work(One task at a time)

6.

Find Focus & Execute

Start with the Most Important TaskWork on it for a set amount of time or until it’s done

Minimize DistractionsTurn off email, internet and don’t answer the phone

Some Interruptions are UnavoidableAsk the question “Is this urgent or can we schedule some time later?”

If Interrupted, Bookmark your Stopping Point Put all documents and work items aside (preferably in a folder)

Weekly Review 7.

Weekly Review, Every Week

Get ClearCollect loose papers – Business cards, receipts, paper in “in-tray”Get “Inbox” to zero – Process all inboxes (email, notes, paper, etc.) Empty your head – Write down any uncaptured items

Get Current & ReviewCalendar – Past & upcoming (capture tasks triggered)Lists – Project next actions, delete completed itemsLong term goals – Break it down into an actionable next stepFollow-up on any “Waiting For” Items – Send reminder emails

Get CreativeReview Someday list – Transfer any active over to projects listBrainstorm new ideas – Add them to the right list

Right Tools8.(for the job)

My Tools

Notebook for Daily CaptureYou don’t need to power it up

Levenger Leaf PaperTo take meeting notes

CalendarMS Office @work and Apple Mail @home

Master “To-Do” Lists in MS Word@Work @Personal @Waiting For @Projects @Someday @Reference

iPhone AppsList Master or SmartSheet (might eventually replace my MS Word)

Simple Productivity – A Recap1 Just have a system2 Capture everything3 Organize your life to minimize brain strain4 Process daily – get stuff out of your head5 Plan your work – work your plan

7 The weekly review is your safety net8 Use the tools you already know

6 Just do it – multitasking is less efficient

Closing Thoughts

Integrate Work with Life

Rome was not Built in a Day

There isNo Perfect

System

What was Helpful?

THANK YOU

Kevin PaschuckVice President, Public Sector

RightNow Technologies

[email protected]_paschuck