[0.00s -> 4.80s] You're listening to Getting Things Done, the official podcast of The David Allen Company, [4.80s -> 8.48s] with David Allen being interviewed on the Tragedy and Hope broadcast. [18.08s -> 24.56s] Welcome, everyone, to Getting Things Done, or GTD. My name is Andrew J. Mason, and this podcast is [24.56s -> 29.04s] all about helping you on your journey learning the art of stress-free productivity. [29.04s -> 33.28s] Today's podcast is an engaging and inspiring interview with David Allen [33.28s -> 38.00s] by Tragedy and Hope broadcasts. It explores the key principles of GTD [38.00s -> 42.32s] and how to make informed choices with ease. The interviewer, Richard Grove, [42.32s -> 47.12s] is a GTD enthusiast himself, and his intelligent questions make this interview [47.12s -> 51.84s] particularly interesting. There are also hundreds of other conversations like this one [51.84s -> 59.12s] available over at GTDConnect.com. And now, we hope you enjoy this special interview with David Allen. [65.44s -> 69.36s] But I wanted you to speak, I guess, generally about clearing mental RAM, [69.36s -> 74.08s] using this space for thinking only about things once if it's meaningful, and then using the [75.76s -> 79.68s] method to be able to clear more space and get more things done because you can have [79.68s -> 84.72s] more productive thoughts. Yeah, well, one way to think about this methodology is it produces the [84.72s -> 89.84s] condition for you to flourish. And, you know, I love that word flourish. I think it's such a great [89.84s -> 95.52s] word. And most of the people who've implemented some version of this methodology would say [95.52s -> 101.36s] the common denominator of people's positive testimonials is I was able to be present, and [101.36s -> 108.08s] it gave me the freedom to, fill in the blank, freedom to write rock music, the freedom to use [108.08s -> 112.56s] my imagination much more creatively, the freedom to watch my girls play soccer without being on my [112.56s -> 118.48s] smartphone, the freedom to be able to be in the kitchen when I want to play there. So a lot of it [118.48s -> 124.24s] is about creating that kind of space to be able to be free to do wherever you want to put your [124.24s -> 130.88s] attention and wherever you want to put your energy. So that's the essence, essentially, [130.88s -> 135.76s] of what you're after here, of getting that kind of room inside your psyche and stop using your [136.56s -> 141.28s] psyche to try to do things that it just, as I mentioned before, doesn't do very well. So your [141.28s -> 145.84s] mind doesn't have one. If it did, it would only remind you of things when you could actually do [145.84s -> 150.16s] something about them, when that'd be useful to be reminded. But your mind isn't like this wild [150.16s -> 154.64s] monkey. It's just running loose inside of there to wake you up at three o'clock in the morning [154.64s -> 158.32s] and beat you bloody about something you can't do anything about while you're lying in bed, [158.32s -> 163.28s] you know, which is not very smart. And, you know, to your point too, Richard, you mentioned earlier, [163.28s -> 167.36s] most people actually do versions of this already. So when people say, well, gee, David, [167.36s -> 170.96s] you're getting too organized or you have too many lists or you have too many categories. And I say, [170.96s -> 175.28s] well, if you don't think lists work very well, do you use a calendar? Sure. Well, then don't be [175.28s -> 181.28s] intellectually dishonest. Throw it away. Do you think your mind can manage that? But the complexity, [181.28s -> 186.00s] as you mentioned before, of our life is way beyond how many things are on your calendar. [186.00s -> 192.00s] So just the fact that, gee, I now can use these tools to be able to offload [192.08s -> 197.04s] that job of the psyche, to be able to free it up, to then be able to take advantage of [197.04s -> 201.84s] my intuitive intelligence, be able to take advantage of being more creative, more innovative, [201.84s -> 206.48s] more loving, more peaceful, more whatever the heck it is that you want, that you would consider the [206.48s -> 210.80s] golden goodies of your life. A lot of people know how to do that. You know, in a lot of the [210.80s -> 215.68s] corporations that I'm in, there's all kinds of leadership programs and those are all fine and [215.68s -> 219.44s] good. But most people I know that are in those programs, I know how to do that. I know how to [219.44s -> 223.52s] mentor. I just don't have time. I don't have the space. I don't have any bandwidth to do that. [224.48s -> 229.52s] So one of the best things you can do in terms of your ability to be a leader is to make sure [229.52s -> 235.52s] you've got clear space. And also, that's also going to engender trust. So if you're going to [235.52s -> 239.36s] lead me, I want to trust that if I toss something to you that I think is potentially relevant [239.36s -> 243.92s] information, that you're not going to lose it or