time management (jeremy) to do list
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8/3/2019 Time Management (Jeremy) to Do List
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What is Time Management?• Having all the information you need
readily available• Having a trusted system that allows
incoming information to be collected,organized and acted upon
• Keeping your head clear ofdistractions
• Knowing what needs to be done at a
given time, in a given situation• Feeling like you‟ve actually
accomplished something
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The 3 Phases in Time Management
•Collect & Organize•Process & Prioritize
•Do & Review
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Key 1: Discrete Phases•Each phase of time
management is adiscrete activity.
•Don‟t skip phases.
•Don‟t mix phases.
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Key 2: Reduce Collection Points•Reduce your
Collection Points.•No more “stuff in
the glove box, stuffin the briefcase, stuff
on the desk”
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Key 3: Be Organized•When “stuff” comes
in, it gets put into theright CollectionPoint.
•No piles!
•No random stuff inrandom places.
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Key 4: Review Often, Review Well•Regular reviews are
essential!• You can‟t know
where you‟re going if
you don‟t know
where you‟ve been. •Feeling like you‟ve
succeeded requiresthat you know whatyou‟ve
accomplished.
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Key 5: Next Actions Are Key•Next Actions and
ONLY Next Actionsgo onto your to-dolists.
•Projects get broken
down into NextActions, with the fulllist hidden away.
•Don‟t overwhelm
yourself.
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What Are Collection Points?•A Collection Point is
where you „capture‟and store incominginformation.
•Examples: Notepad,
physical inbox, PDA,cellphone, computer,etc.
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About Collection Points
• Too many Collection Points aren‟t
healthy.• Collection Points must be reduced to
their bare minimum, otherwise you
lose information.• In an ideal world, we would have one
place where all information comes in,
gets sorted and gets prioritized.• In the real world, information comes
from a million directions all at once.
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Key to Success: Reduce Your Collection Points
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Suggested Collection Points• A single place to put paper (physical
in-box, basket or a visible space justfor you)
• A single place to jot down NextActions or thoughts “on the go” (pad
of paper, PDA, personal recordingdevice or even leaving yourselfvoicemails with your cellphone)
•
A single place on your PC where youcapture Next Actions (Outlook‟s TaskList, a todo.txt file on your desktop,etc)
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Suggested Collection Points
• A single place to collect Email (your
Outlook inbox, your hotmail account,etc)
• Your voicemail boxes (work, home,
cell)
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Unhealthy Collection Points
• Car glove box
• A pile on your desk• A pile on somebody else‟s desk
• On a chair
• In a “Miscellaneous” file in your filing
cabinet
• In the bathroom
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Critical Elements to a Filing System• Whether your filing system is real
(filing cabinet) or virtual (on yourPC), it requires certain commonelements.
• Recommended structure: Business
Critical, Business Reference,Personal and Generic Reference
• Underneath each top-level structure,
include a folder for each project• Mirror the filing system wherever you
file items.
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Example Filing System• Business Critical
• Microsoft Courses
• Blogging Book• Taxes
• Business Reference• Newsletters
• Seminar Notes• Personal
• Worship
• Band
•Generic Reference• Paid Bills• Filed Taxes
• Correspondence
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Why This Process is So Important
• First you get everything where you
can find it (Collect & Organizing)• Then you figure out what needs
“doing” (Processing)
• Then you figure out what‟s mostimportant (Prioritizing)
• Finally you do (Do)
• Then you make sure you‟resucceeding (Review)
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What Happens When You Don’t… • Stuff shows up, gets put somewhere
•
You make a „mental note‟ (these often usecrummy glue and fall off before you gethome) to do something about it
• Other things crowd into your day as
people ask you to do things
• When you finally have free time, you can‟t
remember what you have to do
•At the end of each day and week, you feellike you must have done something
important, but can‟t remember what it
might have been.
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What is Processing• Working your way through the
material in your Collection Points• Resisting the urge to “Do”
• Touch each item once, so that youcan move onto the next item quickly.Make decisions as you touch items,not “later” (otherwise you‟re justcreating piles)
• Transfer items into other CollectionPoints as needed (from a voicemailonto paper, or from paper into yourcomputer)
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How to Process
• Processing is a 4-step process,
characterized by 4 D‟s: Delete, Do,Delegate and Defer.
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Step 1: Deleteif it isn‟t worth keeping,
it‟s worth throwing away
Step 2: Doif you can do it in 2 minutes or less,
do it immediately
Step 3: Delegateentrust someone elseto do the task or project (like getting your husband to take out the trash)
Deferif it‟s something you need to do,
but can‟t do in under 2 minutes, you‟re deferring it for later
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What Are Next Actions?
