unnatural

incomplete
too simplistic
Setting priorities first => no focus on
Systems were getting lower priorities out of the way
efficiently
Focussed on setting goals => no
Why other systems and models have failed recognition of different levels of goals
Assuming you can start from scratch ->
can't deal with rapid change
The concepts work, in an understandable and logical way
Capture what isn't clear
Clarify what isn't clear
The key is to GET CONTROL
Then organize
Then regularly review

Sufficient structure to contain complexity

Good design = elimination of drag but with an organic kind of flexibility

Coherent set of rules that deals with all possible cases

GTDs success in the high tech world System independent: not a system, but a
systematic approach

Why a phenomenon? They are easily implemented by anyone Something to write with
at any time with common tools everyone Necessary tools A mind that works sufficiently
has
Somewhere to hold the lists you create
Based on fundamental universal principles

Our entire world is designed to maintain stasis

A surplus of surprise
Near-constant state of change
The problems that GTD addresses and Not information, but potential-meaning overload Time management vs Information management
the awareness of them continue to grow
steadily and globally
Sales process
Innovation - Wikipedia, the free
GTD is a learnable process, not an inborn trait Creative process encyclopedia

... Productivity process

GTD as a framework to understand &

experience new levels & depth of truth &
reality
The model corresponds to something
deeper and more intuitive that resonates Uncovering what's already there
in the human psyche at many levels GTD model is unique in granting equal
weight to everything you might encounter
in life: everything and nothing is sacred

Collect
The GTD phenomenon Process
Mastering workflow Organize
Review
Do

Purpose and principles

Vision
Natural planning Brainstorm
Organizing
Next actions
The three, no, four GTD models
Purpose and principles
Vision
Horizons of focus Areas of responsibility
Projects
Actions

Control
Perspective
The new model
Tools to gain control
It's all about focus GTD gives
Install habits to reflect on perspective

Your mind doesn't have one

We're not born doing this

GTD: The Mental Foundation Decrease in average concentration time

& increased interruptions
The attention to attention
"No-mail fridays" & quiet hours to foster reflection

Power = concentration
Concentration = elimination of distraction
Limited amount of space for recall
Your mind cannot manage commitments well
Latest and loudest get most attention
Until there's a better system, the mind cannot let go
A leak-free system
A systematic approach to retrieving data
The logic of GTD How to relieve the pressure of broken from that system
Distraction = mismanaged commitments self-agreements
translated down to action level
So why does this work for a calendar? you know where it's parked
unkept appts lead to quick negative feedback
Finish your thinking
Perspective is your most valuable asset Manage the forest & Hug the trees

The need for an extended mind

Those who think they got it but didn't really get it

Those who got some of it and realize they
didn't really apply it like they should
For those already familier with GTD
Those who really got it and really
Introduction: From GTD to MIAW implemented it to an advanced level

How to use this book

Affirming success
For those new to GTD
Not about the answers but about trusting your answers

"Without order, nothing can exist. Without

chaos, nothing can evolve"
Key is: how to learn the process how to get control back
Out of control / unfocused is inevitable Get focused AND Get organized -- but not
necessarily in that order Get organized = get control

A learnable set of behaviours

The Core Process A sequential way of focused thinking

You don't know where your are

You don't know where you want to go
You need maps if You don't know how to get from here to there
The #GTD model is just a model. Don't You've run into detours
strive for perfection in implemention; use The Road Map for Life and Work
it as a touch stone to (re)gain sanity. You want to know what's interesting along the way
Tricky Business Making it All Work - The Process Loss of control & perspective are a
Sometimes you're smart; sometimes Knowledge workers get lost easily byproduct of creativity and productivity
you're dumb. While smart, plan for
dumbness. Work = anything you want to get done
Planning For Inconsistency
that's not done yet; not just 9-5 stuff
easy Take into account everything that should be considered
fun Ensure you have great capturing tools What are we making work? Define what your work is Create and maintain a clear environment
ingrained habit with which to make well founded choices

Set up your calendar and action list manager Pressures of what you do professionally
encroach inappropriately on what you do
paper-based or electronic doesn't matter;
whatever works for you Constructing Your System privately
Set up ad hoc list functionality
Life and work are NOT mutually exclusive spheres
If you haven't one, "stuff" will (re)enter your life Set up a functioning reference system The Hoax of Life/Work Balance Key issue is to eliminate distraction and
have focused alignment in whatever
your workstation should give you the Structure effective personal office, home you're doing
feeling you're in your own 'cockpit' and transit workstations

