Productivity 101

This one is all over the internet, but just in case you missed it! It just is a nice 45 minutes introduction from David Allen:

written by Fokke \\ tags: GTD

I have a two hour time slot in my calendar every Friday. I sit down and do my Weekly review. For me this is a perfect start of the weekend. It helps me to keep track of everything. It also ensures me that nothing is falling between the cracks.

It is a special time in my week. During the review I listen to music, not always the same kind of music. Mostly music that reflects how my week has been.

I can do the weekly review almost everywhere. I only need my Treo 680 with me or my laptop computer. I have set up a note with a template of things I do during my review. I just open up that memo on my computer or my Treo.

Here are the highlights:

1. I review my calendar for the week that is almost behind me. By reading through my calendar entries from the last several days I am reminded of actions that I need to write down, follow up calls I need to make. Fresh ideas are gathered and written down. It amazes me how refreshing this can be. I take notes during meetings and conversations with people, yet still after a couple of days I am getting new insights from those events.

2. I review my calendar for the next week. Do I need to reschedule some meetings? Do I need to prepare myself for some of the things that are coming next week? I make sure everything is in place for the new week.

3. I review my next actions list. I see if there are any actions that I can mark as complete. Some actions are removed to my Someday/Maybe list. This leaves me with a fresh and current list of next actions to tackle for the coming week.

4. I review my projects list. By going through my list of projects I am reminded of the things that are important in my life. On my projects list I have work and personal projects all in one list. During this time I write down any next action that comes to mind for every single project I am currently doing. By reviewing the projects lists every week I ensure myself that the projects are still going strong.

5. I review several short memos with important stuff in it. I have memos on my short term goals, long term goals and focus areas in my life. This is more a time of thinking about the higher levels of life. Am I still on the right track?

6. I review the action support file folders for my current projects. Just to keep completely informed and up to date on the projects I am doing.

7. I do some errands. I empty my pockets for credit card slips, business cards or other info I need to keep. I go through my briefcase to see if there is something in there that needs my attention. I make a backup of the SD card in my Treo on my computer and then I do a complete backup of the computer. (During the week incremental backups are done with a online backup service I use, Mozy).

During the Weekly Review I have a nice cup of coffee with me, preferable with a bar of chocolate. It truly is a fun time! When I fall behind on this habit I experience more stress in my life. That is the main reason I have scheduled it as an important meeting with myself.

written by Fokke \\ tags: GTD

I have a week off, it’s great. Lots of time to spend with my family. Doing family things, not work things. I have restarted this blog just this last couple of days and ideas and things to write about are running through my mind almost 24/7.

One of the great benefits I have started to experience after starting with Getting Things Done is the idea of always having an UCD aka Ubiquitous Capturing Device. Most of the time I carry two, a digital one and a analog one. The digital one is my Treo 680 mobile phone. It is running Palm OS that I have been using for a lot of years now. I have a little Desk Accessory installed, called TodoDA. With just one button click I can enter a task really quickly.

Within seconds the idea is from my mind into my trusted system. I use this one most of the time. For brainstorming and when I am at my desk and ideas start to pour in, I use a simple notepad and a pencil.

To give you an idea, only today during a lovely visit to a railroad museum with a nice dinner after the visit I collected more than a dozen things. They just pop up and now they are in my system. About three of the ideas of today are actually ideas for topics to write about here, so stay tuned.

written by Fokke \\ tags: GTD, Personal