David Allen Interview, a Friday Evening Treat

I’ve got a special treat for you this evening.  David recently presented GTD to the Hewlett Packard Corporation.  Following his presentation he took the time to sit down with Ian Griffin , an executive speech writer for the company.  Ian is also the author of the Professionally Speaking blog and that’s where this great podcast he’s done with David is hosted.

It’s Friday.  Take a break. Put your feet up, and indulge yourself for ten minutes while David talks about Getting Things Done…

By the way, great content like this – from more audio and video to articles, commentary, and even forums where you can get answers to your personal productivity questions – can be had with a GTD Connect membership.  In addition to the email newsletter subscription written personally be David Allen, there is an entire member’s only section of the DavidCo website that is reserved exclusively for GTD Connect subscribers.

As an extra bonus, here’s another podcast with David Allen – this one from the DonationCoder blog Part 1Part 2.

GTD Times – Kluge and GTD

kluge_event_full.jpgEditor’s Note: We’ve had an incredible response to the request for contributor’s with a cognitive sciences background. Several notable individuals have very kinds offered to author posts that deal with questions of the brain that I believe are of great importance with respect to helping us understand why we do what we do, why GTD works where other systems fail, and how to get the most out of our own curious intellectual circuitry.

One such contributor, Jennifer George has authored the post below and will begin her contributions to GTDtimes with a series of posts based upon the ground-breaking book, Kluge, authored by Gary Marcus.

Jennifer George is a productivity geek and Web addict who writes the blog Lifemuncher. In the real world, she is a fundraiser for UCLA and a graduate student in clinical psychology at Capella University.
by Jennifer George – Community Contributor

Gary Marcus’s book, Kluge: The Haphazard Construction of the Human Mind, examines the strange collection of more or less ancient systems that makes up the modern human brain. As he explains in chapter one:

“Measured nucleotide by nucleotide, the human genome is 98.5 percent identical to that of the chimpanzee. This suggests that the vast majority of our genetic material evolved in the context of creatures who didn’t have language, didn’t have culture, and didn’t reason deliberately. This means that the characteristics we hold most dear, the features that most distinctly define us as human beings — language, culture, explicit thought, must have been built on a genetic bedrock originally adapted from very different purposes.”

The word Kluge is an engineering term, and means an inelegant solution that works, but not in the best way possible because of historical and/or environmental constraints. Since our brains evolved over millions of years, building on existing systems rather than scrapping them and starting fresh, we find ourselves with a brain that’s like a marvelous Rube Goldberg device, held together with duct tape and chewing gum. It’s great at things that helped us survive and reproduce on the African savannah, and not quite as good at things related to language and abstract thought, which evolved much more recently.

According to Marcus, the human brain is primarily interested in helping you survive – noticing predators and food sources and finding potential mates. Figuring out the next step on that computer program you’re writing? Evaluating whom to vote for for president? Not so much.

The book is a fascinating and humbling overview of the evolutionary forces that built the modern brain and the resulting strengths and weaknesses that constrain and influence the way we live. Much of what Marcus describes is directly relevant to GTD and productivity, and could give us insights on better ways to do things. In a series of posts, I will be examining his findings on and trying to apply them to the life of a modern office drone. Look for the first one, on memory, later this week.

Productivity Countdown

eproductivitycountdownclock02.jpgI usually do OK tracking individual actions and small and medium sized projects. These are items for which I can easily envision the completed state – I know what “done” will look like and I know I will mark these complete in a few days or weeks. Sometimes, however, I have projects where the completion date is not days or weeks ahead but months or years ahead. I find those harder to keep in front of me. Even with regular review, I sometimes find it difficult to keep a sense of time about a project that is off in the distant future.

As I prepare to launch eProductivity, a GTD implementation tool for Lotus Notes , I need to keep one or two key milestones in sight at all times. Specifically, we have a few big milestones – things like “launch web site” or “Prepare for meeting with David” or “Deliver presentation to IBM” that we have been working on for many months or in the case of the product launch, several years.

Several months ago, I watched a NASA Shuttle mission video and I was inspired by their countdown clock and their mission elapsed clock. I decided that I needed my own countdown clock, so I decided to create one for myself.
eproductivitycountdownclock01.jpg
Starting with a countdown clock mechanism that I purchased on-line, I created a custom clock face and built five eProductivity countdown clocks. I set each one to the date of a key milestone. I kept one clock for myself and I sent the other four to key people on my team. Now, I have a tangible reminder of each event and the time remaining in which to complete it. I’ve had the clock on my desk for a few months now and it’s been a fun reminder of an event that I am looking forward to. The key question “What’s your next action?” keeps me focused on the little things that I need to accomplish to achieve my goal.

It’s been a fun way to get things done.

Zappos Pays New Employees $1000 to Quit!

zappos.jpgAlthough not GTD specific, this article from Harvard Business Online was simply too interesting not to post. Here’s an excerpt:

This is a company that’s bursting with personality, to the point where a huge number of its 1,600 employees are power users of Twitter so that their friends, colleagues, and customers know what they’re up to at any moment in time. But here’s what’s really interesting. It’s a hard job, answering phones and talking to customers for hours at a time. So when Zappos hires new employees, it provides a four-week training period that immerses them in the company’s strategy, culture, and obsession with customers. People get paid their full salary during this period.