incompletion trigger list might help Complete mind sweeps Making It All Work-In The Real World
Employing Tools and Tricks-Working a System
Negative label = you've gotten stuck here
Identify projects and actions to improve your system
Victim: only dealing with latest & loudest;
it *will* take time, but make it a habit just
like brushing your teeth (which also takes operating in crisis mode
Populating the System
time!) Incorporate time for processing Victim/Reponder Responder: knows this may happen, but
also knows how to get act to get back on
Build in the weekly operational review track
Creating elevated horizon events Micromanager: inordinate emphasis on
aim to reach zero every 24-48 hours Use and empty your in-baskets structure, process, system
Too controlled = out of control
Do weekly reviews Working the System Micromanager/Implementer
Implementer = we organize ourselves to
Reassess and refresh your system consistently fulfill our directives
The Matrix of Self-Management
What has your attention? What's the Crazymaker: no focus or at least
weakest link in the chain? Capture / overcommitted
When in doubt, clean your inbox Clarify / Organize / Review or Do? If you're not feeling in control... Crazymaker/Visionary "I can resist anything but temptation"

Just start doing the exercises and don't So, what? Visionary: visioning is core to expressing and expanding
get too hung up on what comes out. You The Fundamentals of
Self-Management An appropriate mix of perspective and structure
can always change things later on. ... and if you need a focus?
In "the zone"
Independant of content or substance of
Why am I here & How am I? Captain and Commander what you're doing
purpose is manifested continually But pay attention to preventive
maintenance responsibilities: don't just
"ultimately I take actions to complete
cruise along
projects in order to fulfill responsibilities
that I have so that I can move myself Scope: Why?
Relative
forward to accomplish things that I do to
make my vision come about, whcih will Situational
fulfill my purpose for being. The Matrix is Fluid
mission statement The 1st step in improving is accepting current reality
Typical formats
statement of purpose Captured
Typical trigger: a situation in which you're Purpose Clarified
unclear about how and why you're What has your attention hasn't been
Decided upon
involved OR in which you need to allocate Paying attention to what has your attention
scarce resources When to Engage Handled
Getting Perspective at 50k Feet:
Purpose and Principles The starting point is right now, right here
Focusing on your ultimate reason for
existence is likely to trip up anyone with
only a partially open consciousness, and Identify anything in life OR work that YOU Physical environment
in that context can quickly degenerate think might need to be different
into naive navel staring and self absorbed Mental inventory
romanticism. The Ultimate (and Patient) Power of Purpose
Create a crude placeholder for it in one Physical in-basket
delimited location
Scope: 'You wouldn't care where you lived Paper list
You're at your best when... what? as long as... what?"
The even more subtle stuff Use the Horizons of Focus as a checklist
Simple list
Typical formats 10k feet: Projects Unresolved issues are projects as well
Personal credo's
Principle
At the beginning of an(y)_enterprise, 20k feet: Areas of Focus and
when people aren't entirely clear on the The personal mind sweep Responsibility Roles you play, hats you wear
mode of operation When to Engage
What you need or want to be
accomplishing in the future
If you were wildly succesful in the coming Even if such goals haven't been clearly
years, what would you imagine or see 30k feet: Goals and Objectives
articulated, the question of setting them is
yourself doing or being? Lifestyle & career goals Scope: what would long-term success already on your mind -> capture that!
look, sound and feel like?
Nature of the company 40k feet: Vision

What you do see yourself doing 5 years from now? 50k feet: Purpose and Principles
What's the biggest/best thing you can offsite meetings etc Running diary of events happening
imagine for yourself or your organization?
Typical formats More reflective writing
write your own obituary Journaling Power of pure observation (without
treasure maps / mind maps immediate reaction)
Getting Perspective at 40k Feet: Vision
Regularly, and whenever circumstances demand it Handy if thinking about a particular
When and How to Engage
project/situation is
The true power in a long rnage vision is disjointed/fractured/scattered
Brainstorming
the acceptance that holding that picture
inside your consciousness permits you to Getting Control: Capturing
"When in doubt, clean a drawer"
imagine yourself doing something much
grander than you would normally allow Cleaning up Things are initially functional but lose their
yourelf. functionality over time
Pictures in our mind about ourselves The Future Is Now More than the sum of its parts
affect our neural patterns and self-image Group capturing

