Sommige dingen zijn eigenlijk heel makkelijk, maar het probleem zit hem vaak in het consequent doorvoeren van best practices. Geef ieder onderdeel een specifieke time box, schrijf doelen op tijdens de meeting, opdrachten voor de tijd tot aan de volgende meeting.
Het lijkt allemaal zo makkelijk maar probeer het zelf eens in te voeren op de volgende vergadering waar je naar toe moet….
Josh Kaufman wrote a succinct review of Getting Things Done on his blog, The Personal MBA. David saw it and commented to Josh, ???I???ve run across few people who have ???grokked??? GTD conceptually as well as you have.??? With Josh???s permission, we???re sharing his complete review here.
If you???re ready to stop stressing and start accomplishing your goals, David Allen???s Getting Things Done can help you create a simple, effective personal productivity system.
About David Allen
David Allen is the author of the Personal MBA-recommended book Getting Things Done, as well as Ready For Anything, and Making It All Work. For more information about his work, check out David Allen???s website.
Here are 10 big ideas from David Allen???s Getting Things Done???
1. If your day-to-day life is out of control, it???s almost impossible to think strategically or plan effectively.
When you???re feeling overwhelmed about how much you have to do (and who isn???t, really?), it???s difficult to focus on ensuring your life and work is moving in the direction you want to go. That???s why it???s important to get control of your daily tasks before working on your big-picture life planning.
GTD is a ???bottom-up??? approach to productivity. The goal is to establish a sense of comfort and control over the work that???s on your plate right now, so you can free up some mental energy and space to think about the big stuff.
2. Define what being ???done??? looks like.
Most of the tasks people keep on their to-do lists are ???amorphous blobs of undoability??? ??? commitments without any clear vision of what being ???done??? looks like. That???s a huge problem ??? your brain is naturally designed to help you figure out how to do things, but only if you know what the end point looks like.
Everything you???re working on should have a very clear stopping point ??? a point where you know you???re done. If you don???t know what that point looks like, you???ll find it very difficult to make any progress at all. When you???re having trouble making progress, first clarify what being done looks like.
3. Mental work has five distinct phases: Collect, Process, Organize, Do, and Review
Not all work is the same. There are five separate phases of effective work:
- Collecting is the act of gathering inputs: resources, knowledge, and tasks. You???ll have a much easier time making use of your available inputs if they???re all in one place before you begin.
- Processing is the act of examining your inputs: what you can do with the resources at your disposal. This is where you start separating things according to what you???re planning to do next: tasks, projects, future plans, and reference information.
- Organizing means taking the results of your processing and putting it in a system you trust, so you don???t have to remember it all. Tasks go on your to-do list, projects go on a projects list, future plans go into a tracking system, and reference information goes into a file or database you can access easily.
- Doing means working through the tasks you can accomplish right now.
- Reviewing means examining the results of your work, revising your strategy, and improving your systems for better results.
Keep the phases deliberately separate, and you???ll get a lot more done.
4. Get everything out of your head.
Many people try to keep track of everything they need to do in their mind, which is a big mistake. Our brains are optimized for fast decision-making, not storage. Trying to juggle too many things in your head at the same time is a major reason we get stressed out when there???s a lot going on: we???re using the wrong tool for the job.
The best way to stop mentally thrashing and start being productive is to spend a few minutes putting everything on your mind onto paper. You can write or draw ??? whatever works for you, as long as you can see it when you???re done. Once the information is out of your head, it???s far easier to figure out what to do with it. Even 10 minutes of Externalization can help you feel less freaked out about your workload.
Of course, it???s better not to be freaked out in the first place, so make it easy to capture what you???re thinking on paper. I carry a wallet that has a space for 3??5 index cards and a pen ??? whenever I have an idea, it???s easy to capture it, even if I don???t have my notebook or computer with me at the time. If you reduce the Friction you experience when capturing ideas, you???ll naturally capture more of them.
5. Projects and tasks are two different things: track them separately.
A major mistake that most people make when keeping track of things to do is conflating tasks and projects. That???s a good way to feel overwhelmed fast ??? many things can???t be accomplished in one sitting.
For example, I just finished the book I???ve been writing for a little over a year. If I had ???write the book??? on my to-do list, I???d quickly be overwhelmed ??? the project was just too big. Instead of ???failing??? to accomplish that to-do for a year, it???s far better to treat it as a project ??? something that takes more than one task to accomplish. I can???t ???write the book,??? but I can complete a small section of the book in one sitting.
