GTD Routines - The magic of the e-in-basket

David Allen often highlights the power of the in-basket to manage the stuff in your world (Those who are GTD Connect members can see a video of this concept)

I've adapted a method that makes use of this concept in an electronic form, i.e the e-in-basket. I've implemented this using mind mapping software. As well as using this e-in-basket for capture and clarifying, I use it to manage interruptions and I also use it to manage routines in a way that is efficient, effective and fun!

Using the e-in-basket to capture and clarify:

I use the e-in-basket as my "collection" point for anything that needs further clarification. I use capture tools on my desktop, in Outlook and with-in my task and project maps to "send" my "stuff" to the in-basket with, I simply process using the first-in-first-out approach. The "magic" in this aspect comes form the integration and simplicity of the integrated mind mapping environment: I can visually see my list of unprocessed stuff; I can "send" them to a project map and at the same time have them "linked" on the appropriate next action list; I can easy file items; and finally for less-than-2-minute items, I can just delete them when done.

Using the e-in-basket to manage interruptions:

A really effective way to "manage" your lists is to use your e-in-basket as a temporary location for the item you are "doing". For example, if I have a twenty minute window and I choose an activity from your @COMPUTER list, since I am physically at my computer, I simply select the item, and "send" item to my e-in-basket. Then I work away on that item. The "magic" in this process it that if I get interruption or complete the task, I just return to my e-in-basket to regain focus or move forward to the next action.

Using the e-in-basket to manage routines:

I adapted the "zero-in" process, the Weekly Review and focus area review to suit my needs. I have built myself mind map templates containing each of the steps with-in these routines. When I come to the point where I need to carryout this routine I simply "toss" this list of tasks onto my e-in-basket.

The "magic" of this method is that because I'm using mind mapping software, I simply delete each task as I complete it. I don't need to record completing each individual step, so a simple delete, removes it from my focus and allows me to move on to the next item (or divert to handle an interruption). Very quickly my list of steps in my routine are all gone and I am clear and ready for anything.


Having a set of predefined steps for what appears to be very straight-forward activities, may seem over the top, however until these routines become habits, a predefined list is essential to ensuring I spend as little time as possible thinking about how to do it, rather than just doing it.



A SIDE NOTE: This method is can be used as effectively in the physical in-basket context. i.e. you could develop each routine in your word processor and then print a load of them. When you decide you need to execute one of these routines, you simply grab one of these printed sheets and toss it into your physical in-basket.



This "magic" is not restricted to GTD routines. You could use it for all kinds of routines. Some example that come to mind include goals setting, personal performance reviews, weekly administration processing, yearly "spring cleaning".

Why I use Mindjet MindManager as the center of my GTD implementation.

I have a belief that the Getting Things Done (GTD) systematic approach as developed by David Allen, is a form of art.

I suggest the idea of art relates to how you wield your focus, your lists and apply your routines. When all the parts are working together GTD gives you amazing satisfaction and clarity, you gain perspective and control. Further more, you see beauty that perhaps only you appreciated, it is your art and you are the creator.

So what does this have to do with mind mapping software?

Well, in doing art, I prefer to use a blank canvas rather than stencils or traces. With a blank canvas I can go where I want, when I want and how I want. The blank canvas doesn't impede my creativity.

Mind Mapping is like a blank canvas, in that it is relatively free form and definitely a facilitator of creativity. Further more, by using software mind mapping tools, like Mindjet MindManager, I can save my work, revisit it, easily erase it and also remodel it. Ultimately, these tools help me get things done by allowing me to explore, re-use and evolve my "art".

Working in a mind map, allows me to visualise how my list items relate to none another, I can "picture" where I am at and where I need to be. For now, anyway, it is where I want to focus my GTD implementation.

You can read how I use MindManager for GTD via my blog.

TPAssist Limited is not licensed, certified, approved, or endorsed by or otherwise affiliated with David Allen or the David Allen Company which is the creator of the Getting Things Done® system for personal productivity. GTD® and Getting Things Done® are registered trademarks of the David Allen Company. For more information on the David Allen Company's products, please visit their website: www.davidco.com.