fall through the crack. Absolutely, because [244.00s -> 250.48s] it puts your mind at rest at ease. And this comes back to the value of clear space. [250.48s -> 256.56s] Because I find, for instance, my email inbox, most people do still get email. And a lot of [256.56s -> 261.76s] people I know have many, many thousands of emails in the inbox and they haven't discovered [261.76s -> 268.24s] creating folders and being organized. But the serenity you get from having your email at zero, [268.24s -> 272.24s] knowing that things are either in process or scheduled or whatever it needs to be to put [272.24s -> 276.88s] your mind at rest is invaluable. And what I see is a lot of people are addicted to the [276.88s -> 281.52s] random schedules of positive reinforcement that email and other things on the internet bring, [281.52s -> 286.32s] and that robs them of their time. And due to the content of this show, I give out a lot of [286.32s -> 291.52s] homework where people need to reprioritize their time and their habits to consume this new [291.52s -> 295.76s] information and learn their way through it. And this is the same sort of habit that we're trying [295.76s -> 301.04s] to break with email. If we can learn how to get control over our time as individuals, [301.04s -> 306.56s] then we can make time to learn things like these useful methods that we kind of share [306.56s -> 311.84s] with the audience. Yes, as you mentioned before, that one of the ways to get addicted to anything [311.84s -> 317.84s] is random positive reinforcement, which is what email and social pinging and all that stuff is [317.84s -> 322.80s] doing for people. And most people are living in, oh, I don't want to miss anything mode. [322.80s -> 325.60s] I don't want to miss anything. And this might be important. This might be critical. This might be [325.60s -> 329.76s] something I need to see. And this might be. And so they're constantly checking. They're constantly [329.76s -> 335.20s] checking about all that stuff. And that's a huge distraction. If you zeroed out your backlog [335.20s -> 341.84s] every 24 hours, maybe 48 max, then a part of you doesn't have to keep doing that. Look, I'll get [341.84s -> 349.28s] to it. It's in my system. I will get to it when I'm in getting to it modality. And in getting to [349.28s -> 354.88s] it modality, then I can then sit down and I'm ready to now process my end basket to zero. [355.44s -> 359.04s] So when I'm not doing anything else, I'm cleaning up because there's a surprise [359.04s -> 363.68s] coming toward me. I can't see. And when that thing hits, man, the last thing I want is any [363.68s -> 369.12s] kind of a backlog hanging onto my psyche. So if I'm not sure exactly what I should be doing, [369.12s -> 374.32s] clean a drawer, clean up your end basket, clean up any kind of backlog of unprocessed stuff [374.32s -> 380.88s] so that you're as close as you can be to be fully present. So then you can evaluate the new thing, [380.88s -> 386.96s] the surprise, the unplanned stuff against a really total gestalt. If I've got 300 unprocessed emails [386.96s -> 391.36s] and I get surprised, that's called an interruption. And they get angry at the world for [391.36s -> 396.08s] disturbing your well-organized life. If I've got zero emails and I get a surprise, I go, [396.08s -> 400.80s] hey, a new opportunity to influence my world. Let me see if that's more important than any [400.80s -> 406.56s] of the other things that I should be doing right now. So it makes me, I got a full team then in my [406.56s -> 411.52s] head that can then make decisions about, okay, where do we organize our committee right now? [411.52s -> 415.76s] Where do we put our focus right now? And if you've got a big backlog or a lot of unprocessed stuff, [415.76s -> 419.52s] that's almost impossible to be able to do. You'll be driven by latest and loudest. [420.08s -> 424.08s] Well, I've heard you speak in the past about the term open loops. And if you have all these open [424.08s -> 428.88s] loops, these open tasks that you haven't done anything with, and you don't have a method to [428.88s -> 435.44s] do anything with them, that creates a polarity of all this unprocessed stuff in your head. [435.44s -> 439.92s] That creates cognitive dissonance. It creates learned helplessness. There's all these situations [439.92s -> 444.56s] that I see plaguing our culture in America. So it's, how do we learn our way out of these [444.56s -> 449.76s] things? And one of the methods is, how do you manage your time? How do you process the unknown [449.76s -> 453.92s] and actually make it something productive? So now that we recognize that we need a tool [453.92s -> 458.16s] for managing our life or time management or productivity or whatever nomenclature people [458.16s -> 462.64s] would like to hang on it, let's jump into the fray of the battle and actually say that we're [462.64s -> 468.40s] surrounded by an office full of stuff and we're overwhelmed and we can't be productive. And I [468.40s -> 473.44s] can't even