simple productivity system
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Principles of aSimple Productivity System
8 Habits to Achieve the Power of Done!
Kevin PaschuckJune 2, 2010
“So What?” 1 hour from now …
Three Key Objectives
Framework for a Trusted SystemAll “to-do’s” out of your head and off your mind
Method for achieving resultsStress-Free way of doing what’s most important
Ideas for managing our energyMake front-end decisions about all “inputs”
Kanso (Simplicity)Simplicity means the achievement of
maximum results with minimum means- Japanese Principle
TakeWhat Works for You
and leave the rest
43% of Americans categorize themselves as
disorganized
Does your day look like this?
(but, keep it simple)Get a System1.
The 2 best … in my opinion
Components of a Simple System
The SetupInboxes, lists, calendar, file system
Right ToolsMust be simple to use and maintain
Adoption and UsageUse the system every day
UbiquitousCapture
2.
Capture Setup
Notebook or Software ApplicationWrite down everything coming into your life not already in written format
Loose Leaf Paper or NotebookMeeting notes
CalendarTime specific actions, meetings and day specific information, tickler
Master “To-Do” Lists@Work @Personal @Waiting For @Projects @Someday @Reference
File SystemPhysical inbox for papers, manila folders in alphabetical order & digital
Get Organized3.
Put Everything in its Place
Incoming Hard Copy PapersPhysical inbox
Simple File System - AlphabeticalHave blank labels ready and empty folders on hand
Tickler SystemCalendar for digital & “31” daily file folders for day specific items
Purge Your Files Once a YearTrash anything that you will not need or untouched in last 12 months
Find a HomeDesignate a spot for all your items – car keys, wallet, tax info, etc.
Daily Processing4.
(Major Inboxes: Email, Voicemail, Calendar, Notebook)
Processing Guidelines
Process Calendar, Tickler & Actions EverydayMore frequently if needed – don’t let items pile up – piles are your enemy
Minimize your InboxesEvery place you have to go to check messages or get info is an “inbox”
Scan Email Once an HourBut don’t be obsessive – Do email from top down to capture “threads”
Schedule Time to ProcessFirst thing in the morning and last thing before you head home work best
Process to EmptyCelebrate when your inbox is empty
Incoming Workflow Process
Just Do ItIf a task takes 2 minutes or less, just do it rather than adding to your lists
Delete ItIf no action & you don’t need it, trash it (can also be filed for reference)
Delegate ItAre you the right person to do this task? (add to @Waiting For list)
Defer It for LaterAdd it immediately to your “To-Do” or @Projects list
File ItIf it’s just something to reference later – file right away if possible
Plan6. (at a weekly level)
Schedule Your Work
List Major Accomplishments for the WeekTry to include a milestone for personal & yearly goals (limit these to 5)
Most Important Tasks for the DayDecide each morning what’s most important to work on for that day
Schedule your Tasks on the CalendarRecurring “work time” in 2 hour blocks as a placeholder
Batch Tasks for the DaySmaller tasks that need to be completed that day
Do the Work(One task at a time)
6.
Find Focus & Execute
Start with the Most Important TaskWork on it for a set amount of time or until it’s done
Minimize DistractionsTurn off email, internet and don’t answer the phone
Some Interruptions are UnavoidableAsk the question “Is this urgent or can we schedule some time later?”
If Interrupted, Bookmark your Stopping Point Put all documents and work items aside (preferably in a folder)
Weekly Review 7.
Weekly Review, Every Week
Get ClearCollect loose papers – Business cards, receipts, paper in “in-tray”Get “Inbox” to zero – Process all inboxes (email, notes, paper, etc.) Empty your head – Write down any uncaptured items
Get Current & ReviewCalendar – Past & upcoming (capture tasks triggered)Lists – Project next actions, delete completed itemsLong term goals – Break it down into an actionable next stepFollow-up on any “Waiting For” Items – Send reminder emails
Get CreativeReview Someday list – Transfer any active over to projects listBrainstorm new ideas – Add them to the right list
Right Tools8.(for the job)
My Tools
Notebook for Daily CaptureYou don’t need to power it up
Levenger Leaf PaperTo take meeting notes
CalendarMS Office @work and Apple Mail @home
Master “To-Do” Lists in MS Word@Work @Personal @Waiting For @Projects @Someday @Reference
iPhone AppsList Master or SmartSheet (might eventually replace my MS Word)
Simple Productivity – A Recap1 Just have a system2 Capture everything3 Organize your life to minimize brain strain4 Process daily – get stuff out of your head5 Plan your work – work your plan
7 The weekly review is your safety net8 Use the tools you already know
6 Just do it – multitasking is less efficient
Closing Thoughts
Integrate Work with Life
Rome was not Built in a Day
There isNo Perfect
System
What was Helpful?
THANK YOU
Kevin PaschuckVice President, Public Sector
RightNow Technologies
kevin.paschuck@rightnow.comkevin_paschuck
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