Thin line between optimal and obsessive

Projects taking longer than one year Recognize that distractions affect your energy
Getting the Capture Habit
A goal is an outcome that can be marked "done" Scope: what do you want to achieve?
All the puzzle pieces on the table
Simple list Write the question/request down, put it in
Typical formats
your inbox and know you'll get back to it
A Weapon Against Interruptions
Goals foster alignment
The Value of Bookmarking
Yearly, at least, but depending on when When and How to Engage
you'd like the goal to come true No imposed structure
Have a set of written and clear goals Tools Ubiquitous
Not up to date Getting Perspective at 30k Feet: Quick
Some Best Practices for Capturing
Too vague Goals and Objectives The power of pen and paper Ideas won't happen where they're executed
specific
Whiteboard (& digital camera)
measurable Current goals might be
There are no bad ideas
attainable Make your goals s.m.a.r.t. Playing the Game of the Bigger Game Overcapture; prune later
realistic MIAW
Stream of consciousness
timely Success Factors for Capturing
No commitments; just idea generation
Real challenge is that setting goals
Capturing as a lifestyle factor
assumes a willingness to abandon your
Start small and build up self-esteem that way comfort zone and jump into the unknown Your mind is for having ideas, not holding them
Thinking About Your Stuff, Not of It

finances
Things remain disorganized when people
health/vitalit don't confront their meaning
The Organizer as Therapist
parenting
recreation Unprocessed stuff nags at you
life The Nature and Volume of "Stuff" You go numb to nagging (but also to gold nuggets)
creativity
self-development Capture without restraint; after that,
spirituality Clarify and evaluate it against all sorts of
constraints
etc... Dealing with Stuff The Vision vs Execution Dynamic
Convergent vs. divergent thinking | CPH127
asset management Scope: what do you need to maintain?
"What is it? What do you think you should do with it?"
quality control The Key to an Empty In-basket
planning Notice areas that you're resistant to
staff development work examining in detail; these probably
Don't blend actionable and nonactionable items contain blended items
system design
public relations 'Maybe' is 'No, but might require action later'
Is it actionable?
etc... Getting Perspective at 20k Feet: Meetings should end identifying action
Areas of Focus & items and owners
Ask yourself: why do I have that project?
Responsibility You're responsible for your own life: don't
High level job description let yourself be the victim!
Org chart What's my desired outcome? / What does DONE mean?
Personal lifestyle checklist What's the next action? / What does
Typical formats The Fundamental Thought Process for GTD
Dept structure chart Getting Control: Clarifying DOING look like & WHERE does it
happen?
Project component checklist
You need to know where you're going in
Monthly or so
The Critical Questions to Be Answered order to get there most efficiently
Or when something signifant has The Tactical Value of Outcome Focusing Decide on a defined outcome will avoid
changed or will change procrastination and get you unstuck
Or when things aren't in balance How and When to Engage
(work/private!) as much as you'd wish The Reality Check of the Next Action Focus
them to be "Unless an active reclarification is applied
to stuff it tends to expand and
Areas of Focus that don't demand self-propagate"
attention usually don't get it: they'll lurk
It's Meaningless Is it trash? Reframe question: Does it
until they blow up. This way, you'll flag
them before they do. Hopping into the Realm of the More (still) have a meaning for you?
If It's Not Actionable, Then
Subtle and More Strategic Decide not to decide; no commitments to
do anything, but put it in a trusted Seven Problems with a Someday/Maybe
It's to Hold On, Until a Later Time organization list List — and Ways to Correct Them
Outcomes that can be completed in a year
Something that can be finished and It's reference
marked DONE
Scope: what do you need to complete? We don't need to think about them when
Weekly reviewed if you want to finish it within a year
things are obvious and easy .. but under
Not something you DO; you can only do action steps stress even simple procedures such as
capture & clarify are often resisted and
Projects list = index to your projects ignored.
No project too small Appropriate focus doesn't always happen
The Power of the Fundamental Thinking Process
No difference between personal and Typical formats on its own; train yourself to do it
business: it's what you want to GET
DONE, right? Getting Perspective at 10k Feet: Projects
There's no such thing as "not organized at all"
Get clear: (re)gather all stuff
Order = Freedom
also scan your calendar Get current: update your system Weekly
Not organised is to miss opportunities to
Get creative complete tasks with the minimum of tmie
How and When to Engage & effort
Whenever some key project(s) lags behind Inefficient systems drain energy
If you feel out of control
"Where things are suits what they mean to you"
You need to have thought enough so you "Organized" is a self-defined concept,
don't have to think, just act different for each individual
The Power of Project-level Thinking
Neat is not equal to organized
What "Organized" Really Means
The world changes over time; if you don't
Scope: what do you need to do?
change your environment with it, you
Typical Formats Organization is an ongoing effort become disorganized