How I use MindManager and TPAssist as my GTD list manager (Version 2)

Our tools have been evolved and so too has my approach to using MindManager for the Getting Things Done (GTD) approach developed by David Allen (http://www.davidco.com/).

My evolved approach takes advantage of the new capabilities in TPAssist 2007 version 1.6 and TPAssistCapture 1.2. My environment and system (described below) has been setup as per the Getting Started Guide in TPAssist 1.6's Help.


So here is how I currently implement my GTD Next Action and general list management with Mindjet MindManager and TPAssist tools ... (See a video of this approach)

I have an extensive implementation of TPAssist's “My Life” template and also the TPAssist role based Dashboard, resulting in near on 150 linked maps, some of which are whole projects and some of which contain lots of mini-projects.

My GTD "runway" map or as I am calling it, my “Ultimate Dashboard” mirror’s GTD’s “Organizing Categories” (see or download the template here). This is now my default map when MindManager opens. I have linked the Outcomes section to separate maps for a cleaner picture. I have linked my “My Life” and workplace dashboard to the “Areas of Focus”.



Adding in projects and actions is presently achieved using three methods:


Firstly, I instantly capturing, storing and then "sending" new items to the Dashboard by using TPAssistCapture.





Secondly, emails that I don't delete are "sent to" my GTD system for further processing using TPAssistCapture for Microsoft Outlook.





And finally, I enter results of any natural planning directly into a project map, then link the next action to my Dashboard via TPAssist 2007's "Link At" capability.





Any items I capture are generally sent to the focus map to which they relate and in the same motion they are linked to the appropriate ACTION category. Capture items that require further clarification or filing are sent to my run-way "IN-BASKET".



As I complete actions (and the projects), I drop into the focus area or project map, update it using TPAssist’s existing journaling capabilities to record my progress and success, and then use TPAssist 2007's "Link At" command to send the next action to my run-way map. I don't get too worried about accurately grooming my run-way list because I know that my weekly and monthly reviews of Areas of Focus will show up anything that is new or duplicated.


In addition, I am using TPAssist 2007's Outlook Integration to keep some of the next actions synchronised with Outlook and therefore my mobile device.



My key routines include my daily "zeroing", my weekly review and my monthly focus area reviews.

My "Zeroing" routine is as per the TPAssist 2007 Getting Started Guide (see our blog for a summary of this routine). A further technique I use to keep me on track, is that I have added these routines to the Map Parts Library in MindManager. To "zero", I simply add the Map part to my GTD IN-BASKET topic. The steps then appear as task topics and I just work through them. If I get interrupted, I can quickly and easily pick-up where I left off, avoiding the costly process of restarting.

My Weekly Review generally follows the steps outlined in David Allen's latest book, Making It All Work. (See our blog for a summary of this process). For the weekly review, I also use a Map Part and drop the list of items into my GTD In-Basket, as outlined above in "Zeroing".

On a monthly basis, I review my focus areas. I've split the reviews over three weeks, so I don't have too much to get through in any one sitting. i.e. at the start of the month I review my job related focus areas, then mid month I review my professional development and in the 3rd week, I review my personal and family focus areas. (See our blog for a summary of this process). As per the Zeroing and Weekly Review routines, I use a predefined set of steps that I drop into my GTD IN-Basket on the day of the review, so if I don't get through everything immediately, I can easily pickup the next step later in the day or the next day.


Though I am really happy with my current implementation of MindManager as my GTD list manager, there are still areas for improvement, especially around reducing some of the steps in reviews and working with completed items. There are also some areas of the Outlook integration that I would like to see improved. But for now it works, it keeps me focused and it definitely aids my productivity.


TPAssist Limited is not licensed, certified, approved, or endorsed by or otherwise affiliated with David Allen or the David Allen Company which is the creator of the Getting Things Done® system for personal productivity. GTD® and Getting Things Done® are registered trademarks of the David Allen Company. For more information on the David Allen Company's products, please visit their website: http://www.davidco.com/.

GTD Tip: Weekly Review with MindManager and TPAssist

This blog provides tips on conducting your weekly review when using MindManager and TPAssist tools as part of your Getting Things Done (GTD) system.

