1. collect things that command our attention (anything personal or professional, big or little, that you think should be different than it currently is and that you have any level of internal commitment to changing)

1. get it all out of your head

2. minimize your collection buckets

* physical in-basket

* writing paper and pads

* electronic note taking

* auditory capture (answering machines, voicemail, dictating equipment)

* email

3. empty the buckets regularly

2. process what they mean and what to do about them

1. what is it?

2. is it actionable? YES or NO

* No

1. trash

2. incubate

1. someday/maybe list

2. tickler file (suspended or follow-on file; a 3D calendar)

o 43 folders:

+ 31 Daily Files

+ 12 Monthly Files

+ Tomorrow's Date at the front

3. reference (reference should be information that can be easily referred to when needed)

* Yes

1. What is the next action?

o do it

o delegate it

o defer it

o Project (anything requiring more than one step to accomplish the desired outcome)

2. actionable tracking

1. list of projects

2. storage or files for project plans and materials

3. calendar (time specific actions [appointments], day specific actions, day specific information)

4. list of reminders of next actions

5. a list of reminders of things you're waiting for (only review as often as they have to be in order to stop wondering about them)

3. organize the results

4. review the options

5. do

1. choosing actions in the moment

1. context

2. time available

3. energy available

4. priority Weekly Review 1. Loose Papers

* business cards, receipts, etc. - put in in basket for processing

2. Process Your Notes

3. Previous Calendar Data

* review for remaining action items, reference information, etc.

4. Upcoming Calendar

5. Empty Your Head

* write down any new projects, action items, etc.

6. Review "Projects" (and Larger Outcome) Lists

- ensure that at least one kick-start action is in your system for each

The five phases of planning

54-80 We subconsciously plan things a certain way. But rarely do it consciously and methodically for a project. We should: 1. Defining purpose and principles — Why are you doing it?

2. Outcome visioning — Imagine and define the success of the project.

3. Brainstorming — Ideas and issues.

4. Organising — Identify sequences, components, priorities. Detail.

5. Next actions — Who needs to do what? 7. Review "Next Actions" Lists

* Mark off completed actions & review for reminders of further action steps to capture

8. Review "Waiting For" List

* Records appropriate actions for any needed follow-up & check off received items

9. Review Any Relevant Checklists

10. Review "Someday/Maybe" List

* Check for any projects that may have become active and transfer them to "Projects" & delete items no longer of interest

11. Review "Pending" and Support Files

* Browse through all work-in-progress support material to trigger new actions, completions, and waiting-fors Models for Making Action Choices 1. predefined

2. work as it shows up

3. defining workSix Level Model for Reviewing Your Own Work 1. current actions

2. current projects

3. areas of responsibility

4. 1-2 year goals

5. 3-5 year vision

6. big picture view * projects: clearly defined outcomes and the next actions to move them towards closure

* horizontal focus: reminders placed in a trusted system that is reviewed regularly

* vertical focus: informal back of the envelope planning Five Steps to Accomplish Any Task (Project Planning) 1. defining purpose and principles

2. outcome visioning

3. brainstorming

4. organizing

5. identifying next actions Five Phases of Natural Planning Techniques 1. purpose / guiding principles (Why are we doing this?)

2. mission / vision / goals / sucessful outcome (What would wild success look, sound, or feel like?)

3. brainstorming (How would we accomplish it?)

1. view the project from beyond the completion date

2. envision wild success (suspend "Yeah, but. . .")

3. capture features, aspects, and qualities you imagine in place

4. organizing (identify components, subcomponents, sequences, events, and/or priorities; what must occur and in what order? When do we do these things?)

5. next actions (Where do we start?) "If the project is off your mind, your planning is sufficient. If it's still on your mind, keep applying the model until it's clear."Critical Factor of Filing System * filing has to be instantaneous and easy

o One Alpha System

+ consider A-Z organizing unless you need more specific filing

+ reduces number of place something isn't

+ organize by topic, project, person, or company

o specialized filing may be necessary if amount of reference material on one topic or project exceeds one file drawer.

* get high quality mechanics and avoid hanging files

* if you must use hanging files:

o label files, not the hangers

o use only one file folder per hanger

o keep a big supply of plain hangers and new file folder in the front of the drawer

* purge files once a year

* encourage a dumpster day at work Dealing with un-met agreements: 1. lower standards

2. do it

3. renegotiate agreement "What is the next action?""The better you get, the better you'd better get."SUMMARY 1. keep everything out of your head

2. decide actions and outcomes when things first emerge on your radar, instead of later

3. regularly review and update the complete inventory of open loops of your life and work Pick up anything around you that you're wondering what to do with, and apply a simple set of formulae: * I don't need or want it = trash

* I still need to decide what this means to me = IN basket item

* I might need to know this information = reference

* I use it = equipment and supplies

* I like to see it = decoration

* When I could possibly move on it, I want to see the action as an option = next action reminder, reviewed when and where it could be done

* I need to be reminded of this short-term outcome I've committed to = project list item, reviewed weekly

* I need to have this when I focus on a project = support material

* I might want to commit to this at any time in the future = Someday/maybe list item

* I might want to commit to this on or after a specific time in the future = calendared or "tickled" item incubated for review on a specific future date

* I want to achieve this "bigger" outcome = goals, objectives, visions that you review on some longer interval

* It's something someone else is doing that I care about = item on Waiting-For list, reviewed at least weekly

- I need to consider it when I do certain recurring activities = item on a checklist

Templates

50,000+ feet: Life (why do you/company exist?)40,000 feet: 3-5 year vision.30,000 feet: 1-2 year goals.20,000 feet: Areas of responsibility.10,000 feet: Current projects.Runway: Current actions.