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Organize Your Life Free Your Mind

Organize Your Life Free Your Mind. Erik Johnson Research Associate MOVES Institute 5/2/2013. Time Management Strategies. Background. Monkey Mind. Multiple ToDo Lists Jumping between thoughts Lack of focus Start/Stop tasks Don’t know where to start?. GTD.

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Organize Your Life Free Your Mind

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  1. Organize Your LifeFree Your Mind Erik Johnson Research Associate MOVES Institute 5/2/2013

  2. Time Management Strategies

  3. Background

  4. Monkey Mind • Multiple ToDo Lists • Jumping between thoughts • Lack of focus • Start/Stop tasks • Don’t know where to start?

  5. GTD • Get planned tasks and projects out of your mind and recorded externally • Break down the task into workable action items • Frees the mind from having to remember tasks • Allows greater focus on the task at hand Buy This book

  6. GTD – 5 stages

  7. GTD - Collect • Everything that demands your attention • Big or small, important or not • Mail, e-mail, voice messages • Should, Need to, Ought to, Would like to… • 100% of “open loops” • Empty often! Minimize the number of collection devices: • In basket • Binders • Digital • File Folders Inbox(s)

  8. GTD - Inbox

  9. GTD - Process • Process your “In box” • Decide what to do about each item

  10. GTD - Organize Where to put the “stuff” you’ve processed

  11. GTD - Review • Weekly review of all open loops • Review your system • Update lists • Clarify, clear, and close “The more complete the system is, the more you’ll trust it” – David Allen ~30 minutes every week Friday or Sunday evenings

  12. GTD – Do! Everything is organized and in place Calendar Pick from: Next Actions Someday/Maybe • Context (location, person) • Energy level • Priority • Time required Depends on:

  13. Condensation, atmosphericmotion, and cold beer “The latent heat released when water condenses is an important driver of weather phenomena. And as a simple experiment shows, it also makes it tough to enjoy a frosty one in the summertime”. -Physics Today, April 2013

  14. The Zero Inbox Don’t check your email unless you’re ready to do something with what you find. Process every email when you read it. Be ruthless! Only you can prevent Inbox overflow. • For every email, immediately: • Handle it (if less than 2 minutes) • Delete it • Move it to: • Hold • Follow up • Archive

  15. The Zero Inbox

  16. Concentration &Productivity Distraction Free Environment Physical Desktop Virtual Desktop Applications Productivity Linked to Lighting, Temperature, Sound Napping Cute baby animals

  17. Distraction-free Applications • Enable full-screen mode • Hide unnecessary toolbars • Minimize other windows • Hide desktop icons • Close that Browser (and email!)

  18. Time Tracking Where’d the day go? http://www.getklok.com https://www.toggl.com

  19. Procrastination

  20. Thanks! Erik Johnson rejohnso@nps.edu For a good time, see lifehacker.com

  21. Trash “stuff” Someday/Maybe Is it Actionable? No Yes Reference Archive Projects What’s the next action? Less than 2 minutes? No Yes Do it Delegate it Defer it Waiting Calendar Next Actions

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