(Note: This material is mostly as suggested in David Allen's 3rd book, Making It All Work).

STEP 1: Get Clear

• Loose papers & materials collected


• Get "In" to zero (See our TIP on "Zero-In")


• Mind Sweep

STEP 2: Get Current

• Review Action Lists:
  
  
  • For each main area (i.e. "Calendared', 'ASAP', "Agenda", etc, perform a TPAssist 2007 "localised" Tree Summary (Not Multi-map, leave that for the Monthly Reviews).
  
  
  • Process the items overdue etc and review the rest.


• Review Previous Calendar Dates.


• Review Upcoming Calendar Dates.


• Review Waiting for Lists.


• Review Project (and Larger Outcome) Lists
  
  
  • Open Project List.
  
  
  • Sort the list and remove any duplicates (If sub-divided focus areas, do one area at a time).
  
  
  • Read the title of each project and consider it's status in your own mind (Your review of your actions, calendar and waiting for above should be sufficient to "know" where each project stands.)
  
  
  • Drop into Projects that you feel may need further consideration.
  
  
  • Use TPAssist "Send To" for projects you want "parked" on the Someday / Maybe list.


• Review Any Relevant Checklists


• Review Calendar Later Starts

STEP 3: Get Creative

• Review Someday / Maybe List
  
  
  • Sort the list and remove any duplicates (If sub-divided focus areas, do one area at a time.)
  
  
  • Read the title of each project and consider it's status in your own mind.
  
  
  • Drop into Projects that you feel may need further consideration and then "Link At" if the project is being acted on again.
  
  
  • Back in the list, use TPAssist "Send To" and put the project title back on the projects list.


• Be Creative & Courageous

GTD Tip: Focus Area Review (Monthly) with MindManager and TPAssist

This blog provides tips on conducting your Getting Things Done (GTD) monthly focus area reviews when using MindManager and TPAssist tools.

If you are using separate Focus Area dashboards, i.e. one for your life management and one for your workplace responsibilities, it may be worth scheduling the monthly review for each aspect on separate weeks, to reduce "block" time required to complete your review. The process below applies to each of your focus areas, i.e. your life management and your workplace responsibilities:

1. Open Focus Area Dashboard.


2. Drop into Each sub area (map):


1. Organise "new items" into their approach place
   
   
   • "New Items" are those that have been delivered directly to the map via TPAssist Capture tools and may not be correctly organised. Drag these around your map so any "Link At" topics on your Dashboard can still find them.


2. Run a TPAssist 2007 Task Summary, in "Normal" mode.


3. Using the Task Summary, process items found in < 1 month.


• Follow the hyper-linked Task Summary topics.


• Use TPAssist 2007 "Link At" command to add new projects to project lists (If not sure, just add them anyway, the weekly review will pickup duplicates)


• Use TPAssist 2007 "Link At" command to add next actions for new projects to the actions list (As per project list, if unsure, add them anyway as use of the lists and then weekly review will pickup duplicates.)



4. Disgard the remaining Task Summary.


3. At the conclusion update the Focus Area Dashboard:
   
   
   • In the Focus Area Dashboard, with all sub maps open, run a TPAssist 2007 Tree Update in Multi-map mode


4. Review the Projects List
   
   
   • Run a TPAssist 2007 Tree Update in Multi-map mode to bring in latest project status for the focus areas under review (Use "Localised" scope if only reviewing a subsection of the project list).
   
   
   
   

GTD Tip: Zero-In using MindManager and TPAssist

As you use your system and even conduct your Weekly Review, you will inevitably be "Zeroing IN".

Below is a variation of the "Zero In" process populated with steps that you may find useful as you manage your lists via MindManager and TPAssist tools.

1. Empty Wallet, Bags, Brief Cases etc into your Physical In-Tray.
2. Empty Tickler into your Physical In-Tray.
3. Empty E-Mail IN-BASKET (See http://tpassist.blogspot.com/2009/05/gtd-style-e-mail-processing-using.html for setup details).
4. Process Physical In-Tray.
5. Process Audio/Voice Recordings.
6. Process any electronically captured notes (i.e. using the 2 minute rule and the workflow)
7. Synchronise PDA (and if using Outlook, use TPAssist 2007's Document Tools to bring back changes).
8. Review Dashboard "ACTION" lists - "Send Topic" on any items that are complete or need attention to the IN- BASKET.
9. Process any other form of electronic "IN".
10. Process the Dashboard "IN-BASKET", using the 2 Minute rule and Workflow to determine where the item should be sent.
11. Re-Synchronise PDA.

