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Winning! Getting Things Done: The 5-Step Strategy for Organization

Presented by Donovan Bankhead, this guide outlines the 5 steps to effective organization: collect, process, organize, do, and review. Learn how to set up your workspace and use the right tools for maximum productivity.

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Winning! Getting Things Done: The 5-Step Strategy for Organization

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  1. Organization for Creative Types Presented by Donovan Bankhead

  2. WINNING!!!

  3. Getting Things Done Overview 5 Steps: Collect Process Organize Do! Review

  4. Setting Up the Space: • Don’t start this process until you have these tools. It doesn’t have to be fancy, just functional. • It could be as simple as: • Door, two 2-drawer file cabinets (one at each end), 2 stack-baskets, legal pad and pen • Notice you don’t even need a chair!

  5. The Gear • Get High-Quality Mechanics - don't skimp on file cabinets, pens, etc.  Buy right, cry once! • Basic Processing Tools:  • 2 paper-holding trays (in & out) • Plain letter-size paper (capturing thoughts, ideas, etc) • Pen/pencil • Post its • paper clips, binder clips, stapler, rubber bands, etc • automatic labeler  • file folders (plain letter size, preferably) • calendar • wastebasket/recycling bins

  6. Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME

  7. Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc

  8. Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc.

  9. Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks

  10. Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email

  11. Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email • calendars containing written notes

  12. Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email • calendars containing written notes • flyers about upcoming events

  13. Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email • calendars containing written notes • flyers about upcoming events • magazines, books, etc

  14. Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email • calendars containing written notes • flyers about upcoming events • magazines,books • Large items (write item on paper, put that in your processing stack)

  15. Step 1: Collect • DO NOT ORGANIZE DURING THIS TIME • Sources: Desktop, desk drawers, countertops, cabinets, floors/walls, shelves, closets, cars, etc • Data includes: • notes written on scrap paper, napkins, etc. • notebooks • email • calendars containing written notes • flyers about upcoming events • magazines,books • Large items (write item on paper, put that in your processing stack) • Your Mind - write these down separately on a piece of paper and add to the stack

  16. Step 2: Process - "is there an action I need to take about this item?“

  17. Step 2: Process - "is there an action I need to take about this item?“ • Rules: • Process the top item first • Process one item at a time • Never put anything back into the inbox

  18. Step 2: Process - "is there an action I need to take about this item?“ • Do it if it can be completed in two minutes or less (this includes throwing things away)

  19. Step 2: Process - "is there an action I need to take about this item?“ • Do it if it can be completed in two minutes or less (this includes throwing things away) • Delegate it if you are not the right person to do it and it can be delegated to someone else. This is my favorite thing!

  20. Step 2: Process - "is there an action I need to take about this item?“ • Do it if it can be completed in two minutes or less (this includes throwing things away) • Delegate it if you are not the right person to do it and it can be delegated to someone else. This is my favorite thing! • File it - Reference or File Calendar, or TRASH!

  21. Step 3: ORGANIZE! • General Reference • Calendar-File System • Waste Basket

  22. Organize • General Reference - needs to be within arms reach. • One Alpha System (A-Z) or (A-E, F-L, etc) • Everything is organized by topic, project, or person/company.  Don't make it too complicated!!! • Keep drawers less than 3/4 full • Label File Folders with a labeler - they look better, and will make you feel more organized and professional!

  23. 43-folders calendar system • It requires using 43 folders, one for each month of the year, and 31 for the days of the month that you are in. • The folders are labeled with days of the month (numbered 1-31) or month names (January – December).

  24. When you have a paper-based reminder for something to be done in the next 31 days, it is placed in one of the numbered day folders. • When it doesn't need to be addressed for longer than that, it is placed in one of the month folders.

  25. Examples of situations where this is useful: • birthday cards to be mailed on a certain day • bills to be paid on a certain day • maps to places you need to go on a certain day • sales or coupons that are good on a certain day

  26. 4th Step: DO!

  27. 5th Step: Review • Make sure nothing is misplaced • Great time to purge or delegate • Should be done monthly and yearly

  28. Putting it all together, my way!

  29. Putting it all together, my way! • Inbox – stuff goes in here, to be processed • Top level is in • Bottom level is out

  30. Process from Inbox • DO IT if you can complete it in 2-minutes or less

  31. If it takes longer than 2-minutes: • Organize to the Calendar-file system, or

  32. General Reference, or

  33. The Trash, or

  34. Delegate it (my favorite!) This goes in the Outbox

  35. Process from Inbox to either the: • Calendar-file system • General Reference • The Trash • or Delegate it (my favorite!)

  36. Process from Inbox to either the: • Calendar-file system • General Reference • The Trash • or Delegate it (my favorite!)

  37. Process from Inbox to either the: • Calendar-file system • General Reference • The Trash • or Delegate it (my favorite!) • But don’t delegate too much!

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