PRODUCTIVITY & TIME

MANAGEMENT – AFTER GTD*Volker Ballueder

cb consulting

www.volkerballueder.com

volker@volkerballueder.com

Inspired by: GTD = Getting Things Done – David Allen

GTD – BY DAVID ALLEN

Getting Things Done (GTD) is an organisational method created by David Allen, described in a book of the same name. The GTD method rests on the principle that a person needs to move tasks out of the mind by recording them externally. That way, the mind is freed from the job of remembering everything that needs to be done, and can concentrate on actually performing those tasks. (Wikipedia)

In traditional time management, priorities usually play a central role. In contrast, Allen's approach uses two key elements — control and perspective. He proposes a workflow process to gain control over all the tasks and commitments that one needs or wants to get done, and "6 different levels of focus" to provide them with useful perspective. (Wikipedia)

RECAP – VOLKER’S PRODUCTIVITY

Age 4: pencil & paper next to his bed to write

down any thoughts that kept him awake

Age 6: to-do list of things that needed done

Age 10: realised that homework should not be

written down as ―day we got the homework‖ but

―day homework was due‖ – first process in

productivity

2003: 1st class BEng (Hons) degree, not least

because of applied productivity principles

2004: MBA whilst doing 3 jobs in parallel –

prioritising, managing time effectively &

productivity processes for maximum efficiency

WHAT MAKES GTD SO SUCCESSFUL?

Based on very simple principles

Easy to follow processes

Balance between theory & practical approach

Easing work flow

Nitty Gritty approach & bigger picture

Creating a condition of working, doing and being

in which the mind is clear

―Anything that does not belong where it is, the

way it is, is an ―open loop‖ pulling on your

attention.‖ – David Allen

BASIC GTD REQUIREMENTS

If things are on your mind (commitments), your

mind isn’t clear. Anything that needs doing must

be captured in a trusted system OUTSIDE your

mind.

You need to CLARIFY what your commitments

are.

Once you know what your commitments are,

decide on an ACTIONs they need & you need to

keep reminders of them organised in a system

that is reviewed regularly.

Regular reviews are essential!

MIND LIKE WATER – FOCUS ON THE NOW

Only a clear mind can

work very concentrated

& efficient on one task

You work better on one

task at a time.

If you know your ―to-do

list‖ is ―A-B-C’d‖ &

stored away to be

accessed (& reminds you

when due) – you can stop

worrying of ―tomorrow‖

and focus on the ―now‖

LACK OF TIME VS. LACK OF CLARITY

1. Clear your mind of what is in there: clear your working memory (RAM) through a ―mind sweep‖ – sit down for 30 minutes & write things down

2. Use that list & structure it into action items

3. Make sure you have CLARITY about each action’s purpose, outcome & priority.

4. File it into a trusted system to free the mind –set reminders as appropriate.

5. Use time NOW to focus on ―burning‖/important issues, getting things off your list.

6. You have enough time for the important things. But if you don’t know where to start.....

SUMMARY OF KEY GTD PRINCIPLES

Collect Physical inbox, Email inbox, voicemails, PDA

Empty inboxes regularly (filing)

Process See workflow diagram process from GTD

If something isn’t actionable: delete or collect it ―somewhere‖

If it is actionable Takes less than 2 minutes: do it.

Takes longer than 2 minutes: defer or delegate it.

Organise Create different lists, e.g. ―someday maybe‖, ―future reference‖, ―next

year‖.....

Create action items, e.g. ―call Mr. Smith‖, ―email Ms. Miller‖ – either via lists or items in your system, e.g. Calendar entry, task, etc.

Review Weekly review

Six level model reviewing (next slide)

Do Choose task based on context, time & energy available, priority

SIX LEVEL MODEL REVIEW

50,000+ feet: Life

40,000 feet: 3-5 year vision

30,000 feet: 1-2 year goals

20,000 feet: areas of responsibility

10,000 feet: current projects

Runway: current action

NATURAL PLANNING MODEL

1. Defining purpose and principles

2. Outcome visioning

3. Brainstorming

4. Organising

5. Identifying next actions

NLP add-on (VB):

- What is it I want to achieve?

- How am I going to achieve it?

- How do I know I have achieved it?

- Why do I want to achieve it?

VISUALISING VIA MIND-MAPS

SET UP – DIFFERENT STYLES

David Allen suggest properly set-up work space

Volker had a functional desk most of his life but suggests to have as many different inputs as possible on his permanent desk.

Volker’s university working space looked cluttered but actually was a set-up for creativity: allowing the mind to pick up different inputs, e.g. Colours, book titles, quotes, references at any one time.

Agreement on essentials, e.g. Post-its, paper clips etc. – don’t ever not have essentials at hand if needed.

Volker works out of his rucksack 24/7

TIME TO REFLECT / ORGANISE

Important to make time to reflect on yourself

Carry around notebook at ALL times for notes,

use trusted system (Blackberry, Calendar,

Notebook)

More important: TIME – block regular reviews in

diary and stick to it!

Mindsweep, reflection, time to plan ahead....

Keep a physical inbox for letters, business cards

or things that need be processing at some point in

the future!

GTD IN REAL LIFE

Don’t keep things that are not

actionable and of no use!

If actionable put it into trusted

system or do it immediately (2

min rule).

Outlook-Inbox: file/delete

actioned items (1x day min.)!

Emails: ―cc‖ means ―no action‖

Organise todo’s in categories

Stuff coming your way Actionalbe?

NO:

-Trash

-List/Reference

- File

YES:

-Less than 2

minutes: do it

immediatedly

- Delegate?

- Put into

calendar, to-do

list (trusted

system)

CATEGORIES FOR ACTION REMINDERS

David Allen suggest categories for Action

Reminders, allowing for clear structure of when to

do what:

Calls to make (refer to whenever you have time for

calls)

Online (things to do whilst online)

Errands (things you do whilst about, e.g. ―pick up

drycleaner)

Things to do in the Office / Home / @friends etc.

(location)

Agendas (things to discuss at next regular meeting)

Read/Review (Offline reading)

HOW NLP CAN HELP...

NLP (Neuro Linguistic Programming) helps to ask the right questions:

What is important?

What is the purpose of this project?

Why was the project started?

What would we have to do if the project gets delayed?

Why is one task more important than another?

When is this project finished?

What can I do in order to speed up this project?

How can we improve performance?

NLP helps by developing a technique to constantly monitor yourself, improving your performance daily.

SPIRITUAL GUIDANCE: LIVE IN THE NOW

Live in the Now

Let go of any ―clutter‖ & things that are not

important

Clear your mind to focus on one important things

only at any one time

Don’t chase dead leads for the purpose of chasing

them (sales)

Respect others & their way of work

Help others to increase their performance

Use cleared head space to look at your life

purpose (60,000 ft)

WORK LIFE BALANCE

With a more productive life style you can work on

your life purpose, and get a better overview of

what is important to you.

Prioritising your work tasks is one thing....

Prioritising your life is another.

Use GTD to bring productivity to your ―out of

work/home‖ life

GTD can be used for achieving Work-Life Balance or

Life-Life balance

Focus on one thing at a time, e.g. If you are at home,

spend time with the family, and don’t work

QUESTIONS/SUGGESTIONS

Volker Ballueder

volker@volkerballueder.com

@ballueder

www.volkerballueder.com