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Time Management Part 2. Two Approaches To Time Management. Top Down AND Bottom Up. 1. The TOP DOWN Approach. 2. The BOTTOM UP Approach. Working With Our Brains. The brain should: Have thoughts more than hold them. Think about things more than of them. What is GTD?.
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Two Approaches To Time Management • Top Down • AND • Bottom Up
Working With Our Brains • The brain should: • Have thoughts more than hold them. • Think about things more than of them.
What is GTD? • A way to manage our commitments • A way to ensure we are productive • An action management system • A mental reminder system • A trusted system for our commitments
Managing Commitments • 1. Capture all the things that need to get done into a logical and trusted system outside of your head and off your mind.
Managing Commitments • 1. Capture all the things that need to get done into a logical and trusted system outside of your head and off your mind. • 2. Clarify what your commitment to each responsibility is and what you need to do to make progress towards fulfilling it.
Managing Commitments • 1. Capture all the things that need to get done into a logical and trusted system outside of your head and off your mind. • 2. Clarify what your commitment to each responsibility is and what you need to do to make progress towards fulfilling it. • 3. Keep reminders of your actions in a system that you review regularly.
The GTD Workflow Process 1. Collect things that command our attention 2. Process what they mean and what to do next 3. Organise the actions into lists 4. Review to ensure we follow through 5. Do what needs to be done
Collect everything that has your attention into buckets. 1. Collect • Get it ALL out of your head • Minimise the number of collection buckets • Empty the buckets regularly – get it to zero!
The Mind-Sweep Exercise • Get everything out of your mind and onto a piece of paper: • Commitments you have made • Open-loops • Anxieties • Unfinished tasks
Projects started and not completed? Projects not yet started? People waiting to hear from me? Topics to research Communications that are incomplete? Important events coming up? Writing to do? Meetings to follow up on? Financial things to follow up on? Things to plan or organise Travel arrangements Items linked to your work or ministry Things you need to be to improve? Items loaned or borrowed? Errands to run – things to get? Mind-Sweep Triggers
If it isn’t… If it is… • Trash it • Incubate it • File it • Do it (2 min rule) • Delegate it • Defer it (Calendar) Decide what you need to do about each item. 2. Process Ask: Is it actionable? What is the Next Action?
The Next Actions Exercise • 1. Think of something you need to do
The Next Actions Exercise • 1. Think of something you need to do • 2. Describe the outcome in a sentence
The Next Actions Exercise • 1. Think of something you need to do • 2. Describe the outcome in a sentence • 3. Write down the next physical action
Is it actionable? • The Processing Exercise • Take your mind-sweep list and apply the processing strategy to each item. No! Yes! • Trash it • Incubateit • Fileit (reference) • Do it (2 min rule) • Delegate it • Defer it (Calendar)
Organize the action items into lists. 3. Organise • Next Actions List - in contexts • Projects List - multiple action steps • Waiting for List • Someday/Maybe List • Agendas List
The Contexts Exercise • Look through these next action contexts and see how you need to adapt it: • @Calls • @Computer • @Office • @Calendar • @Meetings • @Home • @Errands • @Read • @Waiting for
The Next Actions Exercise • Take a mind-sweep item, identify a next action and transfer it to the right context in your next actions list.
The Defining Projects Exercise • 1. Identify a project - a commitment that will take more than one action to finish. • 2. Describe the outcome - what the project will look like when it is complete. • 3. Write down the next action required to move the project towards completion, • 4. Transfer it to your next actions list.
Get your stuff clean and current on a regular basis. 4. Review • Review your action lists daily • Review everything weekly
The Weekly Review Exercise • Think of a regular time each week that you can put aside to do a weekly review.
Make good choices about what to do at any point in time. 5. Do • Context - Where are you? • Time - How much time do you have? • Energy - How are you feeling? • Priority - What is most important?
Ultimately GTD is about two things:1. Gaining Control – get organised The Five Stages of Control Capture Process - Clarify Organise Review - Reflect Do – Engage
Ultimately GTD is about two things:2. Gaining Perspective – get focussed The Six Horizons of Focus or Perspective • The Runway – Next Actions • 10,000 feet – Projects • 20,000 feet – Areas of Responsibility • 30,000 feet – Goals and Objectives • 40,000 feet – Vision • 50,000 feet – Purpose and Core Values
Create a weekly planner EVERY week – write fresh goals, schedule activities for goals, leave space for doing next actions • Do a weekly review EVERY week • Write EVERYTHING down • Keep a capture device close by ALL the time • Use a journal for next actions, notes, insights • Transfer next actions to my lists ASAP! • Maintain my lists: NA’s, Projects, Agendas, Ideas, Prayer Journal, Responsibilities • Apply GTD insights to handling email – Get my Inbox to Zero daily Things I do to Get Things Done!
Honest Sharing in Pairs What season of spiritual growth am I in? Who is my accountability partner(s)? How am I balancing family and ministry? How am I doing with time management? Do I work more than two-thirds of the day? Do I take my day off each week? Do I take annual leave with my family? What am I doing to grow as a leader? What weakness am I working? What am I currently reading for my growth?
