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Getting things done in the midst of chaos
Susan R. Johnson, M.D., M.S.Professor of Obstetrics& Gynecology and
EpidemiologyAssociate Provost for Faculty
University of Iowae-mail: [email protected]
50,000 ft: What is my lifelong purpose for being?
40,000 ft: What are my goals for the next few years?
30,000 ft: What are my objectives for the next year?
20,000 ft: What are my current areas of responsibility?
10,000 ft: What are my current projects?
Runway: What are my current tasks (actions)?
MESSY DESK -
Summary of work flow methods
Getting Things Done2001, Viking
Weekly review
out
DO
processOrganize(List &Store)
Collect
Collect
Collect
Collect
Collect
INBOX:Incoming mailNotes you have writtenDocuments that show up
Collection:ThoughtsConversation notesMeeting notesPhone call notes
Mobile collection tools
Process
Processing = asking questions
• What is this?• Do I need to do something now?• Is this a project (requires >1 task/>1 day to complete) ?• What’s next?• … can I do it now ?
The 2 minute rule
Organize
• Do I need to do something (now)?
•“No…”
Discard / Delete / no!
OUT
Reference
Someday Maybe
Someday maybe list
Second R01Reorganize the clinic flowCreate a new syllabus for the medical studentsClean and organize the garageLearn ChineseTrip to NepalBuy a hybrid carSecond career as a floristMaui conference in 2008
testimonial“The 'maybe someday' and the 'on deck' lists are wonderful too. I love being able to put my 'great ideas' on that list and then not worry that I'm going to forget about them.”
• Do I need to do something?
•“YES…”
• Is this a project?– What’s the outcome?– What are the steps to completion?– What’s next?
• Where should I put it?
MASTER PROJECT LIST
WorkHire new secretaryPrepare expense report for Iowa meetingFinish FY10 budget Decide about title IX issueOrder tablet computer
HomeBirthday party for son on May 19thPaint the house - complete by August Defrost the freezerInstall TiVoPlan for triathlon training
THE VERY NEXT THING THAT NEEDS TO BE DONE
next action
Project Next action…
P1P2P3
P1P2
P1P2P3P4
Category
Work
Admin
Home
EmailTalk toPrintReadPick upDraftLook at
Specific time Anytime today
Next actions that go on the calendar
==
Autofocus2 example
testimonial“Having the master project list with smaller task lists. This has been a huge help to me.
I used to re-make my master project lists over and over as my 'to do' list, and found it would be quite depressing and feel like I was never getting anything done.”
The weekly review
"Few people think more than two or three times a year. I have made an international reputation for myself by thinking once or twice a week.“
– George Bernard Shaw
• Review and update:– Project List– Next action List– Calendar for the previous week– Calendar next 1-12 month– Waiting for
• Identify foci for the week– No more than 3-5 projects
Do
Approaching the day
• Don’t do email 1st thing• Pick <3 actions that must be
completed before you go home
• Identify your “windows of opportunity”
Summary of work flow methods
Getting Things Done2001, Viking
Weekly review
out
DO
processOrganize(List &Store)
Collect
Empty e-mail inbox
Isolate backlogged
“Waiting for” = you are waiting to hear back from someone else
3 folders
The path to “empty”
• Set a time limit• Look only when you can
process• No skipping
• Decide!–<2 min now–Not sure? ask –Defer
•What’s next?
Deferred emails -type the next action in the subject line
09/9/2009 08:10 AMEmail from my cousin Jim
• Casey would like to attend the family reunion in Champaign. Is anyone going from central Iowa who could pick her up in Grinnell? Or, since she could get to Iowa City easily, is anyone going from there?
09/9/2009 08:10 AMEmail from my cousin Jim
• Casey would like to attend the family reunion in Champaign. Is anyone going from central Iowa who could pick her up in Grinnell? Or, since she could get to Iowa City easily, is anyone going from there?
• What is this?• Do I need to do something?• Is this a project (requires >1 task/>1 day to complete) ?• What’s next?• … can I do it now ?
09/9/2009 08:10 AMEmail from my cousin Jim: who can Casey ride with? • What is this?
= a request with short timeframe• Do I need to do something?
= YES: I’m on the “route”• Is this a project (requires >1 task/>1 day to complete) ?
= YES: “Family Reunion 09/19 - Casey?”• What’s next?
= email Jim: I am going, I have room, but our departure day/time is ?
• … can I do it now ? = YES!
testimonial“Re: Keeping my email box cleaned out and filing emails. I had followed your advice and last July had made a file that was called 'Before June 2008' and put all the old emails into it.
It wasn't until yesterday (so 14 months later) that I ever even needed to go into that file!”
To start:PICK ONE THING