take a phone call right now when my voicemail is full. Take the audience just through [473.44s -> 477.20s] a sample steps. Don't give away any of your golden secrets because that's what you want [477.20s -> 482.48s] people to consult and keep you writing books. But the idea is, it's a general process [482.48s -> 487.04s] that I think is very simple and basic and you had to be a rocket scientist to discover this [487.04s -> 490.16s] and surprisingly no one else had described it this way, so kudos. [491.60s -> 498.00s] Well come on, I'll give you the secrets. It's pretty simple. Anything that's potentially [498.00s -> 502.64s] meaningful out of your head and around your environment collected into one place, sooner [502.64s -> 506.80s] than later decide what exactly those things mean to you in terms of outcomes and actions. [507.36s -> 512.24s] Organize the results in appropriate categories so that you can step back and reflect and review [512.24s -> 516.32s] your multiple horizons and commitments at any point in time and then trust your heart or your [516.32s -> 521.28s] intuitive judgment call about what you do at any point in time. That's the whole game. So [521.84s -> 527.44s] what it looks like, that may sound like motherhood or apple pie or easy to do or hard to do, [527.44s -> 531.04s] what it would really look like to answer your question would be if I walked in to work with [531.04s -> 535.76s] anybody and what I do is like look around and go, hey, what are all the things that you have [535.76s -> 540.88s] attention on right now? What's not on cruise control? What's not on cruise control is stuff [540.88s -> 544.56s] lying around your office that doesn't belong there permanently. Things on your desk, things in your [544.56s -> 548.64s] desk, things under your desk, things in the corner of the office, anything there. And we don't tell [548.64s -> 552.16s] people what's incomplete or what their open loops are, we just ask, hey, you got any attention on [552.16s -> 556.32s] this? Oh yeah, I need to. Okay, well we just gather all that stuff and throw it all in the [556.32s -> 561.68s] end basket. And then once we get all the physical triggers, because the physical triggers is a [561.68s -> 565.52s] pretty obvious one right away. You know, pull out your wallet, anything that doesn't belong in there [565.52s -> 571.28s] permanently, throw it in the end basket. Anything in your briefcase right now. And I've gone home [571.28s -> 575.52s] with CEOs before because they had so much attention on their personal life that had sort of [575.52s -> 579.92s] fallen out of control that we had to gather it all there too. It doesn't matter whether it's personal, [579.92s -> 585.44s] professional, anything that's got your attention, we need to get that inventory captured. And so [585.44s -> 590.40s] that looks like just gathering physically, just throw it all in an end basket. And then [590.40s -> 594.16s] into your head. You know, once you get all the physical stuff, anything else in your mind that [594.16s -> 597.76s] may not be represented in that stack, oh yeah, I need to get in touch with, oh, that's right, [597.76s -> 602.16s] I got, oh, you know, I ought to. And we should grab all that. Now that takes one to six hours [602.16s -> 607.04s] for most professionals to actually just gather all the stuff that they actually have attention on and [607.04s -> 612.24s] where they put their attention that's not complete yet, that they can't let go of or that's not [612.24s -> 617.44s] on cruise control. So that's quite a process just in and of itself. So that'll take, you know, [617.44s -> 622.56s] half a day or however long it takes. Let's say I've taken as little as 30 minutes and as long as [624.00s -> 630.16s] three days truly to just collect all that stuff. So then you can't just leave it there. That's [630.16s -> 633.76s] why this is a holistic process. You can't just do that. If you do that, now you just got a bunch [633.76s -> 638.48s] of piles, now you got a bunch of lists. And then you have compulsive list makers. They've got lists [638.48s -> 641.68s] everywhere. They've got, you know, post-its on their screen. They've got stuff all over the [641.68s -> 646.00s] place. That won't help either because if you don't then move to the next couple of phases [646.00s -> 650.72s] of processing and organizing, then the stuff will creep back up into your psyche because you won't [650.72s -> 654.32s] have a trusted place. You know, you say, yeah, but you're not looking at the list or it's under [654.32s -> 660.56s] a pile there or whatever. So once we get the piles, then we need to reduce the piles to zero. [660.56s -> 664.32s] And that doesn't mean finish all those things. It does mean decide what they are. [665.20s -> 668.80s] And that's where we go through. Then we have one at a time. What is that thing? [669.44s -> 673.12s] You know, here's something in my end basket right now. My wife put in there. Oh, what is this? [673.92s -> 679.52s] So I have to pick it up and say, okay, what is