GTD Tip: Using your IN-BASKET when on the runway

As you start populating your MindManager dashboard and using TPAssist to facilitate your GTD system, you will inevitably start looking for ways to improve your system.

A really effective way to "manage" your lists is to use your IN-BASKET as a temporary location for the item you are "doing".

For example, if you have a twenty minute window and you choose an activity from your @COMPUTER list, since you are physically at your computer, make use of Capture / Store / Process to help you get underway and also be ready for any interruption. Simply, select the item you are going to work on, click the Hyperlink to bring the Focus map into play so you can track your actions and also gain access to related materials, then return to Dashboard, now click "Send Topic" and send the topic to your IN-BASKET. Then Save All, and return to your active focus map and work away. In this way, if you get interruption or complete the task, you can just click "Process" and get your focus back via the IN-BASKET.

GTD style e-mail processing using TPAssistCapture for Microsoft Outlook

This tip outlines how TPAssist 2007 can help turn Outlook 2007 into a Getting Things Done (GTD) collection point, and do all your clarifying, organising and doing, in MindManager.

To configure your system ready for this approach, you need to complete the following steps:

1. Download and install TPAssistCapture for Microsoft® Outlook® (http://www.tpassist.com/downloads/)

2. Configure a Search Folder as your IN-BASKET.

The Search Folder should be configured to look for items where "Categories doesn't contain @DONE" and it should also be added to your favourites. For details on this process, look for "Convert your e-mails into next actions" in the Getting Started Guide in Help after you have installed TPAssistCapture for Microsoft® Outlook®).

3. Select all your old emails and categorise them as "@DONE" (leaving those that you still need to process).

4. Now for e-mails that you don't action immediately or delete, select them in the list view or open each, the use the TPAssist Capture icon to expose the Category Selection dialogue. Now pick your category (typically your "IN-BASKET") and click send.

5. After your e-mail IN-BASKET is empty, switch over to your Dashboard mind map, and process your captures.

6. From here you can work with each e-mail via the "attachment" capability of the MindManager topic.

How I use MindManager for Getting Things Done (GTD)

UPDATE: 3rd June 2009: Version 2 of my implementation is now in the blog. Read about it here...

-------------------------

Having been asked on several occasions to explain how I use Mindjet MindManager to implement the Getting Things Done (GTD) approach developed by David Allen (www.davidco.com), I decide to provide a summary of I do it for all to see. Please feel free to share your experience and give me feedback. Whilst still learning, the one thing I am clear about regarding GTD, is that it is an evolutionary process of continuous improvement.

So here it is...

I have an extensive implementation of TPAssist's “My Life” template and also the TPAssist role based Dashboard, resulting in near on 150 linked maps, some of which are whole projects and some of which contain lots of mini-projects.

My GTD runway “road map” or as I am calling it, my “Ultimate Dashboard” mirror’s GTD’s “Organizing Categories” (see/download template here). This is now my default map when MindManager opens. I have linked the Outcomes section to separate maps for a cleaner picture. I have linked my “My Life” and workplace dashboard to the “Areas of Focus”.

Adding in projects and actions is presently achieved using two methods. Firstly I am instantly capturing, storing and then "sending" new items to the Dashboard by using TPAssistCapture. These capture items are sent to my roadmap "IN-TRAY" for further clarification, sent directly to the ACTION category or even directly into a project map (if it isn't the next action or is more an idea). Secondly I am manually maintaining the Projects List and Actions list.

Maintaining context of my projects and next actions is achieved by dropping into the focus area map, locating the project or next action and then using the Topic-Right-Click “Copy as Hyperlink” MindManager capability to extract the linked topic. I then insert this hyperlinked topic into the project list or in the case of each project’s next action, in the appropriate category of the Ultimate Dashboard. In this way I can just follow the hyperlink back to the My Life or Dashboard map to process the action, using TPAssist’s existing journaling capabilities to record my progress and success.