Since projects and tasks are two different things, it???s best to keep track of them separately. Personally, I carry a small notebook with me to record active tasks with 3??5 index card inside that lists my active projects. The index card is just the right size to list 4-8 active projects ??? if I have more than that, I know I???m spreading myself too thin.
6. Focus on the Next Action required to move forward.
Big projects have many steps, and can be overwhelming in their complexity. The key to handling these projects is not to focus on everything that has to be done ??? that???s a great way to freak yourself out.
Instead, just focus on the very next physical action you need to do to move the project forward. It may be looking up a piece of information, making a phone call, or accomplishing a small task. Whatever it is, it???ll move you closer to completing the project, so don???t worry about everything else ??? focus only on what you can do right now.
7. Use the ???2 Minute Rule??? for small tasks.
Don???t worry about tracking small tasks ??? if you can accomplish the task in less than two minutes, just do it! Writing down every little thing you have to do takes more time than it???s worth ??? if you need to send a 30-second reminder e-mail to someone, there???s no sense in taking 20 seconds to write it down when you could just get er done.
Personally, I expand this to 5 minutes ??? the principle is the same. Your goal is to get things done, not to flawlessly capture each and every little thing in your perfectly designed system.
8. Use Reference and Someday/Maybe files for things that have no immediate next actions.
There???s no sense in keeping FYI or long-term dreams in your active daily task tracking system. Reference files are great for storing information you don???t have to act on right now. These files can either be physical or electronic ??? for example, I keep important paperwork and legal documents in a fire-proof safe, and electronic files and websites in a file on my computer or in Evernote.
Someday/Maybe lists are great for deferr
ing ideas that you???d like to work on someday, but you???re not committing to right now. I have ideas about fun new things do to every day ??? way more than I have time or energy for. Instead of losing these ideas, it???s far better to capture them in a reference file you can look through later, when you have more capacity. When you???re ready to commit to a new project, the someday/maybe gets promoted to an active project.
9. Build a trusted system that helps you keep track of your commitments.
Your mind keeps things in working memory if it thinks you???ll lose them if it doesn???t. That???s why building a productivity system is important ??? it helps your mind let go of tracking unnecessary details so you can focus on the task at hand. That???s why Externalization works ??? when you put something on paper in a place you know you???ll be able to find later, you???re freeing mental resources that can be put to better use elsewhere.
An effective productivity system consists of the following:
- A list of active tasks ??? next actions you???ve committed to accomplishing in the next few days.
- A list of active projects ??? 4-20 project you???ve committed to accomplishing in the next few weeks.
- A calendar ??? commitments to meet with other people in the near future.
- A someday/maybe list ??? ideas you???d like to explore, but not right now.
- Reference files ??? information or documents you???ll need to refer to in the future.
- A capture device ??? some way of capturing ideas or next actions as you think of them.
That???s it, really ??? you can use any number of tools for the above, as long as they cover those basic needs. Personally, I use a notebook for active tasks, a 3??5 index card in that notebook for projects, the calendar on my computer, someday/maybe and reference files in Backpack and Evernote or physical files, and my 3??5-sized wallet for my capture device.
10. Schedule non-negotiable time for a Weekly Review.
Life moves fast ??? we often have so much to do that???s it???s difficult to take a step back and examine whether or not we???re getting the results we want. That???s why it???s extremely important to schedule some time each week to do a ???Weekly Review.???
Here are a few things you should include in your weekly review:
- Process and organize ??? anything you???ve collected but haven???t handled yet.
- Review your active tasks ??? are there any to add, delegate, defer, or delete?
- Review your active projects ??? are there any to add, delegate, defer, or delete?
- Review your calendar ??? are there any meetings to add, delegate, defer, or delete?
- Someday/Maybe ??? anything to add or promote to an active project?
- Reference Files ??? anything you need soon? Anything to add or update?
- Goals ??? are you moving in the right direction? Are you making progress? Are any changes necessary?
Don???t skip this review ??? it???s extremely important if you want to decrease your stress levels. Personally, I find it best to schedule my review for the end of the week: Friday afternoon or Saturday morning. It???s a great way to wrap up the week, feel good about what you???ve accomplished, plan for the next week, and set yourself up for a relaxing weekend.
BONUS TIP: developing an effective personal productivity system takes time and experimentation.
Many people get frustrated when adopting GTD because it takes so long to get everything under control. Cut yourself some slack: GTD is a collection of habits, and habits take time to develop. Instead of trying to install everything at once, work on improving in one of these areas until it???s effortless, then focus on installing the next habit. In time, you???ll master them all.
