group 10 getting things done by david allen summary

David Allen

Group No. 10

Anupam Dey PGP30363 | Sonali Gupta PGP30107 | Suhani Kejriwal

PGP30109 | Vartika Jaiswal PGP30116 | Yatin Bhardwaj PGP30417

7 Practical Lessons for Managers from the book

What’s Your

Biggest Problem???

Too much to do and

so little Time…

What to do??What

Does it Lead To??

BUT……

David Allen

• A management consultant and executive coach

• Called a personal productivity guru 

• Published Getting Things Done in 2001

“Your mind is for having ideas, not holding them.”

- David Allen

“WARNING: Reading Getting Things

Done can be hazardous to your old

habits of procrastination.”

- Carola Endicot

Director, Quality Resources,

New England Medical Centre

Welcome to Getting Things Done

How To Get Things Done?

Conscious mind is a focusing tool, not a

storage place.

-David Allen

Lesson 1 : A New Practice for a New Reality

Free yourself from the various tasks by :

Writing down the outcomes you wish to achieve

For every outcome, determining the "next physical action" to move forward

Remind and Review regularly

1. Setting Aside Time:

Lesson 2 : Setting Up Time, Space and Tools

2. Setting up the Space: Set up space at home, work and in transit.

Central Cockpit of Control, such as room, phone,

computer etc

4. Filing System

Filling system at hand distance

from workpla

ce

Only one

filling system

“Where could item be?” Should

have 2-3 possible answers

only

Quick item filling, less

than a minute

Purge filling

system once a year

Lesson 2 : Setting Up Time, Space and Tools

3. Tools: THINGS REQUIRED, such as plain paper, file folder, calendar etc

Transform all items into discrete items of work

Transform into physical form that can be put in a basket or work stack

If it does not fit on the stack, label the item on a piece of paper and put it on the 'work stack'

Lesson 3 : Collection; Corralling Your Stuff

Collect everything

Identify each item

Decide what to do with each of the items in the "in" box

Lesson 4 : Clarifying- Getting into Empty

FIFO Method

Is the task actionable?

TrashNot of any use

IncubateSomeday/May be list

ReferenceRetrievable when

required

No

Lesson 4 : Clarifying- Getting into Empty

Do it(when action takes

<2 min)

Defer it(to the appropriate

person)

Delegate it(do it later)

Yes

2. Calendared Actions and Information

Basic Categories of Things to Keep Track

1. A Projects List

3. Waiting For Others to Complete List

4. To Do List

5. Someday/ Maybe List

Reflecting: Keeping it all fresh and functional

Review your daily calendar Review your Action List

Get Clear Get Current Get Creative

Updating Your System : Weekly Review

The Bigger Picture Reviews

Four-Criteria Model for Choosing Action in the Moment

Context

Time Availabl

e

Energy Availabl

e

Priority

1. CONTEXT

You Have Freedom When You Are Easy In Your

Harness

2. TIME AVAILABLE

Having A Sense Of Time Is Not A Gift But

A Conscious Effort To Use It Effectively

3. ENERGY AVAILABLE

We All Have Times When We Think More Effectively And Times When

We Should Not Be Thinking At All

4. PRIORITY

It Is Impossible To Feel Good

About Your Choices Unless You Are

Clear What Your Work Clearly Is!

SIX LEVEL MODEL FOR REVIEWING YOUR OWN WORK

Life

Long Term Visions

One To Two Year Goals

Areas Of Focus And Accountability

Current Projects

Current Actions

WHAT IS THE MAIN SOURCE OF NEGATIVE FEELINGS?

Broken Agreements With Yourself Are One Of The Biggest Source Of Negative Feelings

HOW TO PREVENT BROKEN AGREEMENTS WITH YOURSELF

• Don’t make the agreement – Maintaining an objective and complete inventory of your work, regularly reviewed, makes it much easier to say no with integrity

• Complete the agreement – Finish the work that needs to be done

• Renegotiate the agreement – It is the act of forgiveness that opens up the only possible way to think creatively about the future at all

WHY BRIGHT PEOPLE PROCRASTINATE THE MOST

Their sensitivity and creativity give them the capability to produce in their minds lurid nightmare scenarios about what might be involved in doing the project and all the negative consequences that might occur if it not done perfectly

THE INTELLIGENT DUMBING DOWN

No Matter How Big And Tough A Problem May

Be, Get Rid Of Confusion By Taking One Little Step Towards Solution.

Do Something!

VALUE OF A NEXT ACTION DECISION MAKING STANDARD

The question, “What is the next action?” Forces:-• Clarity• Accountability• Productivity• Empowerment

GETTING THINGS DONE AND COGNITIVE SCIENCE

Research conducted in the field of Cognitive Science has emerged within several frameworks and categories

1. POSITIVE PSYCHOLOGY

• Relevant aspects of positive psychology include happiness, psychological well being, strength, character and virtue

• This is relevant to GTD as it is more concerned with meaningful work, mindful living and psychological well being than simply knowing how to manage tasks

2. VALUE OF AN EXTERNAL MIND

• If we use our memory as our organizing system, our mind becomes incompetent because of the demand of intense work

• GTD helps in focused attention and mindful thinking at the right time

3. RELIEVING THE COGNITIVE LOAD OF INCOMPLETIONS

• Uncompleted task take up room in the mind which limits clarity and focus

• GTD helps in giving a trusted plan that ensures forward engagement will happen

4. FLOW THEORIES

You can only put your conscious

attention to one thing at a time. If that’s all that has your attention, you are in flow

5. SELF LEADERSHIP THEORY

Providing yourself the right cues,

which you will notice at the right time,

about the right things

6. GOAL STRIVING

• Goals are a vital part of life

• GTD serves to facilitate both personal and professional goals

7. PSYCHOLOGICAL CAPITAL

It consists of Four definable aspects

• Self efficacy• Optimism• Hope• Resilience

THREE TIERS OF MASTERY

Over the years people who adopted the GTD methodology have demonstrated three stages of maturity

1Employing the fundamentals of

managing workflow

2Implementing a more elevatedand integratedlife management system

3Leveraging skills to create clear space and get things done for an ever-expansive expression and manifestation

1. Free yourself from the

various tasks

2. Five Stages of

mastering workflow

• Capture

• Clarify

• Organize

• Reflect

• Engage

3.Eight GTD Lists and

Files

• Next Actions, Calendar,

Project Plans, Waiting For

Someday, Tickler, References

4. Three Tiers of mastery

• Employing Fundamentals

• Leveraging Skills

• Life Management System

THANK YOU