it? What's the action required? And then, you know, [679.52s -> 683.76s] once I make that decision, and by the way, those of you, those, those, those people looking at [683.76s -> 687.84s] this right now, if you go through that process, if you get nothing more than the two minute rule, [687.84s -> 690.96s] if you haven't built that habit into your life already, that's worth the price of admission [690.96s -> 695.12s] worth listening to Richard and me for an hour. If just to get the two minute rule, [695.12s -> 699.52s] the two minute rule simply says, look, if the action item on this thing takes less than two [699.52s -> 703.52s] minutes, do it right then if I'm ever going to do it at all, because it'll take you longer to stack [703.52s -> 707.52s] it, track it, and look at it again than to finish it when it's in your face to begin with. And so [707.52s -> 711.52s] that's where you're really starting to build in teflon called don't let this stuff lie around, [711.52s -> 716.64s] you know, make a, make a decision. What is it? What am I going to do with it? And what's the [716.64s -> 721.20s] action step required for it. And that's the process. And that process is is pretty simple [721.20s -> 727.20s] one. Though most people avoid those decisions until the heat on that, whatever this thing is, [727.76s -> 733.12s] forces me to have to decide on it. But deciding right on the front end then makes that available [733.12s -> 737.12s] to me as an action to do in my inventory of all the actions that are going to move forward to [737.12s -> 741.92s] close these loops and move the needle about my life. So I need to make that decision. So [742.56s -> 746.48s] first is capture, then I need to go through each one and decide is it actionable, yes or no. [747.04s -> 754.32s] If it's not, I toss it, pickle it for later review or file it as reference. And if it is actionable, [754.32s -> 758.40s] then I say, what's the very next action on it? And is there some project I need to capture about [758.40s -> 762.72s] this if the one action is not going to finish whatever it is. So I didn't need to determine [762.72s -> 767.76s] to be appropriately engaged with this. If it is a project, I need to have a project list somewhere [767.76s -> 773.28s] where I keep track of this project. What's the next action? And I need to track both of those [773.28s -> 778.96s] until this thing gets completed. So that's where you generate what needs to populate your [778.96s -> 784.40s] organization system. Outcomes I need to keep track of and be reminded of consistently. Action items [784.40s -> 788.80s] I need to be reminded of so that I have the opportunity to be able to execute on these things [788.80s -> 793.92s] easily when I'm in the context to do that. As well as what are the things I'm waiting for, [794.56s -> 798.24s] what are the things I can delegate to other people. So there's a lot of just good executive [798.24s -> 802.24s] decision making that goes on when you actually empty your InBasket. That's actually a lot of [802.24s -> 807.44s] what your work is, is defining what your work is in the InBasket. So the third thing is you [807.44s -> 811.76s] need to then organize that. So you can't leave that just with these decisions made without [811.76s -> 815.92s] keeping track of it. If I decide this is a phone call I need to make to my bank and I can't make [815.92s -> 820.32s] the phone call right now, I didn't need to track, okay, here's a phone call I need to make and I [820.32s -> 825.92s] need to track that reminder. And that's why the organization phase comes in as phase three. It's [825.92s -> 830.56s] not the first thing to do because organization, if I'm trying to organize this but haven't decided [830.56s -> 835.68s] this is a phone call I need to make, I'll avoid looking at this because I know there's a decision [835.68s -> 840.48s] about it I haven't made yet. Most people's organization are simply incomplete list of [840.48s -> 847.20s] still unclear things. And that then they start avoiding looking at because they know there's [847.20s -> 850.72s] thinking and decision making they haven't done yet. They don't want to be reminded of that. [851.36s -> 856.16s] Well I think a lot of people do this all implicitly and I think a lot of people have [856.16s -> 861.68s] really great ideas and I noticed that without a capture method, without a notepad beside their bed [861.68s -> 866.00s] for those thoughts that wake you up and say I have a good idea, if you don't make a habit out of [866.00s -> 871.52s] starting to capture and get that output going you're kind of still lost afterwards. But I [871.52s -> 876.64s] noticed after a couple years of doing that I found it very productive. I was getting great ideas and [876.64s -> 880.80s] then I started thinking I don't want to roll over and write that down. I'll just remember it and [880.80s -> 885.12s] when I'm having coffee at my desk tomorrow morning I will remember that message and that's worked [885.12s -> 890.96s] very effectively. And then what