Time Management Part 2

Two Approaches To Time Management Top Down AND Bottom Up 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. 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 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. 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. 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 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

1. Collect Collect everything that has your attention into buckets. Get it ALL out of your head Minimise the number of collection buckets Empty the buckets regularly – get it to zero! 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 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

Mind-Sweep Triggers Projects started and not completed?Projects started and not completed? Projects not yet started?Projects not yet started? People waiting to hear from me?People waiting to hear from me? Topics to researchTopics to research Communications that are incomplete?Communications that are incomplete? Important events coming up?Important events coming up? Writing to do?Writing to do? Meetings to follow up on?Meetings to follow up on? Financial things to follow up on?Financial things to follow up on? Things to plan or organiseThings to plan or organise Travel arrangementsTravel arrangements Items linked to your work or ministryItems linked to your work or ministry Things you need to be to improve?Things you need to be to improve? Items loaned or borrowed?Items loaned or borrowed? Errands to run – things to get?Errands to run – things to get?

2. Process Do it (2 min rule) Delegate it Defer it (Calendar) Do it (2 min rule) Delegate it Defer it (Calendar) If it is… Decide what you need to do about each item. Ask: Is it actionable? What is the Next Action? Trash it Incubate it File it Trash it Incubate it File it If it isn’t…

The Next Actions Exercise 1. Think of something you need to do 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

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 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

The Processing Exercise Take your mind-sweep list and apply the processing strategy to each item. The Processing Exercise Take your mind-sweep list and apply the processing strategy to each item. Do it (2 min rule) Delegate it Defer it (Calendar) Do it (2 min rule) Delegate it Defer it (Calendar) Yes! Is it actionable? Trash it Incubate it File it (reference) Trash it Incubate it File it (reference) No!

3. Organise Organize the action items into lists. Next Actions List - in contexts Projects List - multiple action steps Waiting for List Someday/Maybe List Agendas List 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 @Waiting for The Contexts Exercise Look through these next action contexts and see how you need to @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 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. 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.

4. Review Review your action lists daily Review everything weekly Review your action lists daily Review everything weekly Get your stuff clean and current on a regular basis.

The Weekly Review Exercise Think of a regular time each week that you can put aside to do a weekly review. The Weekly Review Exercise Think of a regular time each week that you can put aside to do a weekly review.

5. Do Make good choices about what to do at any point in time. Context - Where are you? Time - How much time do you have? Energy - How are you feeling? Priority - What is most important? 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 1. Capture 2. Process - Clarify 3. Organise 4. Review - Reflect 5. Do – Engage The Five Stages of Control 1. Capture 2. Process - Clarify 3. Organise 4. Review - Reflect 5. Do – Engage

Ultimately GTD is about two things: 2. Gaining Perspective – get focussed 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 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 The Six Horizons of Focus or PerspectiveThe Six Horizons of Focus or Perspective

Tools for Getting Things Done

Things I do to Get Things Done! 1.Create a weekly planner EVERY week – write fresh goals, schedule activities for goals, leave space for doing next actions 2.Do a weekly review EVERY week 3.Write EVERYTHING down 4.Keep a capture device close by ALL the time 5.Use a journal for next actions, notes, insights 6.Transfer next actions to my lists ASAP! 7.Maintain my lists: NA’s, Projects, Agendas, Ideas, Prayer Journal, Responsibilities 8.Apply GTD insights to handling – Get my Inbox to Zero daily 1.Create a weekly planner EVERY week – write fresh goals, schedule activities for goals, leave space for doing next actions 2.Do a weekly review EVERY week 3.Write EVERYTHING down 4.Keep a capture device close by ALL the time 5.Use a journal for next actions, notes, insights 6.Transfer next actions to my lists ASAP! 7.Maintain my lists: NA’s, Projects, Agendas, Ideas, Prayer Journal, Responsibilities 8.Apply GTD insights to handling – Get my Inbox to Zero daily

Processing Blog Posts

Honest Sharing in PairsHonest Sharing in Pairs What season of spiritual growth am I in?What season of spiritual growth am I in? Who is my accountability partner(s)?Who is my accountability partner(s)? How am I balancing family and ministry?How am I balancing family and ministry? How am I doing with time management?How am I doing with time management? Do I work more than two-thirds of the day?Do I work more than two-thirds of the day? Do I take my day off each week?Do I take my day off each week? Do I take annual leave with my family?Do I take annual leave with my family? What am I doing to grow as a leader?What am I doing to grow as a leader? What weakness am I working?What weakness am I working? What am I currently reading for my growth?What am I currently reading for my growth?