Getting Things Done (GTD) using Evernote

““The Art of Stress-Free Productivity”The Art of Stress-Free Productivity”

Getting Things Done (GTD)Getting Things Done (GTD)

in your job and your life in generalin your job and your life in general

2011 WLIA Annual ConferenceMadison, WI

Presented byJeff DuMez

Brown CountyGIS Coordinator/Land Information Officer

Presentation OverviewPresentation Overview•What is Getting Things Done (GTD) and why is it so popular?

•It is about a systematic approach to your work

•It's not as much about “gear” (planners, etc)

•GTD is so popular partly because it is “gear-agnostic”; you can use any gear you want (paper, Excel, Outlook, etc)

•My preferred gear:

Why GTD?Why GTD?

Why use the GTD system?Why use the GTD system?•We're expected to “Do More With Less”

•Our services are in growing demand•Expectations are high: GIS is supposed to create efficiencies for your organization

•We're a slave to the “Latest & Loudest”•despite efforts to be strategic, “Emergency Mode” is too often the way we end up working•email, mobile phones exacerbate the problem

• We're burned out trying to use psyche as a “system”• Instead, use a system to free up the psyche.

A better system is neededA better system is needed

•In today's world, yesterday's methods just don't work

•Information (data) comes at you from many directions

•Constant emails, mobile phones, cubicle environments, etc invite too much distraction.

•GTD helps capture, filter, manage, and act on what is relevant to YOU

•“Knowledge Work” has no clear boundaries

•In the old days, work was more self-evident: Plowed fields, cranked widgets, etc

•Today, for many of us, the “edges” to our work are less clear.

•Whatever you're doing at any given moment, you'd like to be more confident and relaxed that what you're doing at the moment is what you ought to be doing.

Psychology behind GTD principlesPsychology behind GTD principles•If it’s on your mind, your mind is not clear

•Unleash more potential with clear minds and organized thoughts.

•If your mind is your “system”, there’s a part of your psyche that thinks you should be doing it all the time.

•Everyone knows it helps to write things down, but many people don’t

•Almost everyone has made lists and felt at least a little bit better. Why?

•Even if you do write it down:

•If you don’t process and store your notes properly (like in a GTD system), the written clutter can make things worse.

What's different about What's different about GTD?GTD?

•Proven ways to help channel energy strategically and tactically without letting anything fall through the cracks

•Transforms the way you work and live, shows how to pick up the pace without wearing yourself down.

•How GTD has helped me and thousands of others

•Stop looking only at "what won't blow up if I don't deal with it".

– The “latest and loudest” things tend to take care of themselves, but there is a need to keep moving other important projects forward also

•Start being more strategic and more relaxed while dealing with stuff coming at you in your job and life from many directions

What is GTD?What is GTD?

GTD techniquesGTD techniques

•GTD techniques are practical and based on common sense•One reason for the popularity•Another reason for GTD's popularity is that you can use any tool or any kind of 'gear' you want.

•Many people buy a planner & calendar and think, “There!” I'll be organized now”

•However, techniques on how to use things like planners is sorely lacking, so the tool is almost worthless.

•It’s like buying GIS software (the tool) but unless you are putting things into it and using it properly, there’s really no point in buying the tool.

Trusted & Trusted & CompleteComplete System System

•Calendars are an example of a “trusted system”.... •Nobody wakes up and thinks, “oh oh, where do I have to be today or a week from Thursday at 2 PM?”

•They have the appointments off of their mind

•But calendars are not a complete system

•GTD process takes the “get it out of your head” principle to another level

•GTD helps you capure ALL things that need to get done—now, later, someday, big, little or inbetween

•Calendars and “To-Do” lists are only a part of this

•GTD completes your logical system and gets everything off your mind so you can focus better and be less stressed

How is GTD better than How is GTD better than calendars & To Do lists?calendars & To Do lists?

•GTD is different because:•It lets you handle more volume (even the “small stuff”)•It lets you handle different levels of focus (each is “current reality”)•It takes context into account (work, home,•It takes time & energy into account

••GTD helps you be in the “ready state”

• Git a grip on it all

• Stay relaxed

• Get meaningful things done with minimal effort across the whole spectrum of life & work.

GTD DisciplineGTD Discipline

•GTD also provides the discipline to make decisions about everything.

•Next actions based on context, time, energy

•Helps us successfully 'spin many plates'

•Yet GTD is also nimble, unlike traditional “To-Do” lists•You can adjust and renegotiate any any moment

•GTD is flexible, unlike the standard prioritized “to-Do” lists that must be constantly re-prioritized.

• Again, anyone who has ever done a “to-do” list knows that simply writing things down can help you feel at least a little better.

•Once you figure out why this works, one of the key principles of GTD, you'll never go back

How does GTD work?How does GTD work?

How does GTD work?How does GTD work?

•The principles of GTD are simple...•But the nuances of making the practices effective can take some time to master

• Basic Steps:

1. Collect

2. Process

3. Organize

4. Review

5. Do

Step 1: CollectStep 1: Collect

•Get it ALL out of your head. Complete “Mind Sweep”.•Even the stuff like “ah, I should...” that will gnaw at you, if not conciously, subconciously

•Gather the “incompletes” in your life

•Collection tools

• Can be anything you like just make sure it's simple & easy!

• Nothing wrong with paper and white boards to start with

• Collect those things into your inbucket (I'll discuss how later).

• Minimize # of in buckets

• Why email inbox is not sufficient

• There will be a feeling of relief by doing even this first step

Step 2: ProcessStep 2: Process

•Goal is to drive your collection bucket(s) to EMPTY

• Is it actionable?

• Is it trash?