I learned was that as a function of doing those habits it's no longer [890.96s -> 894.48s] necessary to wake up in the middle of night because I'm getting all the relevant thoughts [894.48s -> 900.32s] and planning and organizing out during the day and I sleep like a log. And so I know you can't [900.32s -> 905.52s] advertise read this book and sleep like a log because people get the wrong idea but it's an [905.52s -> 913.04s] effective tool. It contains effective tactics and I think a lot of those tactics are around [913.04s -> 917.36s] the building of habits. So I just wanted to add this quote to this very interesting discussion. [917.36s -> 923.28s] This is from William James and it's a quote about habit. It says, habit is thus the enormous flywheel [923.28s -> 928.88s] of society, its most precious conservative agent. It alone is what keeps us all within the bounds of [928.88s -> 935.36s] ordinance and saves the children of fortune from the envious uprisings of the poor. So would you [935.92s -> 942.08s] so kind as to describe the power of habit? I know it's not your book but I know that it blends right [942.08s -> 947.12s] in symbiotically and I think a lot of people who have studied the nature of habit would find it [947.12s -> 952.16s] useful in grasping on to getting things done. Well I think it was Alfred North Whitehead who [952.16s -> 959.44s] had a fabulous quote that thinking should be saved reserved for special moments like the cavalry [959.44s -> 964.96s] charge. You know where you save it for special moments. So whatever you can build in so you don't [964.96s -> 969.92s] have to constantly keep thinking and you can build in these habits that allow your mind to [969.92s -> 977.20s] be able to relax knowing that it's going to do these behaviors. Then it saves your mental energy, [977.20s -> 981.52s] your thinking energy for real decisions you need to make and the real energy you need. [981.52s -> 984.96s] So I know you mentioned the power of habit. Charles Duhigg is a big champion of my stuff. [984.96s -> 990.16s] It's a fabulous book by the way and you know that book was worth its weight in gold just for the [990.16s -> 996.16s] idea of a keystone habit. What is a habit that if I shift this little habit it's going to knock [996.16s -> 1000.56s] dominoes down of a lot of other things. Maybe it's putting on your exercise gear when you first wake [1000.56s -> 1007.68s] up in the morning like it was for him. In this case the habit of emptying your end basket getting [1007.68s -> 1012.56s] that to zero once you get that as a habit. There's still a bunch of stuff I resist like the plague. [1012.56s -> 1016.80s] I teach this stuff but come on I resist making action decisions. I resist doing all kinds of [1016.80s -> 1022.16s] things but because I have the habit of getting my end basket to zero that forces me to do a lot [1022.16s -> 1028.88s] of other stuff. If I said okay David I'd like to go tackle 43 decisions about stuff you need to do [1028.88s -> 1036.72s] today. Hey David go empty your end basket. Those 43 things are in that end basket and so by the [1036.72s -> 1040.24s] time I get to the bottom I will have actually done those things that I would have thought were [1040.24s -> 1045.28s] much harder to begin with. So building in habits like keeping stuff out of your head, emptying your [1045.28s -> 1050.00s] end basket, making next action decisions about things when they're on your mind. Those things [1050.00s -> 1054.64s] are real keystone habits because they then start to impact a lot of other things that then you [1054.64s -> 1061.20s] don't have to work on so much because you will automatically be handled. It sounds so simple [1061.20s -> 1070.88s] right? It is. Easy? Well as easy as it is to change cabinets. See Richard I think the problem [1070.88s -> 1075.36s] most people have is control is probably the biggest addiction to the human psyche. [1075.36s -> 1079.76s] You know the need for control. The fear of being out of control is probably the greatest human [1079.76s -> 1087.36s] fear and so I think people keeping all kinds of stuff in their head as a way to try to get [1087.36s -> 1092.80s] control but it's a very ineffective way to do that. So everybody thinks if I keep it all in here [1092.80s -> 1095.76s] I don't want to write it all down because then it'll be really out of control and it's feeling [1095.76s -> 1099.36s] so vulnerable to begin with and what they don't realize is that keeping it all in your head is [1099.68s -> 1104.72s] throwing it out of control. So it's kind of a paradoxical thing you have to step through. [1104.72s -> 1110.64s] That's why I said this is much like the martial arts or learning the banjo or learning the tango [1110.64s -> 1116.64s] or anything else. The initial moves feel very awkward and very unnatural and very unnecessary [1117.44s -> 1121.68s] until you do them a thousand times then you say there is no better more efficient and effective [1121.68s -> 1127.04s] way to move. So a lot of this called keep