As I complete actions, I drop in the next action and then I just delete the completed topic listing from the Ultimate Dashboard. With completed projects I just delete them from the Projects list, knowing that my monthly reviews of Areas of Focus will show up anything that is new.

In addition, I am using TPAssist 2007's Outlook Integration to keep some of the next actions synchronised with Outlook and therefore my mobile device.

There are some aspects that are for now a little cumbersome, however I feel "spinning the wheels" myself, at least for now, gives me a great idea of what needs to be automated in the next update to TPAssist 2007.


GTD and Getting Things Done are registered trademarks of David Allen & Co..

How I use MindManager

A pivotal aspect to my professional and personal life at the moment is Mindjet® MindManager®.

I think of MindManager as my control tower. I use it to plan, track and act. I use the brainstorming capabilities, the topic task capabilities, the topic styles, the map styles, the multi-map capability and I couldn't operate without the TabletPC integration.

I use MindManager to see what needs to be done and in what order. I also use MindManager at the end of the day, week and month to review my achievements and then plan where I am going next.

I start my work day by opening my high-level mind map. This map has five topics, each representing a key part of my role (i.e. People, Process, Service Delivery, Sales and Company activities). Each of these five topics is hyper-linked to another map. Each of these sub maps has a further five or so main topics, with each topic representing a key facet of that aspect to my role. From there I branch out into projects and major activities. I also typically split major project off into separate maps and link these to the appropriate main topic. In this way I have a hierarchy of maps for managing my activities, tasks, project and goals.

The project related maps are the central source for the projects I manage. Not all those that I work with use MindManager, so I often export maps to Excel and Microsoft Project in order to disseminate information to my team and my customers.

In addition to managing my own activities, I use map topics to record activities I have assigned to team members, I also at times track interdependent activities whereby my ability to perform is in some way linked to a colleague or customer.

In terms of non task activities, I use MindManager for preparing meeting agenda, capturing meeting minutes, structuring proposals, writing papers and of course brainstorming. The results of my work is typically exported to Microsoft Word in order to share it with others.

I have a very mobile work day, often out of the office in meetings and workshops and in that context I couldn't operate without the TabletPC capabilities and the built-in hand-recognition.

At the heart of my MindManager experience is The TPAssist Method and a Mindmanager addin that makes it all possible, TPAssist 2007.

Personal Productivity Part 3 of 3: Do we need more than a task list?

Is it sufficient to be on top of what you need to do, when you need to do it and for whom it needs to be done for? Well the simple answer is "no". The reason is a little more complicated. The very nature of task lists is that they never diminish. As you complete tasks at the top, more items are added to the bottom. Further more, it is rare that any single activity is done in isolation of everything else. More often, even the simplest of activities is linked to a chain of activities or part of a group of activities. The activity may involve one or more people or teams. Those people and/or teams may appear multiple times in your list activities and you will likely want to visit activities in related blocks and not in isolation.

There is one further complication that is far more important. "Ticking" off Tasks does provide you with a list of mini-achievements, but do these "ticked" off items give you a sense of where you have come from and where you are going? The underlying and fundamental human need at play here is linked to goal recognition or having a sense of accomplishment. If we do not often reach this sense of accomplishment we slowly but surely get tired, worn-out and bored with what we are doing. The things that used to have us bouncing out of bed in the morning, do not matter any more. A sense of accomplishment comes simply by seeing in every action you take, no matter how small, your own progress against a bigger picture goal.

Whilst at the core of the challenge that confronts us is the ability to quickly and easily capture, process and dispatch or revisit requests, true success and fulfilment requires something more.

A possible answer involves a method for putting all those requests and tasks into context.

The context is the goals and desires that govern our daily life. If the task lists discussed above, were grouped and facilitated in such away that they were clearly identifiable again goals then each "tick" would be a step closer to that goal. By seeing these completed tasks as steps towards a goal we will have a better chance of achieving the sense of accomplishment on a daily, hourly or even minute-by-minute basis.

