GTD & mind mapping Part II

/English

 

Introduction

 

In the previous article (GTD & mind mapping Part I), I described « my way » of applying GTD on my life. In this article, I will explain how I take advantage of all the work I described before.

 

Everything stand in 3 main steps also called the “reviews”: daily review, weekly review and monthly review. Each one of these steps is important and treats different aspects of what you intend to do.

 

Daily review

Preparation

  • Complete an “emergency scan”, looking for things that are about to fall on your head
  • Sweep up all loose ends and new activities

 

Purpose of Daily review

  • To keep track of deadlines
  • To make the best use of your time by using contexts (@home, @office, @phone, @email…)
  • To check that your next actions are actionable

 

How to review

  • Look for next actions that are not clearly enough defined to take action on
  • Look ahead for the contexts that you are likely to be able to use today
  • Look at today’s bring-forward or tickler file
  • Look ahead to tomorrow’s calendar and bring-forward file to check whether you need to make any additional preparations

 

Time budget

·         A few minutes (depending on your amount of actions… it takes me about 20 min every morning)

 

 

 

The Weekly Review

 

Preparation

  • Sweep up all loose ends and new activities
  • Get your in-boxes and in-trays to zero

 

Purpose of Weekly review

  • To check that you are making progress with Projects and Results
  • To identify the Next Actions in your Projects and Results for the next week

 

How to review

  • Check the Next Action for each of your current Projects and Results. Check that it is actionable and does not need any additional preparation such as a decision or some extra information. If it does, add it
  • Consider whether the Next Action on each of the Projects or Results is the one that is the most likely to deliver the outcome you want; if not, change its status to “uncommitted”. Remember, 20% of your actions create 80% of your achievements
  • Look for Committed projects and Results that have no Next Action. If you have used a Context for the next Weekly Review, look through these activities and decide what kind of activity they are, and whether you need to take action on them
  • If you have used a “Weekly Review” Context, check through the new ideas or inputs and decide whether to make them projects – Do they contribute towards your higher level objectives?

 

Time budget

·         A couple of hours

 

 

 

 

The Monthly Review

 

Preparation

·         Sweep up all loose ends and new activities

 

Purpose of Monthly review

·         To check that you are working on the right Projects, and that the Results and Actions you have identified in each Project are the best ones to take you forward

·         To add new Projects or close down old ones. The monthly review sets your main priorities for the month, against which any new opportunities or requests are evaluated

 

How to review

  • Look for uncommitted projects that should be activated
  • Look for projects that are running out of steam that you can deactivate
  • If you have used a “Monthly Review” Context, check through the new ideas or inputs and decide whether to make them projects – do they contribute towards your higher level objectives?
  • Review each of your committed projects in detail, and add or discard Action items and Results to keep the project focused on its outcome
  • Check that the project outcome statements reflect what you need the project to deliver, and that the Actions and Results are the ones most likely to deliver the outcome effectively. Re-prioritise them if necessary
  • Defer unimportant things until the next review, or put them on a bring-forward list or tickler file for consideration at a later date

 

Time budget

·         A few hours – this review and refocusing process is the most important work you will do each month, so it has to be worth your best quality time. Schedule the Monthly Review for a time when you are likely to be alert and inspired, not burnt out

 

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/French

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