everything out of your head feels unnatural and [1127.04s -> 1132.00s] unnecessary and awkward until you start to really catch how powerful that really is. [1132.00s -> 1137.52s] So people have to step through those kinds of I think that's the barrier to entry to doing a lot [1137.52s -> 1142.80s] of this is because it seems like that's unnecessary and it's going to feel awkward to [1143.60s -> 1147.44s] take every single email if it's not the most important thing in your world and sit there [1147.44s -> 1151.20s] and make it and say wait a minute is that reference is that trash what are you going to do [1151.20s -> 1155.20s] with that and actually making these kinds of decisions about things before the heat on them [1155.20s -> 1160.80s] forces you to. That's a big habit change and getting yourself to make decisions about stuff is [1160.80s -> 1164.56s] again something that people can train themselves to do. You can actually train yourself to do it [1164.56s -> 1170.16s] pretty rapidly. So it is simple. These are very simple behaviors and the kind of paradoxical [1170.16s -> 1174.72s] idea here is that these are behaviors everybody's already doing. It's not like they have to learn [1174.72s -> 1179.92s] some new skills. It's not like a foreign language or a new technology people have to learn. They're [1179.92s -> 1183.92s] already writing things down. They're already making action decisions. They're already using [1183.92s -> 1189.20s] lists for calendars and things like that. So these are not foreign behaviors. [1190.24s -> 1194.32s] Well I think there's a certain power in identification. What you're saying is it's [1194.32s -> 1199.92s] overwhelming until we name it until we define it and ask it a few questions. That ties back into [1199.92s -> 1205.20s] the two minute rule about getting things done and if you're going to open this email be prepared to [1205.20s -> 1208.56s] answer those questions. Otherwise you're wasting your time. You're going to end up looking at it [1208.56s -> 1214.72s] again and it's running these threads down to a single thread. You look at it. You deal with it. [1214.72s -> 1219.60s] It's done and it saves you all those repetition times. So that's where the time savings comes [1219.60s -> 1224.00s] from. Could you tell me or at least share with the audience what is the relationship between [1224.00s -> 1232.00s] positive outcomes, priorities, and next actions? Well a positive outcome, any kind of an outcome [1232.00s -> 1237.36s] that you want to achieve that's not achieved yet that has value to you is what you're after. [1237.36s -> 1242.40s] And you know creating a project list where you start to identify things that are bothering you [1242.40s -> 1246.88s] as a project. I need to research that. I need to clarify that. I need to get closure on that. [1246.88s -> 1251.60s] And the positive outcome you know if you have a your kid has a problem with one of their teachers [1251.60s -> 1256.80s] at school you know it's nagging at you in your head. A positive outcome may not be to get the [1256.80s -> 1260.80s] perfect teacher or have that teacher change their behavior. The positive outcome may simply be look [1260.80s -> 1266.40s] I need to get clarity or closure on whether I can improve this situation or not. And so you know [1266.96s -> 1271.36s] I don't want to sound look this I don't want this to sound like motherhood and apple pie [1271.36s -> 1276.40s] no no new new stuff. A positive outcome is go look I need to clarify this or I need to handle [1276.40s -> 1280.56s] this situation with the staff person that I've got or I need to I need to clarify the problem [1280.56s -> 1284.64s] with the bank that showed up in terms of my credit line. And you know any of those kinds of things [1284.64s -> 1289.92s] the outcome is going to be what what do I what what do I want to check off as done about this. [1289.92s -> 1296.56s] What does done mean? Getting things done really requires two key elements. What is done mean? [1297.28s -> 1302.40s] This is done when what's true. That's as simple as that sounds that's a tricky thing to answer [1302.40s -> 1306.24s] for a lot of stuff. What does done mean about this problem with your kid in the school? What [1306.24s -> 1311.12s] does done mean about your vacation? What does done mean about the budget? What does done mean about [1311.12s -> 1316.56s] hiring? You know or changing your organizational culture. You'll know that's done when what's true. [1316.56s -> 1322.16s] So that's a very challenging and very wonderful thing to start to build as a habit. To start to [1322.16s -> 1326.80s] think about what is the thing that's got my attention and what would resolution look sound [1326.80s -> 1331.76s] or feel like. So just training yourself to think at that level down at very operational levels or [1331.76s -> 1337.12s] very big long horizon levels. Any and all of that's really fine. And then what's the next [1337.12s -> 1343.28s] action on any of those is the execution piece. You know okay now I've defined