Personal Productivity Part 2 of 3: The Task List

The humble Task Lists offers a flexible way to identify things that need to be done. Even the paper version or manual art of listing things to do in the calendar page of a future date is quite effective.

Electronic equivalents like the Task capability of Microsoft Outlook® provide additional capabilities in that you can configure "Reminders" so that your computer or even hand-held diary alerts you of pending activity.

The method with regards to Task Lists is simple: As requests land at your feet, you quickly appraise the request and then generate a Task to manage the response appropriate to the request. You can also use the Task List to track items you have requested of others.

An extension to this method is the activity of blocking out future parts of your diary to "address" or "review" a request. If you are using the electronic equivalents, another little trick is the use the body or notes area of the Task Item to make comments about your activity. You also might choose to note when you received the request or what you asked of whom and by when. In this way you have a "mini-journal" of your related activities that can be reviewed later reducing the time you spend coming back up to speed. Have you ever found yourself asking "when did I send that" or "what did I say to him"? The notes inside your tasks can help elevate that problem.

Personal Productivity Part 1 of 3: The Challenge

The job of the modern knowledge professional is neither straightforward nor routine. We must capture, process and track requests and activities from any number of sources and incorporating any number of complexities.

We need a flexible method that not only records and tracks our activities but also drives our productivity in a proactive manner. If we are to perform to our maximum potential we need both skills and time. The skills are necessary to deliver something of value and the time is required in order to deliver that value.

The modern work environment places massive demands on our time. We are subject to continual bombardment from colleagues, staff, customers and bosses. It is not realistic to hide away, free from interruptions. If we are to be effective we need a powerful and rich method for capturing, tracking and acting that is both flexibility and easy to use.

Archive: Ultimate Productivity = Remove the interference

In June 2006, I started to capturing my thoughts in relation to what has now become TPAssist 2007. Below is the first of three pieces I wrote on the subject:

"Welcome to TPAassist, a project of personal interest to me in that I use the methodology and tools in every aspect of my life from work to play.

In this opening blog, I am going to capture a few ideas and explore the notion of productivity. In time I hope to add insights into my methodology and provide general details of where and how to learn more.

“Productivity” - so what is all the fuss? I guess the term productivity is generally found in the work or business context, where owners, bosses and strategy consultants use it liberally in relation to any new technology, system, solution, tool or process they are trying to adopt. So what does it mean? I like the definition found at the U.S. Department of Labor, Bureau of Labor Statistics web site: “Productivity is a measure of economic efficiency which shows how effectively economic inputs are converted into output.” And in plain English, “less in, more out”.

Ok, so what does “less in, more out” translate into for you and I? It could be as easily as saying, “productivity = job and promotion”, because these days, if you can’t manage to do more with less you are likely to be shown the door. Now that is well and good, but of what use is this ramble? I like to think of productivity in terms of your ability to perform. If you are performing well, you are more likely to be able to achieve more with less.

So what is performance? To answer that question, you should look at the work by Timothy Gallwey, called the Inner Game. The Inner Game as developed by Gallwey in 1974 builds on the notion of “Potential” and “Performance”. There is a gap between potential and performance which Gallwey describes as the thoughts which you have when going about an activity. These thoughts can be better described as “Interference”. Interference then is the self doubting thoughts you have that get in the way of your potential and reduce your resulting performance. In his 2003 book on effective coaching, Myles Downey in addition to explaining the Inner Game in more details, expands this notion in order to conclude that performance therefore, is equal to “potential” subtract “interference”.

So if performance is linked to your ability to be productive, and performance is a function of your potential and the interference you create, then perhaps ultimately productivity is about removing the interference. Ok, that was a long winded way to say that in order to be productive, you need to offload all the distractions. In a practical sense, distractions include the volumes of email, phone calls and basically the numerous requests we are subject to every day due to increasingly complexity in working life and often vague job descriptions.

REFERENCES:

Myles Downey, 2003; Effective Coaching, Lessons From the Coach’s Coach, Thomson Texere

U.S. Department of Labor, Bureau of Labor Statistics web site:
http://www.bls.gov/lpc/peoplebox.htm "