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".

TPAssist User Success - Project Office Management

Enable Project Offices through...

• Establish Red-Amber-Green (RAG) Dashboards - Red-Amber-Green reports form a very important part of management reporting.

• Build Custom Dashboards - Managers can create Dashboard maps of project and then use TPAssist 2007 to traverse the linked maps, populating the Dashboard map with dates, priorities, flags, percentage complete and status text.

• Track Costs - TPAssist uses custom properties to capture financial estimates and actual values. This values will be rolled-up the map to provide the visually means to track any number of financial aspects associated with task, stage/phase, project and portfolio. TPAssist 2007's publish to Microsoft® Excel® capability also provides "pivot source" worksheets, which are flat exports of map topics specifically formatted to facilitate pivot tables, charting and other manipulation to help you analysis and present project details.

• Publish to MS Excel - Dashboards can be export to Microsoft Excel where it can be distributed for non Mindjet users.

• Publish to MS Project - TPAssist's Microsoft Publishing capability is Multimap enabled and provides a task roll-up function. These tools can be used to produced summarised project time-lines and portfolio overviews.

TPAssist User Success - Workplace Productivity

Use TPAssist in the workplace to...

• Create Dashboards - TPAssist 2007 is designed to provide you with the visual cues to track and manage the various requests and activities that fill your day. Dashboards can be built very easily by linking topics to sub-maps and then running TPAssist 2007 Tree Update in Multimap mode. TPAssist 2007 has a straight-forward reporting tool that can be used to easily identify and manage your tasks based on due date proximity, priorities and flag.

• Enable Workflow - Use MindManager and TPAssist to construct workflow tasks, set durations/effort and assign ownership. Also linking them with relationships and automated dates. As you progress your workflow, using TPAssist, you can visually track steps taken and yet to be taken. In addition, because your actions are tracked with-in the map, you have an instant audit trail of your workflow progress.

• Manage Financial Information - Financial values captured via TPAssist will be rolled-up the map to provide the visually means to track estimates and actual details across groups of tasks, maps and Multimaps.

• Collaborate - TPAssist automatically journals changes made to task details, including dates, priority, flags, percentage complete, text markers as well as resource assignment so you have a history, or audit trail, of where and when changes were made to the plan. The TPAssist 2007 task tree summary capability has a "Resource Filter" which can be used to manage tasks assigned to one or more individuals. TPAssist 2007's publish to Microsoft® Excel® capability is multi-map enabled, allowing you to managing complex projects over multiple maps and produce consolidate Work breakdowns, project schedules and other reports.

TPAssist User Success - Personal Productivity

Use TPAssist to...

• Get Context - At the heart of ultimate time utilization and productivity optimisation is concept of "context". "Context" relates to the goals and desires that govern our daily life. TPAssist's Role Based Dashboard concept give you that context in the workplace and our First Steps My Life Template Mind Maps does the same for your personal life.

• Get Organised - Crucial to optimal time utilization is the ability to quickly and easily capture, process, dispatch and revisit needs and requests. Visually identifying and maintaining tasks in Mindjet® MindManager® is incredibly easy and effective.

• Stay Organised - Seeing actions you take in context is a very effective way to keep you moving forward. The context suggested by TPAssist's Role Based Dashboard will really help ensure you keep on top of what needs to be done and ultimately stay organised.

• Be Fulfilled - If your tasks and activities are grouped and facilitated in such a way that they were clearly identifiable against goals, then each completed action (i.e. “tick”) becomes be a step closer to those goal. By seeing these completed tasks as steps towards a goal you will have a better chance of achieving the sense of accomplishment on a daily, hourly or even minute-by-minute basis.

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 "