what done means. [1343.28s -> 1350.32s] Get clarity about this situation with Billy and his math teacher. You know cool. What's the next [1350.32s -> 1354.40s] action? What would if you had nothing else to do but that? Where would you go and what would you do? [1354.40s -> 1360.24s] Is that a phone call? Is that a surf the web? Is that to go to the hardware store and buy something? [1360.88s -> 1364.88s] What is it? What would if you had nothing to do but that? Where would you go and what would you do? [1364.88s -> 1369.52s] In other words I know what done means but what does doing look like and where does that happen? [1369.52s -> 1374.24s] So now we've got outcome and execution. We have you know positive result and we have how do we [1374.24s -> 1379.20s] move the needle on it. So those are two critical elements and if you say priority you say well [1379.92s -> 1384.40s] you know if you only had that to do in your life that's one thing but then you have to assess that [1384.40s -> 1389.28s] against the 30 to 100 projects most people have. If you take my broad definition of more than one [1389.28s -> 1393.60s] step outcome that you're committed to finish within a few weeks or months. Get tires on your [1393.60s -> 1398.80s] car your next vacation hire the assistant look into a new cell phone process you know any of [1398.80s -> 1403.44s] those are all projects you know and if you if you started to keep track of all of those [1403.44s -> 1407.92s] step back and then you need to move the horizon up and say okay where are you going in your life [1407.92s -> 1414.00s] lifestyle career larger longer goals life purpose all those bigger levels of commitments are higher [1414.00s -> 1420.48s] horizons that would identify commitments we've got a different scale and you take a look at those [1420.48s -> 1424.64s] and then go back to your project let's say okay do any of these need to move to someday maybe [1424.64s -> 1427.76s] they're a good idea but they're not mission critical or they're not something I really want [1427.76s -> 1434.00s] to do see most people can't get it down to one two three abc high medium and low if you want to [1434.00s -> 1439.68s] get it done god you know you want to get it done I mean I have two priorities well you know I'm [1439.68s -> 1443.84s] talking to you and everything else as soon as I stop talking to you Richard I'll decide but I've [1443.84s -> 1448.80s] got my whole inventory of possibilities that doesn't mean that I need to that I should give [1448.80s -> 1453.28s] up wait a minute strategy for my company strategy for my professional life strategy for my personal [1453.28s -> 1457.68s] life I'm still thinking about those two and I need to go through those kinds of exercises so [1457.68s -> 1462.56s] that's not unconscious to me and I'm aware of them but then I just need to trust my intuitive [1462.56s -> 1466.96s] choices on the day-to-day moment-to-moment project by project is that worth it should I be doing that [1466.96s -> 1472.24s] so I'm constantly thinking and reassessing but it's a lot easier to constantly think and reassess [1472.24s -> 1478.64s] from those more strategic ways of thinking when you have all of those maps out in front of you as [1478.64s -> 1483.52s] opposed to trying to let all that happen internally that's just impossible but getting them all out [1483.92s -> 1488.40s] that doesn't get rid of the challenge it doesn't get rid of the the risk you take it doesn't get [1488.40s -> 1495.36s] rid of it doesn't make life easy it puts your hand on the helm it makes it a positive adventure [1496.24s -> 1501.04s] well it's not the end of the journey but allows you to release from the dock and set off and [1501.04s -> 1505.04s] start on on your way because you can't do much until you start to externalize it and then you [1505.04s -> 1509.68s] need to be able to organize it and prioritize it and review it and communicate it and actually [1509.68s -> 1514.48s] get it out there in actuality to manage it I want to take a couple minutes and dig a little [1514.48s -> 1519.68s] bit deeper now than we've laid out the the basic concepts and definitions uh talking about [1519.68s -> 1525.52s] juxtaposing the the ideas of control and perspective and specifically what are the five [1525.52s -> 1531.36s] keys to gaining control in an individual's life well they're the five steps you need to capture [1531.36s -> 1537.28s] what has your attention what's not on cruise control so you need to identify that number two [1537.28s -> 1542.96s] you need to decide specifically what those things mean what's actionable what's not what are the [1542.96s -> 1548.72s] outcomes what are the action steps I need to take you need to then organize the results of that in [1548.72s -> 1554.40s] appropriate places so that step four you need to step back and have the capability to review and [1554.40s -> 1559.52s] reflect on the whole gestalt in the whole inventory so that step five when you then engage [1559.52s -> 1563.52s] you engage meaningfully you know from