• Is it potentially useful as reference?

• Might I want to do it someday?

2nd stage of getting control is corralling your stuff.

“Knowledge work athletics”.

Step 3: OrganizeStep 3: Organize•Projects•Someday/Maybe•Waiting For•Calendar (to do at a specific time)•Next Actions (to do as soon as possible)

•Tickler File•Reference•Trash

Step 4: ReviewStep 4: Review

• “Weekly Review”

•Make “Action Choices” based on:•Context – most actions require specific locations (work, home, in the car, with certain people, etc)•Time available•Energy Available•Priority (given the context, time, energy)

Review methodsReview methods

•Use any tools / processes you are comfortable with for your review:

– Brainstorming / whiteboarding

– Outcome visioning

– Mind Mapping

– Ghant charts

– Anything you like....

• ...Just be sure the end results of these methods/tools (action items, etc) go into your GTD system

““Horizons of Focus” help Horizons of Focus” help with your reviewwith your review

Step 5: Just Do It!Step 5: Just Do It!

• The power of knowing “The Next Action”

•Planned out, clear Next Actions.

•Not vague things like “server” or “taxes” or “Jim”.

•The GTD system is your control panel allowing you to just get busy DOING

•You will have your clear and concise “Next Action” items in front of you, based on context, energy, etc.

•Decreases procrastination by feeding you manageable, completeable bite-sized actions to move larger projects forward.

•The system allows you to more easily absorb interruptions and new input while still staying in focus and on track

•“Mind like water”

•Abraham Lincoln: "If I had eight hours to chop down a tree I'd spend six sharpening my axe"

•Generals, NFL players, and many others who know the power of a clear mind to help them just DO in the heat of action have praised GTD because they know productivity is directly proportional to our ability to relax.

•With GTD system, you can sit back and be “Captain & Commander”.

•Even while “down in the weeds”, new input is easily absorbed, processed.

•This for me has been a huge stress reliever. I'm still only 1 person but I feel as if I'm giving it my best. I have a better grip on my commitments and feel more in control.

Is GTD too much organizing Is GTD too much organizing and not enough and not enough DOINGDOING??

My GTD systemMy GTD system

My chosen GTD tool: EvernoteMy chosen GTD tool: Evernote

•“Evernote” benefits•Easy to use•Free (for most features)•Works on ANY device or operating system

•Desktop:•Windows, Mac, any web browser

•Mobile:•Android, iPhone, Windows Mobile, etc•Any cell phone•Text message in•Call into voice transcription services like Jott (converts to text, includes the original voice msg)

More Evernote benefitsMore Evernote benefits

•Synchronizes between machines (regardless of OS)•There's a local copy of your notes (for off-network)•Use tags for time, energy, anything•Virtually unlimited storage•Secure – encryption•Can export out: Core value of Evernote is that this is the CUSTOMER's memories and notes, we're free to take them out at any time. Not proprietory.

Evernote as a GTD Evernote as a GTD Collection BucketCollection Bucket

•It's a great “collection bucket”

•Can input any which way, all to my central “Inbox”•Email stuff in•Quick notes•Screen Shots•Scans / photos of docs•Voice recordings•Cell phone voice input via services like “Jott”

Evernote as a GTD Evernote as a GTD processing toolprocessing tool

•It's easy to process stuff and organize it•Simply drag & drop items around between “notebooks”•Use Check boxes (check lists)•Automatically tags date & location•Automatically indexes your notes•Search notes and even images with text•PDF, Word docs, etc searchable in “premium”•Tags can be added too

Evernote as a GTD Evernote as a GTD Review toolReview tool

•I usually do my “Weekly reviews” at night or on weekends when I have the focus, quiet time and energy

•Since Evernote is always synching between my work PC and my home PC, I have everything I need to complete my review.

•For me, Monday mornings often feel great because I have a clear focus of what I'll be doing because I have clear, manageable “Next Action” lists to keep things moving

Evernote as a GTD Evernote as a GTD Reference SystemReference System

•Easily retrieve anything, anywhere

– Most people use Evernote simply for this

• Set up your “Tickler” file system

– System to refresh your memory or “mail it to your future self” without cluttering your calendar.

– I use tags in Evernote like “Every Month”, “Mondays”, “September”, etc.

• Set up your project plans

– Nothing beats a Check List!

– Easily move action items from your comprehensive plans to your context-based action lists

My System (demo)My System (demo)

ProjectsProjects

Handling projectsHandling projects•Most people like to have an “all-in-one” project plan, Ghant chart, etc. That's fine but you need to pull out “Next Actions” and organize by context.

•Large plans break down when you're busy DOING•For example: Tou won't go through a large project plan to find "buy nails" or "call Fred". Too unweildy. •Instead pull ou next actions and put in context lists. Like, “Errands”.

•You're probably “spinning a lot of plates” (lots of projects going on) as a GIS person

•Collaboration, waiting on others•Fairly complex projects with sequential actions

GTD too complicated?GTD too complicated?• GTD might itself seem overwhelming but need not be that complex.

•The beauty of GTD is that you can take the few basic principles and make them into whatever you want. Nobody's GTD system is exactly the same.

•“Make everything as simple as possible, but no simpler” ~Albert Einstein

•In a complex occupation like ours, GTD is key to success

●Once you get on this, it's relief. Get rid of phychic scuzz. Quite literally the same reason you brush your teeth.

● It's common sense, people already know this stuff (writing things down), but this GTD gives them a more workable way to handle it.

●Even if you catch on to the principles of GTD, it takes some time to dive deep into making it work.

Staying on trackStaying on track

Questions?Questions?

Handouts are availableHandouts are available