When you have time and want to make Decide what to hold on to, how, and for what purpose
sure you're considering all available Meaning Precedes Organization
options
How and When to Engage Runway stuff generates more input and
occurs and changes more frequently
Inventory of options should be as clear
and complete as possible. Big difference Sophisticated Systems for Mundate Details Higher level purposes require less data
Getting Perspective on the and occurs less often
between mostly complete and fully
complete. Runway: Next Actions
The Runway and Your Priorities Might be evident, but if written down
Purpose allows for regular realignment
Execution has reached the top of the
business buzzwords
The Action Level as the New Frontier Best behaviours
Principles
Simple list will do
The more control and perspective you
have, the more you'll be willing to stretch Simple list
and expand into new territories
The Ultimate Mystery of the Mundane Vision 'Treasure map'
Outcomes
Photo collage
To get control is to have all of your
Areas of Focus Simple list; usu. less than 20
choices available in one place
To get perspective is to match your Once You're In Control, Keep Going! Simple list should do (NB: this is just the
choices to your goals index to all the projects; the support
Projects material goes elsewhere!)
If the meaning of your piles isn't regularly
refreshed, recalibrated, enlivened they Outcomes You're Waiting On From Others
can easily revert to so much 'stuff'
You Need Perspective to Stay in Control
Day+time specific actions
Perspective naturally follows out of Calendar Day-specific actions
Control, but addressing them separately
Reminders / information
allows for some oft-needed guidance
along the way Calls
Getting a Grip on the Horizons Getting Perspective
Computer
Easier to get control on the mundane
Home
Easier to commit clearly to higher levels if Actions
you can trust they'll be implemented Anywhere
ASAP, by context
Best guideline: pay close attention to Going Up or Down the Hierarchy Errands
what has your attention, and start on that Getting Control: Organizing Agendas
horizon
ReadReviews
The 'levels' do not imply relative ... etc
importance; they're all important
Waiting Fors
Higher altitudes typically provide Working with the Horizons of Focus
reference points regularly review
includes long range fantasies
Someday/Maybe ideas books to read, movies to see, places to eat
The Organizing Categories things to learn
Incubating
... etc

Park it until some later moment but you

need to be able to TRUST your system to
Calendared later starts hand it back to you at the right time

Information that is relevant to projects,

themes and topics
Project goes on the project list
Actionable items go on the Actions list
Support Material Support material can be kept out of the
Major trap: DO NOT store actionable items here way until needed
If you need to regularly review an item
here (e.g. the project plan), create an
action for that on the action list

Organize files by A-Z

Typeset labels
< 60 seconds to file and make it fun
General (manuals, maps, business cards etc)
Reference Keep drawers less than 3/4 full
System should be easy & fun
Purge files at least yearly
Specialized (work related files)

Trash, if left to pile up within our

psychological or physical environment will
create drag on the system which can only
be relieved by moving it where trash
typically goes.
Best practice of keeping all kinds of
potentially usefull data should be linked to
Trash a rigourous habit of regular review,
reasses and purge
Trash outside the trash can is an implicit
invitation to drop more.

If you think having all of these lists,

folders and trays is confusing, try not
having them...
As Simple As Possible, but No Simpler

Just creating a list isn't enough. You have

to engage with it with sufficient focus to
absorb the meaning in that data.

An Unused System Is Not A System No reason to have & maintain a calendar

if you don't pay attention to it

Keep capturing and trust that you'll clarify

& organize frequently

Getting Things Current The world changes, your priorities

change: you need time off to update your
system

Stop, stand back & assess what you're doing

You can only feel good about what you're
Getting Control: Reflecting not doing, if you know what you aren't
Provide perspective doing.
Use your system to unjumble your
The Dual Function Of Reflection thinking, then use your thinking to
coordinate your system.

Incomplete reviews of outdated lists

create as much stress as they relieve
"It feels so great to have it off my mind, I
don't ever want it back on my mind!"
Blueprints for Reflection If you're not consistently reviewing your
commitments in a directed way, you'll
compensate by attempting to review them
in a foggy way, all the time.

Yes
Is reading this mindmap absolutely, No
positively THE thing you should be doing
right now? Don't know? you're out of control

The most common cause of a list

becoming listless and uninspiring is the
LACK OF CLARITY about what to do
about what's on it
What has to happen first?
What's a Next Action? What does doing look like?
Where does it happen?

1. Do, if it takes less than 2 minutes Storing and retrieving takes more than two minutes.

Not just down, but also up (boss) or

sideways: the most effective party should
2. Delegate to someone else if at all possible handle this

Purpose/principles
Vision
Goals/objectives
Strategy
Areas of focus/responsibility
Projects
Getting Control: Engaging Actions

Context
Time available
Once You Know That The Next Action Is...
Computer

3. Do what's left Engagement factors Phone

Limiting factors
Resources available Internet
Shop
Money
Energy available

Pre-defined, i.e. working off your lists

If you do that right away, that implies that
it's more important than anything on your
Action options
Ad-hoc, i.e. stuff that's unforeseen list

Defining options, i.e. maintaining your lists Avg. 30-90 mins/day

Unstuff your brain, THEN trust it to make

the right decision about what to do right
now
The Success Factor Of Movement Per
The Priority Challenge Se: taking any action will give you more
of a sense of control than hanging back in
hesitation

YetIogwn_Making-It-All-Work.mmap - 16/06/2011 -