Archive for October, 2008
Staying Organized
Our life has become increasingly complex. We are juggling various roles in business, family and society. We have a lot on our plate. Just consider what we have to do to keep our IT infrastructure up and running in our homes. In my family everyone has at least one computer. Then there is the routing equipment, firewall, backup systems, printers etc. These things didn’t exist 20 years ago. Our professional life has become more fast pace then ever. We have to be on 24/7. But there is more. We have soccer practice to manage, networking events to attend, keep the backyard neat and deal with the stock market. I am sure we all have our own to do list. How do we deal with all of this in an effective way? What is our individual process to handle various requirements without having things falling between the cracks? How to we stay on top of our life without loosing oversight? Earlier this year I stumbled upon a book from the author David Allen entitled “Getting Things Done”. He ended up presenting at the Prochain User Conference in September 2008 in DC (www.davidco.com). It is certainly a treat to watch him in person: alternatively you can check him out on YouTube.
Allen suggests two primary models for gaining control and perspective:
- A workflow process
- A framework with 6 levels of focus
The workflow process is a way to gain control over all the tasks and commitments which need to get done. The workflow process consists of five distinct phases:
1. Collect
2. Process
3. Organize
4. Review
5. Do
Please check out this diagram for more detail.
Allenis using the altitude analogy to illustrate his second major model, 6 different levels of focus, and give perspective on tasks and commitments. These 6 levels of focus, from the bottom up, are:
1. Runway: Current actions
2. 10,000 feet: Current projects
3. 20,000 feet: Areas of responsibility
4. 30,000 feet: Yearly goals
5. 40,000 feet: 3-5 year vision
6. 50000 feet: Life goals
Allen suggests implementing a weekly review focused on different levels. The perspective gained from these reviews should drive one’s priorities. During a weekly review, the user determines the context for the tasks and puts them on the appropriate lists.
His work is highly synergistic with implementation strategies we use to enable focus work in large corporation. He provides a process that allows the individual to take all aspects of life seamlessly from planning to execution. It’s great reading, ideal to kill a few hours on a long flight. Enjoy.