After a week or so in this immersive experience, though, it’s time for what Zappos calls “The Offer.” The fast-growing company, which works hard to recruit people to join, says to its newest employees: “If you quit today, we will pay you for the amount of time you’ve worked, plus we will offer you a $1,000 bonus.” Zappos actually bribes its new employees to quit! (read the rest of this great article here

Getting Nothing Done with Fire and Water

20080503-davidanderice90.jpgSeveral of us recently got together at David Allen’s house for a casual get-together. For some of us, me at least, it was the first time to see David since he surfaced from writing his soon-to-be-bestseller GTD book #3, Making it All Work

David’s been submerged in the details of the book writing for some time and, with the current draft off to the publisher, it was time to hang out.

David and I got a few minutes to geek out with the new Nokia E90 Executive Communicator and talk about Notes 8. (We kept the geek talk to a minimum.)

Then, we visited with several of the David Allen Company team in David and Kathryn’s way cool “outdoor living room”.

Next time, I’m bringing marshmallows, chocolate, and gram crackers!

20080503-davidallenpartyfireplace.jpgLeft to right: Eric, Pat, Natalie, Kelly, David and Ellen. Foreground: Molly, the chief of security and public relations.

We had a wonderful time. On the way out of town, Paul Garth invited us for a tour of the new world headquarters of The David Allen Company:
The all-glass conference room is equipped with the emperor’s new conference table and chairs. (Only GTD black-belts can see it.)

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Paul prepares to demonstrate the office fountain to Amy, Emily, and Kelly. “See, I just dropped a pebble in David’s new fountain… How does the water respond? Right, It does “pebble.”

Paul and I wondered what would happen if we dropped in a rock (just to test David’s theory, of course)…

Yup, the water responded appropriately, and Paul and I got to mop up the

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lobby.

Automating Your Weekly Review: a post originally by Marc Orchant

Weekly Review AutomatorI was thinking about my friend Marc Orchant this morning while also looking for something about how to do a good weekly review when I came upon a post that Marc himself had authored back in 2004. He was actually referring to another post that explains how to set up Outlook to automate the process of performing a weekly review.

Marc’s original post is copied verbatim below, including the links to the post to which he was referring. The script for automation may require some updating but aside from that the advice is as good now as it was then.

by Marc Orchant

Michael Hyatt, whose blog is a must-read if you practice Getting Things Done, has provided a great Outlook macro script that automates the process of setting up a weekly review task list. I am a Visual Basic novice and it took me about three minutes to set this up (including creating a custom icon).

I figure I’ll save ten times that amount of time every month because now I can click a single button and my Weekly Review is all set up.

Great stuff.

[Read more →]

The GTD Breakfast Club

gtdbreakfastclub.jpgWith the recent posts on GTD for Kids and GTD for Families, I thought I would share this one…

Last year, my daughter, Wendy, recently made a post in the GTD Connect forum about how our family is learning about GTD at the breakfast table. [If you're a GTD Connect subscriber, you can read the posts and respond there.] I thought I would take a moment to share my own thoughts and experience here, too.

Over the years, I’ve often ask my children to help me test new software and programs. I find that they approach software from a totally different perspective and I always learn new insights as a result of their efforts. (Even Microsoft found benefit in this approach; they distributed Amy & Wendy’s podcast on OneNote Shared Sessions to the OneNote design team.) Anyway, back to the GTD breakfast club…

In December, I decided to ask my wife and children to test some prototype features for my productivity software for using Lotus Notes with the GTD methodology. (Little things, like linking projects to actions, switching contexts, and a tickler to calendar system.) In order for them to be effective helpers, however, I knew that they would have to distinguish between the methodology and technology of the productivity equation. I decided that this would be a good time for me to set up more formal GTD instruction for my family.
[Read more →]

The Long Awaited Follow-Up to “Getting Things Done”

miaw_cover.gifFrom the author of the bestseller “Getting Things Done”, comes a new book that will change your life. “Getting Things Done” hit a nerve and spawned a movement with businesses, students, and techies all the way from Silicon Valley to Europe and Asia. Now, David Allen leads the world on a new path to achieve focus, control, and perspective. Throw out everything you know about productivity—”Making It All Work: Winning at the Game of Work and the Business of Life” will make life and work a game you can win.

Why this book? Why now? GTD, now in 28 languages, has become a viral phenomena around the world. An understanding of the reasons for that success and the principles behind the power of GTD opens a much broader application of the underlying formulae for success, across the whole span of life and work. “Making It All Work” illuminates the true basics of self-management – control and perspective – and how to get and keep both in any and every situation with solutions simpler, and more sophisticated, than you

David Allen shows us how to excel in dealing with our daily commitments, the unexpected, and the information overload that threatens to drown us. “Making It All Work” provides an instantly usable, success-building toolkit for winning “the game.”

Making It All Work” addresses: How to figure out where you are in life and what you need; How to be your own consultant and the CEO of your life; Moving from hope to trust in decision-making; When not to set goals; Harnessing intuition,spontaneity, and serendipity; And why life is like business and business is like life.

This eagerly awaited follow-up to “Getting Things Done” is a must have in today’s competitive business environment.