time management part 2. two approaches to time management top down and bottom up top down and bottom...
TRANSCRIPT
Time
Management
Part 2
Time
Management
Part 2
Two Approaches
To Time
Management
Two Approaches
To Time
Management
Top Down
AND
Bottom Up
Top Down
AND
Bottom Up
1. The TOP DOWN
Approach
2. The BOTTOM UP
Approach
Working With Our Brains
Working With Our Brains
The brain should:
• Have thoughts
more than hold
them.
• Think about things
more than of them.
The brain should:
• Have thoughts
more than hold
them.
• Think about things
more than of them.
What is GTD?What is GTD?
•A way to manage our commitments
•A way to ensure we are productive
•An action management system
•A mental reminder system
•A trusted system for our
commitments
•A way to manage our commitments
•A way to ensure we are productive
•An action management system
•A mental reminder system
•A trusted system for our
commitments
Managing CommitmentsManaging Commitments1. Capture all the things that need to get done into a logical and trusted system outside of your head and off your mind.
1. Capture all the things that need to get done into a logical and trusted system outside of your head and off your mind.
Managing CommitmentsManaging Commitments1. Capture all the things that need to get done into a logical and trusted system outside of your head and off your mind.
2. Clarify what your commitment to each responsibility is and what you need to do to make progress towards fulfilling it.
1. Capture all the things that need to get done into a logical and trusted system outside of your head and off your mind.
2. Clarify what your commitment to each responsibility is and what you need to do to make progress towards fulfilling it.
Managing CommitmentsManaging Commitments1. Capture all the things that need to get done into a logical and trusted system outside of your head and off your mind.
2. Clarify what your commitment to each responsibility is and what you need to do to make progress towards fulfilling it.
3. Keep reminders of your actions in a system that you review regularly.
1. Capture all the things that need to get done into a logical and trusted system outside of your head and off your mind.
2. Clarify what your commitment to each responsibility is and what you need to do to make progress towards fulfilling it.
3. Keep reminders of your actions in a system that you review regularly.
The GTD Workflow Process
The GTD Workflow Process
1. Collect things that command our attention
2. Process what they mean and what to do next
3. Organise the actions into lists
4. Review to ensure we follow through
5. Do what needs to be done
1. Collect things that command our attention
2. Process what they mean and what to do next
3. Organise the actions into lists
4. Review to ensure we follow through
5. Do what needs to be done
1. Collect1. CollectCollect everything that has your attention into buckets.
•Get it ALL out of your head•Minimise the number of collection
buckets•Empty the buckets regularly – get it to
zero!
•Get it ALL out of your head•Minimise the number of collection
buckets•Empty the buckets regularly – get it to
zero!
The Mind-Sweep ExerciseGet everything out of your mind and
onto a piece of paper:Commitments you have made
Open-loopsAnxieties
Unfinished tasks
The Mind-Sweep ExerciseGet everything out of your mind and
onto a piece of paper:Commitments you have made
Open-loopsAnxieties
Unfinished tasks
Mind-Sweep TriggersMind-Sweep Triggers
Projects started and not completed?Projects started and not completed?Projects not yet started?Projects not yet started?People waiting to hear from me?People waiting to hear from me?Topics to researchTopics to researchCommunications that are incomplete?Communications that are incomplete?Important events coming up?Important events coming up?Writing to do?Writing to do?Meetings to follow up on?Meetings to follow up on?Financial things to follow up on?Financial things to follow up on?Things to plan or organiseThings to plan or organiseTravel arrangementsTravel arrangementsItems linked to your work or ministryItems linked to your work or ministryThings you need to be to improve?Things you need to be to improve?Items loaned or borrowed?Items loaned or borrowed?Errands to run – things to get?Errands to run – things to get?
2. Process2. Process
•Do it (2 min rule)
•Delegate it
•Defer it
(Calendar)
•Do it (2 min rule)
•Delegate it
•Defer it
(Calendar)
If it is…If it is…
Decide what you need to do about each item.
Ask: Is it actionable? What is the Next Action?Ask: Is it actionable? What is the Next Action?
•Trash it
•Incubate it
•File it
•Trash it
•Incubate it
•File it
If it isn’t…If it isn’t…
The Next Actions Exercise
1. Think of something you need to do
The Next Actions Exercise
1. Think of something you need to do
The Next Actions Exercise
1. Think of something you need to do
2. Describe the outcome in a sentence
The Next Actions Exercise
1. Think of something you need to do
2. Describe the outcome in a sentence
The Next Actions Exercise
1. Think of something you need to do
2. Describe the outcome in a sentence
3. Write down the next physical action
The Next Actions Exercise
1. Think of something you need to do
2. Describe the outcome in a sentence
3. Write down the next physical action
The Processing ExerciseTake your mind-sweep list and apply the processing strategy to each item.
The Processing ExerciseTake your mind-sweep list and apply the processing strategy to each item.
•Do it (2 min rule)•Delegate it•Defer it (Calendar)
•Do it (2 min rule)•Delegate it•Defer it (Calendar)
Yes!Yes!