Also remember that the goal of GTD is to make it easier to do work that matters ??? not procrastinating by endlessly improving your system instead of doing productive work. Try to avoid succumbing to ???productivity porn??? ??? experiment constantly, but remember that the most effective systems have the same thing in common: they???re usually the simplest thing that could possibly work. When in doubt, err on the side of doing less.
Josh Kaufman is an independent business teacher, education activist, and author of the Personal MBA: A World-Class Business Education in a Single Volume, which will be published by Portfolio on December 30, 2010.
Have you ever read a blog and thought about starting one yourself because you could do as good a job? Most of us could benefit from keeping one. Especially those with small business aspirations! I???ve got over 10 blogs but only one of them is public. The rest are kept private and used as a way for me to organise information, access it from anywhere and search my data fast.
You don???t have to share your blog with the world or anyone at all for that matter. You can keep it private, share it only with a few trusted people or just keep everything as a draft so no one can see your work.
10 Ways Blogging Can Improve Your Life
1. Boost your confidence
Blogging???s easy and anyone can do it. With WordPress or one of the other free blogging platforms and you can have your blog up and running in a few minutes. Anyone who thinks they don???t have the technical or writing skills will gain confidence once they set up a blog and see how easy it is to get started.
2. Have fun
People make jokes about bloggers like this one but I???m not ashamed to say I actually enjoy planning, researching, writing and maintaining my blog. It???s my baby and I can do anything with it I like. It???s not just me who enjoys it either, Chris Brogan wrote a post called I Love My Blog. Blogging really is fun and that???s probably why so many people are getting into it.
3. Be creative
We all need a creative outlet and blogging will allow you to explore, expand and experiment with your creative side. Keeping a blog isn???t just for writers either. You can use it to showcase your home improvement projects, paintings or herb garden and record and publish information via podcasts or video if those mediums hold more appeal for you.
4. Make friends
I didn???t start a blog to make friends and never expected to meet people through blogging but it just happens. Some blog visitors naturally relate to your blog content, they identify with you because of it and contact you. Thanks to my blog I???m in touch with people who I???d never have been in contact with otherwise. It still surprises me and the network of people you can engage with through blogging is a global one.
5. Improve your search engine ranking
If you have your own website adding a blog and updating it regularly could give you the edge over your competitors because the search engines prefer sites with new content. Of course you need to be writing about the topics your target audience will look for with the search engines to experience this benefit and you the more you write and the longer you keep updating your blog the greater the benefits.
6. Gain expert status
If you???re trying to establish a career or launch a new one maintaining a blog can position you as an expert. Having a website and blog is part of the package these days. Even if you want to get featured in the print press the first thing any journalist who wants to find out about you does is use the Internet. You want people who Google you to find your blog and not another website with information you have no control over.
7. Earn money
If you build up a sizeable readership you might be able to create a second income stream from your blog. Don???t give up your day job but if you???re passionate about your topic and believe it???s possible you may well be able to make it happen.
8. Plan better
A blog is a brilliant way to plan anything from a business to a book, a wedding to a wake. You could even use one a blog to plan a blog. Here???s how. Most WordPress blogs have a categories section so if you???re collating information you can easily divide it into sections which make it easy for you to browse and locate information. You can then access that information any time from any place as long as you have access to a computer and the Internet. For example, a keen cook could use a blog to organise all her favourite recipes or a teacher could use it to keep ideas for lessons, organise lesson plans and keep notes on students. As a simple system for content management, blogs are invaluable.
9. Keep your mind active
Although you can easily start blogging right now by setting up a simple blog and telling people to visit it, most bloggers take a while to get good at blogging. There???s lots to learn and because the Internet is constantly evolving even professional bloggers who???ve been blogging for five years or longer are still learning new things about it. The good thing is that the learning curve isn???t too steep so you can set up a blog and learn as you go. The skills blogging will teach you such as writing, marketing, networking and computer literacy will come in useful in other areas of your life and constantly learning new things keeps your mind active and engaged.
10. Share your story
We all have a story to tell. At the very least blogging is a fabulous way of keeping a journal of your life, art, family, travels, hobbies or studies. It creates a permanent record you can look back on any time. Your kids might even find it interesting to look back on one day. Who knows, maybe the whole world will?
Blogging hasn???t just changed my life it???s enriched it. It???s changed the lives of well known bloggers like Chris Brogan, Leo Babauta, Brian Clark and Darren Rowse for the better too as well as countless other bloggers both professional and amateur. Are you ready to find out if it can improve your life?
How do you think blogging could benefit you?