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Efficient Librarian:
Workflow
Tips and Tools to Save Time and Reduce Stress
Presented by Doug Crane
Director, Palm Beach County
Library System
3/19
Purpose of Workshop
Intentions for Today
Who Am I?
Efficient Librarian
An Efficient Librarian is an elite knowledge worker navigating the complexity of the post Internet information world.
Types of Engagement
Task Job vs. Knowledge Job
Three Reasons For Stress
Who Has Heard of GTD
What how familiar are you with Getting Things Done (GTD)?
• Never Heard of It• Glanced at the Back Cover• Read Some or All of It• Read It and Applied a Few Pieces• Full Fledged GTDer
Workflow
The Knowledge Worker Widget
GTD Five Stages of Workflow
✓Capture
✓Clarify
✓Organize
✓Reflect
✓Engage
Use Your Inbox
Ineffective Inboxes
Mind Sweep
•Projects•Commitments•Upcoming Meetings•Staffing Challenges•Noteworthy Events•Waiting For Items•Professional Development•Books to Read•Financial Concerns•Maintenance Issues
Workflow Diagram
The Inbox Oath
My inbox is NOT a storage
location.
It is a PROCESSING STATION.
Inbox Best Practices
Start Here
Two Big Questions
What is It?
Is it Actionable?
No Actions
What is the Next Action?
Two More Questions
Organize – Three Choices
Do It
Delegate It
Defer It
Important Paper and Email Folders
❑Action
❑Waiting For
❑Someday / Maybe
❑Read / Review
This Works for Email
The Standard for an Empty Inbox
Final PollHow often should you completely empty your inbox?
Test the Model
• Run an item from your mind sweep through the workflow diagram
• Determine which folder it should end up in
Take Time to Tidy Up
Weekly Review
Engage with Your List
“I didn’t need one ounce more of creativity and intelligence than I already was born with – the issue was where I was pointing it.”
David Allen
Did You Pay Attention?
What Are The Five Stages of Workflow?
✓Capture
✓Clarify
✓Organize
✓Reflect
✓Engage
Name the Functional Folders
❑Action
❑Waiting For
❑Someday / Maybe
❑Read / Review
What is the Standard for an Empty Inbox
The Strategic Value of Clear Space
Conclusion
Doug Crane – Director, Palm Beach County Library Systemwww.efficientlibrarian.com
Phone: 561-233-2600 Email: [email protected]