Is it actionable?Is it actionable?
•Trash it•Incubate it•File it (reference)
•Trash it•Incubate it•File it (reference)
No!No!
3. Organise3. OrganiseOrganize the action items into lists.
•Next Actions List - in contexts
•Projects List - multiple action
steps
•Waiting for List
•Someday/Maybe List
•Agendas List
•Next Actions List - in contexts
•Projects List - multiple action
steps
•Waiting for List
•Someday/Maybe List
•Agendas List
The Contexts ExerciseLook through these next action
contexts and see how you need to adapt it:
@Calls@Computer@Office@Calendar@Meetings@Home@Errands@Read@Waiting for
The Contexts ExerciseLook through these next action
contexts and see how you need to adapt it:
@Calls@Computer@Office@Calendar@Meetings@Home@Errands@Read@Waiting for
The Next Actions ExerciseTake a mind-sweep item, identify a
next action and transfer it to the right context in your next actions list.
The Next Actions ExerciseTake a mind-sweep item, identify a
next action and transfer it to the right context in your next actions list.
The Defining Projects Exercise
1. Identify a project - a commitment that will take more than one action to finish.2. Describe the outcome - what the project will look like when it is complete.3. Write down the next action required to move the project towards completion,4. Transfer it to your next actions list.
The Defining Projects Exercise
1. Identify a project - a commitment that will take more than one action to finish.2. Describe the outcome - what the project will look like when it is complete.3. Write down the next action required to move the project towards completion,4. Transfer it to your next actions list.
4. Review4. Review
•Review your action lists
daily
•Review everything weekly
•Review your action lists
daily
•Review everything weekly
Get your stuff clean and current on a regular basis.
The Weekly Review ExerciseThink of a regular time each week that
you can put aside to do a weekly review.
The Weekly Review ExerciseThink of a regular time each week that
you can put aside to do a weekly review.
5. Do5. DoMake good choices about what to do at any point in time.
•Context - Where are you?
•Time - How much time do you have?
•Energy - How are you feeling?
•Priority - What is most important?
•Context - Where are you?
•Time - How much time do you have?
•Energy - How are you feeling?
•Priority - What is most important?
Ultimately GTD is about two things:1. Gaining Control – get organisedUltimately GTD is about two things:1. Gaining Control – get organised
The Five Stages of Control
1.Capture
2.Process - Clarify
3.Organise
4.Review - Reflect
5.Do – Engage
The Five Stages of Control
1.Capture
2.Process - Clarify
3.Organise
4.Review - Reflect
5.Do – Engage
Ultimately GTD is about two things:2. Gaining Perspective – get focussedUltimately GTD is about two things:2. Gaining Perspective – get focussed
•The Runway – Next Actions
•10,000 feet – Projects
•20,000 feet – Areas of Responsibility
•30,000 feet – Goals and Objectives
•40,000 feet – Vision
•50,000 feet – Purpose and Core Values
•The Runway – Next Actions
•10,000 feet – Projects
•20,000 feet – Areas of Responsibility
•30,000 feet – Goals and Objectives
•40,000 feet – Vision
•50,000 feet – Purpose and Core Values
The Six Horizons of Focus or PerspectiveThe Six Horizons of Focus or Perspective
Tools for Getting Things DoneTools for Getting Things Done
Things I do to Get Things Done!Things I do to Get Things Done!
1. Create a weekly planner EVERY week – write fresh goals, schedule activities for goals, leave space for doing next actions
2. Do a weekly review EVERY week3. Write EVERYTHING down4. Keep a capture device close by ALL the time5. Use a journal for next actions, notes,
insights6. Transfer next actions to my lists ASAP!7. Maintain my lists: NA’s, Projects, Agendas,
Ideas, Prayer Journal, Responsibilities8. Apply GTD insights to handling email – Get
my Inbox to Zero daily
1. Create a weekly planner EVERY week – write fresh goals, schedule activities for goals, leave space for doing next actions
2. Do a weekly review EVERY week3. Write EVERYTHING down4. Keep a capture device close by ALL the time5. Use a journal for next actions, notes,
insights6. Transfer next actions to my lists ASAP!7. Maintain my lists: NA’s, Projects, Agendas,
Ideas, Prayer Journal, Responsibilities8. Apply GTD insights to handling email – Get
my Inbox to Zero daily
Processing Blog PostsProcessing Blog Posts
Honest Sharing in PairsHonest Sharing in Pairs
What season of spiritual growth am I in?What season of spiritual growth am I in?Who is my accountability partner(s)?Who is my accountability partner(s)?How am I balancing family and ministry?How am I balancing family and ministry?How am I doing with time management?How am I doing with time management?Do I work more than two-thirds of the day?Do I work more than two-thirds of the day?Do I take my day off each week?Do I take my day off each week?Do I take annual leave with my family?Do I take annual leave with my family?What am I doing to grow as a leader?What am I doing to grow as a leader?What weakness am I working?What weakness am I working?What am I currently reading for my What am I currently reading for my growth?growth?