organize your life free your mind
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Organize Your Life Free Your Mind. Erik Johnson Research Associate MOVES Institute 5/2/2013. Time Management Strategies. Background. Monkey Mind. Multiple ToDo Lists Jumping between thoughts Lack of focus Start/Stop tasks Don’t know where to start?. GTD. - PowerPoint PPT PresentationTRANSCRIPT
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Organize Your Life
Free Your MindErik Johnson
Research AssociateMOVES Institute
5/2/2013
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Time Management Strategies
What• Figure out what to do
When• When to do it
How• How to do it (most effectively)
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Background
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Monkey Mind• Multiple ToDo Lists• Jumping between thoughts• Lack of focus• Start/Stop tasks• Don’t know where to start?
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GTD• Get planned tasks and projects
out of your mind and recorded externally
• Break down the task into workable action items
• Frees the mind from having to remember tasks
• Allows greater focus on the task at hand
BUY THIS BOOK
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GTD – 5 stagesCollect
Process
Organize
Review
Do
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GTD - Collect• Everything that demands your attention • Big or small, important or not• Mail, e-mail, voice messages• Should, Need to, Ought to, Would like to…• 100% of “open loops”• Empty often!
Inbox(s)o In basketo Binderso Digitalo File Folders
Minimize the number of collection devices:
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GTD - Inbox
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GTD - Process• Process your “In box”• Decide what to do
about each item
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GTD - OrganizeWhere to put the “stuff” you’ve processed
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GTD - Review• Weekly review of all open loops• Review your system• Update lists• Clarify, clear, and close
~30 minutes every weekFriday or Sunday evenings
“The more complete the system is, the more you’ll trust it” – David Allen
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GTD – Do!Everything is organized and in place
Pick from:
• Context (location, person)• Energy level• Priority• Time required
Depends on:
Calendar
Next Actions
Someday/Maybe
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Condensation, atmosphericmotion, and cold beer
“The latent heat released when water condenses is an important driver of weather phenomena. And as a simple experiment shows, it also makes it tough to enjoy a frosty one in the summertime”. -Physics Today, April 2013
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The Zero Inbox1. Don’t check your email unless you’re
ready to do something with what you find.
2. Process every email when you read it.
For every email, immediately:• Handle it (if less than 2 minutes)• Delete it• Move it to:
• Hold • Follow up• Archive
Be ruthless!
Only you can prevent Inbox
overflow.
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The Zero Inbox
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Concentration &Productivity
Distraction Free EnvironmentPhysical DesktopVirtual DesktopApplications
ProductivityLinked to Lighting, Temperature, SoundNappingCute baby animals
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Distraction-free Applications
• Enable full-screen mode• Hide unnecessary toolbars• Minimize other windows• Hide desktop icons• Close that Browser (and email!)
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Time TrackingWhere’d the day go?
https://www.toggl.com http://www.getklok.com
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Procrastination
• • •
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“stuff”
Is it Actionable?
Yes
What’s the next action?
Less than 2 minutes?Yes
Do it Delegate it
No
Defer it
No
TrashSomeda
y/MaybeReferen
ce ArchiveProject
s
Waiting Calendar
Next Actions