Getting things done
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Getting Things Done! outlines a method for staying organized and productive by clearing your mind, clarifying commitments, and keeping reminders organized in a regularly reviewed system. It recommends collecting all tasks in an inbox, processing emails by archiving, deferring or taking action on them, and prioritizing next actions. Key aspects include using a task list to determine what to do and when based on importance and productivity, capturing everything, trusting the system, categorizing tools like Outlook and OneNote, and automating what you can while focusing on the method over specific tools.
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Getting things done
- 1. Getting Things Done! Rui M. Barreira <rui.m.Barreira@gmail.com>
- 2. Monday 9h00 5 Tasks 10 unread emails Brother’s birthday on tuesday Dinner tonight Someone is calling! Read my notes I would like to see that movie Meeting with the team at 14h00 Dive Trip needs planning! Look for a new house! Too much to do, no time to do it!
- 3. Became Silent Water… How many incomplete or open loops are pulling your attention? There are much more than you think. 1. Clear your mind by emptying it! 2. Clarify exactly what your commitment is. 3. Keep reminders organized in a system you review regularly.
- 4. Collect everything 10 unread emails Brother’s birthday on tuesday Dinner tonight Someone is calling! Read my notes I would like to see that movie Meeting with the team at 14h00 Dive Trip needs planning! Look for a new house! Free up your mind for creativity and workflow!
- 5. Process your inbox Not actionable: Trash it Reference it Less then 2 minutes! Defer it, schedule for planning or add it to your task list or calendar. Process it and review it regularly!
- 6. Process your inbox Next action you need to take – Actions to be taken in the next day or week. Projects - Large goals that require multiple actions (need to transfer these to action lists periodically). Follow Up – Things you need others to complete. Someday – Things you might like to do in the future. Reference – Useful references for everyday tasks. Calendar – Meetings, training, conferences, etc. Use the structure that best suits you!
- 7. Prioritize next actions Urgent support ticket Go to the doctor Some calls Exercise Planning Trainning Work Interruptions Distractions Other calls Trivial Things Time Wasters Not UrgentNot Urgent × ImportantNotImportant First things, first!
- 8. Do it! The key is deciding what to do and when to do it Use your task list to determine what you should be working on Do the easy tasks when you are less productive Do hard and important tasks when you are more productive Always capture everything to your inbox You have to do things!
- 9. My recommendations Should be optional Evaluate if it is useful for you Do not over manage Shift the locus of fear, anxiety or stress Make it simple Use it for work and personal stuff You need to trust your system!
- 10. Outlook Categorize your inbox, calendar and tasks. Get actions where you can see them. Set up time framed commitments in the calendar. Automate recurrent tasks Automate as much as possible!
- 11. Onenote 11 Use OneNote to note everything! Send everything to Notes Stay organized! But care about the method, not the technology!
- 12. Final Review 12