• The very next physical action you
have to do to move a project forward• “Call travel agent about vacation
prices”
• “Heckle Peter during sermon” • “Get gas for lawn mower” (or not, if
your “Project” is to NEVER do the
lawn)
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What Aren’t Next Actions
• “Plan trip”
• “Pay bills” • “Do sermon”
• A Next Action is the NEXT action you
need to do. A Next Action is NOT aProject!
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Next Actions vs Projects
• Projects are series of Next Actions.
In order to plan a trip you need todecide on a budget, then call thetravel agent, then talk to your wife,then get passports, then book thetickets…
• Generally Next Actions are “small”
things you can do in 10-15 minutes,while projects take serious time.
Wh N A i W k
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Why Next Actions Work
• A Project is overwhelming, and is
easy to put off.• Something that only takes 10-15
minutes of your time is not only do-
able, it‟s also satisfying (checkthings off your list)
Wh D
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What to Dump
• What are your responsibilities
• What projects are you involved in• What are things you‟d love to do
someday
• What things have you forgotten to doin the last 2-3 months
Id f B i D
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Ideas for Brain Dump• Work• Projects (started) Projects not yet started
Commitments
• Communications ReportsProposals
• Meetings (new) Read and reviewBudgets
• Forecasts Pipeline reportsPresentations
•
Travel Training/seminarsResearch
• Personal• Projects (started) Projects not yet started
Commitments• Civic groups Special occasions Financial• Home chores Home projects
Entertainment• Health care Hobbies
Errands
Wh t A th N t A ti
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What Are the Next Actions• In groups, help each other figure out what
the very next action required to move aproject forward is
• Break down project or two per person
• Remember: if it takes more than one
“step” to do each Next Action, it‟sprobably more than one Next Action
• Remember: Next Actions are generally 10-
15 minutes in length. If your Next Action islonger, see if it can be split up so that youare more likely to actually DO it
Ti f C ti N t A ti
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Tips for Creating Next Actions
• Understand the difference between
projects and Next Actions• Break multi-step activities down into
individual actions
•Use action verbs
• Use a portable Collection Point tocapture Next Actions “in the
moment”
T T f R i
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Two Types of Reviews
• Daily Reviews: Done at the beginning
or end of each day. Last 10-15minutes. Help you figure out whatyou HAVE to do each day.
•
Weekly Reviews: Done at thebeginning or end of each week. Helpyou assess priorities, measure yourprogress in large projects and alignyour plans for the coming week.
D il R i
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Daily Reviews
• Don‟t plan too much in: Pickle
Jar‟ing It • Plan different types of activities (mix
it up, so you don‟t get bored)
•If it helps you get things done, planbreaks
• Leave space for you
W kl R i
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Weekly Reviews• Do a brain dump to make sure stuff
that‟s in your head makes it ontopaper or into Next Actions
• Process any lingering information inyour Collection Points
• Review your progress from last week
• Look forward to the week ahead:what does your calendar look like,
what major events might be comingup, how full is your to-do list, is ityour wife‟s birthday or your anniversary? ;-)
Marc’s E ample
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Marc’s Example
• At the beginning of each day, Marc
reviews his email, his voicemails andtalks to his wife and/or boss to seewhat needs done that day
•
Marc schedules in any calls he needsto do at specific times, or meetingshe needs to be at
•
He then either schedules in specifictasks OR blocks of time to do tasksfrom his Next Actions list
Marc’s Day Continued
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Marc’s Day… Continued • As Marc goes throughout the day, he
carries a notepad with him to takedown notes.
• Marc does NOT have emailnotification on, because processing
email is part of the Processingphase. When he Processes, hechecks email.
•
Marc maintains 2 to-do lists: a large“Next Actions List”, and a daily list of things he HAS to get done, as well asthings he‟d LIKE to get done.
Marc’s Day Part 3
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Marc’s Day… Part 3 • If Marc finds „free time‟ (ie: unscheduled
time) in his day, he looks to his small,
daily to-do list.• Marc has enough freedom and discipline,
that if he‟s “on a roll” with a project, hecan figure out what the Next Action is, and
do it right away while the thoughts arefresh.
• Marc keeps post-it notes in his day-timer:one side is the name of the project and thenext task he‟s set out, the other side is all
the tasks he has identified to finish theproject. As he crosses off items on oneside (the Next Action side), he writes anew one down from the other side.
Marc’s Story Part 4
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Marc’s Story… Part 4 • At the end of every week, Marc reviews his
objectives for the week, the lists of things
he‟s gotten done and his overall progresstowards his “big goals” and rewardshimself accordingly
• During his reviews, Marc makes sure his
Collection Points are empty, makes sureeach of the important people in his life(boss, wife, business partners, childrenand Peter Fitch) are being well served
• Marc spends time in prayer or quiet time
to see if there is anything important fornext week
• Marc plans out his next week‟s important,MUST DO, and “hope to do” Next Actions