JUSTIN BAEDER
An Essential Question How can I tame the tsunami of work that washes over me each day, without getting overwhelmed?
What We’ll Explore • How to deal with requests from staff in a timely manner, without wrecking your plans for the day • Why most people avoid their to-do lists and rely on a mishmash of systems that make it impossible to prioritize—and why using one app is far superior • How to use a single master to-do list to get your priorities in order, without the usual overwhelm—even if you have hundreds of tasks on your plate • The wrong (but extremely common) way to organize your tasks— and what to do instead to simplify everything • How to use "pomodoro" blocks and backlogs to manage your priorities and your day so you can actually accomplish what you decide matters most
Got Your Workbook? principalcenter.com/tsunami-workbook • Prioritizing in an Age of Information Overload • Managing List Sprawl • Workflow • AchieveDaily • Parkinson & Pomodoro • Recap
Introductions • Principal • Author • Researcher • Business owner Justin Baeder
Prioritizing in an Age of Information Overload
The First Act of Leadership The first act of leadership is to decide what matters. You have more to do than you can possibly get done, so you must prioritize and constantly re- prioritize as events unfold.
Apples to Apples You can't compare options for what to work on when it's all in different places and media.
Latest & Loudest As a result, we pay attention to what David Allen calls "latest and loudest"
One Place Having everything in one place lets you prioritize.
Why Use An App? Much of your information arrives in electronic form. Easily add non-electronic info with mobile apps, email, dictation, etc.
Why Use An App? A single, consolidated list quickly becomes overwhelmingly long.
Recommendation: ToDoist Using an app like ToDoist, organize your tasks into manageable sub-lists to minimize the number of items you see at once.
Choosing An App (If Not ToDoist) Choose an app that offers mobile, web, and email input so you can avoid keeping tasks anywhere else.
Reflect Where do you currently keep/track reminders of unfinished tasks?
Managing List Sprawl
Do Now vs. Write Down for Later Prevent list sprawl with The 2-Minute Rule.
The ToDoist Inbox Quickly add new tasks to your ToDoist inbox
Organize By Action Don't organize by abstract category or area of responsibility; organize by action—e.g. the type of work you will actually do, where, or when.
Process: Inbox to PEEPs Drag tasks to specific Projects (PEEPs or backlogs)
Use Agendas Agendas are useful for storing items to be handled with a specific person, in a specific recurring meeting, or in a particular newsletter.
Agendas for People & Meetings Agendas are useful for storing items to be handled with a specific person, in a specific recurring meeting, or in a particular newsletter.
Sort In “Do” Order Sort lists in the order you plan to do them, reordering any time your plans change. Always do the item at the top of the list first.
PEEP A Place for Everything, and Everything in its Place.
Block Out Time Use your calendar to block out time for especially time-consuming tasks.
Treat (Some) Lists as Backlogs Use backlogs to organize your "as soon as I can get to it" work.
Why Backlogs Help Backlogs allow you to track work you can’t do yet, but keep it prioritized correctly.
Your “Work In Progress” (WIP) Limit Respect your WIP limit—give yourself permission to NOT start work you don't yet have bandwidth for.
Reflect What “backlogs” do I need to create, so I can keep my work prioritized?
Workflow
Route Everything To ToDoist Route everything into your ToDoist inbox or a more specific list (PEEP).
Process: Inbox to PEEPs Drag tasks to specific Projects (PEEPs or backlogs)
Have Specific Processing Times Process your inbox daily at a specific time.
Touch It Once Do as much on the spot as you can—the "touch it once" principle.
Batch Process Batch items like newsletters, agendas, and other lists you can work through quickly
Inbox to Zero When you sit down to work, process your inbox until it's empty—by doing or sorting.
Top Item First When you look at any list, always do the top item first, even if you have to reorder it.
Draw The Line Break your lists with a “WIGATI” (ASAP) task.
Due Dates Aren’t for Motivation Reserve due date fields for true due dates.
No 2 nd System Resist developing a "second system." Keep everything in one system.
Avoid Conceptual Categories Conceptual categories aren’t the right way to organize. Organize by action.
Reflect What PEEPs/lists can you batch process? Which need to be treated as backlogs?
AchieveDaily™
Separate Deciding from Doing Plan the next day's work the night before—separate deciding from doing to maximize your willpower and focus.
Prioritize Backlogs Treat each project or other list as a backlog that needs to be prioritized sequentially.
Use Due Dates Add due dates to anything that has a real due date.
Focus with a Timer Use "pomodoro" blocks for intense focus.
Assign Tasks to Blocks Use odd blocks built into your schedule.
Reflect When do you typically plan your day?
Parkinson & Pomodoro: Getting More Done in Less Time
Head-Down Work Blocks Identify the key times of day when you'll do head- down work—as many as you can.
Head-Down Work Blocks Put these on a project as blocks, and drag tasks underneath them.
Minimize Interruptions Set expectations that you're not to be disturbed, and use headphones if you need to.
Pick Your Focus Tasks In Advance Put specific tasks into each block, so you're deciding in advance rather than in the moment.
Reflect What odd blocks of time do you need to make better use of? List them in your to-do app, and drag specific tasks under each.
Recap
Recap • Put all of your to-do tasks in a single app. Recommendation: ToDoist • Organize your tasks into sub-lists, and treat each of them as a sequential backlog. • Get your inbox clear daily, and work through backlogs sequentially. • Set aside 4+ blocks of time to work through specific projects, and plan these the night before. • Reorganize your system whenever necessary, but always keep it current so it reflects your real priorities.
Reflect How could an electronic app help you get all of your tasks prioritized and done? What’s your next step?
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