Productivity

Question 1

Too Many Things on Our Minds - Three Reasongs We Need Systems

Answer 1

1. We likely have more internal commitments than we are aware of
2. We no longer have clear boundaries around work (globalization, technology)
3. We take on more than we can handle (make more internal and social commitments that we can fulfill)

Question 2

Why We Get Overwhelmed - Three Reasons

Answer 2

We didn’t…

1. Clarify what the intended outcome was
2. Decide what the very next physical step was
3. Put reminders on the outcome and action required in a system we trust

Most of the time, the cultprit of overwhelm is lack of clarity, not lack of time.

Question 3

Horizontal & Vertical Management

Answer 3

1. Horizontal - tracking the actions and results needed in the present
2. Vertical - tracking progression of actions and results needed over time

Question 4

GTD System - 3 Criteria

Answer 4

1. Allows tracking of commitments to actions and outcomes present and progressive (over time)
2. Supplies the right information at the right time, when the Leader needs it
3. Allows the Leader to quickly and easily shift from one thing to the next

Question 5

Five Stages to Workflow Management

Answer 5

1. Collect - all inputs (commitments, artifacts)
2. Process - sort what inputs mean and what to do with them
3. Organize
4. Do
5. Review

Question 6

Four Collection Tools

Answer 6

1. Physical Inbox
2. Note Taking Device
3. Voice Recording Device
4. Email Inbox

Question 7

Three Collection System Rules

Answer 7

1. Funnel - Everything goes into the collection system and out of the Leader’s head
2. Minimize & Simplify - Only have as many collection tools as absolutely necessary.
3. Process - a) Regularly review what is in there, b) clarify the intended outcomes, and c) decide what to do about it

Question 8

Processing Collection - Three Factors

Answer 8

1. What is it?
2. What is my intended outcome?
3. Is it actionable? Y/N
   
   1. No - Throw out, File to Incubate, or file in Reference
   2. What is the very next step? Do it, Delegate it, or Defer it

Question 9

Do it, Delegate it, Defer it

Answer 9

1. Do it - If an action takes less than two minutes, it should be done at the moment it is defined.
2. Delegate it - If the action takes longer than two minutes, ask yourself if you’re the right person to do it. If the answer is no, delegate it.
3. Defer it - If the action takes longer than two minutes, and you’re the right person to do it, defer acting on it until later and track it on “Next Actions” lists or calendar.

Question 10

Five Limiting Criteria for Action

Answer 10

1. Commitment
2. Competence
3. Capacity
4. Resources
5. Authority

Question 11

Seven Organizing Buckets

Answer 11

1. Project Support Material Folder
2. Calendar
3. Next Actions List
4. Waiting for… List
5. Reference Cabinet
6. Incubation Folder - Soon or Someday
7. Trash

Question 12

Two Rules for Sacred Calendar

Answer 12

1. If you write something there, it must get done that day or not at all.
2. The only rewriting should be for changed appointments.

Question 13

Six Weekly Review Buckets

Answer 13

1. Projects
2. Clients
3. Next Actions
4. Calendar
5. Waiting for
6. Incubate

Question 14

Four Weekly Review Objectives

Answer 14

1. Get Clean, Current, and Complete
2. Gather and Process loose ends
3. Review Personal Workflow System
4. Update Lists

Question 15

Four MAP Domains

Answer 15

1. Wellness
2. Relationships
3. Lifestyle
4. Career

Question 16

Five Phases of Natural Project Planning

Answer 16

1. Definine Purpose and Principles
2. Envision Outcome
3. Brainstorm
4. Organize
5. Identify Next Actions

Question 17

Three Steps of Outcome Visioning

Answer 17

1. View the project from beyond the completion
   date
2. Envision “wild success” (suspend “Yeah, but.)
3. Capture conditions, features, aspects, and qualities you imagine in place

Question 18

Three Brainstorming Principles

Answer 18

1. Suspend judgments, challenges, evaluation, or criticizism
2. Go for quantity, not quality
3. Put analysis and organization in the background

Question 19

Three Organizing Principles

Answer 19

1. Identify the significant pieces
2. Sort by: components, sequences and priorities
3. Detail to the required degree

Question 20

Two Factors for Defining Next Actions

Answer 20

1. What’s the next action?
2. Who will do what by when?

Question 21

13 GTD Tools to Get Started

Answer 21

1. Paper holding trays
2. Stack of plain letter-size paper
3. Pen or pencil
4. Post-its
5. Paper clips
6. Binder clips
7. Stapler and staples
8. Scotch tape
9. Rubber bands
10. Automatic labeler (try the Brother labeler as
    it’s the most user-friendly)
11. File folders
12. Calendar
13. Wastebasket/recycling bins