your intuition or from your consciousness or your [1563.52s -> 1570.16s] intelligence now that's how you get control of a company or or uh or your kitchen or a country [1570.16s -> 1573.60s] if you walk into your kitchen I'm sure everybody listening to this has had walked into their [1573.60s -> 1578.32s] kitchen and their kitchen was out of control so what's the first thing you do you start gathering [1578.32s -> 1582.96s] everything that's probably not where it belongs right it's the food on the table it's the things [1582.96s -> 1586.24s] it's the it's the dirty cups the glass you know whatever and what do you do you gather them all [1586.24s -> 1590.00s] together you put them on where they go and then what are you doing okay what is this now you're [1590.00s -> 1593.76s] making decisions about what does this mean is this food that needs to go in the fridge is this [1593.76s -> 1598.08s] is this still savable or is this oh this is awful that needs to go here and then you're deciding [1598.08s -> 1601.68s] what it means that's a dirty cup no that's a clean cup then what do you do well you park [1601.68s -> 1606.40s] clean cups where clean cups go you put dirty cups where dirty cups go you go stuff that's food that's [1606.40s -> 1610.08s] savable you put that in the fridge food that needs to be thrown away gets thrown away and I know this [1610.08s -> 1616.32s] sounds dumb and silly but this is the five stages you go through I capture I clarify I then organize [1616.40s -> 1621.92s] based upon what these things mean I then put them where those things go and then I step back and [1621.92s -> 1628.08s] look at the whole gestalt and say okay now time to pull out the butter and heat the skillet so then [1628.08s -> 1632.80s] you engage meaningfully once you've actually done that that's how you get a meeting under control [1632.80s -> 1636.16s] that's how you get a conversation under control that's how you get anything under control [1636.16s -> 1639.84s] there's these five very different stages but they're different stages and each one of these [1639.84s -> 1644.32s] stages has its own best and worst practices and its own tools that's what most people never got [1644.32s -> 1650.40s] they thought okay I need to get organized and set my priorities yeah well first of all priorities [1650.40s -> 1654.56s] is something you're only going to set once you've done these five stages so that you can actually [1654.56s -> 1660.80s] have some stability with which to view your whole world and some stability and execution [1660.80s -> 1665.84s] capability so that you trust the decision you're going to make so that's why if you had to choose [1665.84s -> 1671.68s] do I want to get control or focus first I say well get control first you can either one if you [1671.68s -> 1676.48s] get highly focused on something you will then go get in control in order to make that thing happen [1676.48s -> 1682.48s] so understood there's there's a symbiotic relationship between control and focus but if [1682.48s -> 1689.68s] you had to choose it's better to to make your focus choices from a place of stability well if [1689.68s -> 1694.64s] you're if you're if you're if your ship is sinking you don't care where it's pointed you just need to [1694.64s -> 1699.36s] plug the hole right well it's very much like setting up a camera you don't want to adjust [1699.36s -> 1703.92s] the perspective and focus on the camera until you get a stable tripod or some sort of stabilizer [1703.92s -> 1709.52s] under it so you can get a nice steady shot so juxtaposing this idea of control that you laid out [1709.52s -> 1715.28s] and I want to talk about focus and perspective what are the six horizons that you've observed [1715.28s -> 1720.24s] that pretty much apply to every individual I've ever met and why don't we know about these six [1720.24s -> 1725.20s] horizons already why did we have to wait for you to write this book I just discovered that there [1725.20s -> 1730.72s] are six very definable horizons of our commitments very different content of these [1730.72s -> 1736.24s] different horizons you know let's I'll start at the top top horizon is okay what's your commitment [1736.24s -> 1739.84s] as a human being or what's your commitment as a company in other words what's your purpose [1740.48s -> 1744.24s] you know what's a raison d'etre why do you exist what do you hear as a human being [1744.24s -> 1749.68s] to do what do you hear as a company to do so purpose would be at that top level I call that [1749.68s -> 1755.12s] horizon five and the same at the same level would be your values what's really really really [1755.12s -> 1760.64s] important to you richard you don't care where you work as long as x you don't care who you work with [1760.64s -> 1765.60s] as long as x and those will hear what are your core values because your core values and your core [1766.24s -> 1770.80s] intentionality or purpose are going to be your prime drivers so that there's a commitment at [1770.80s -> 1775.84s] that level I need to be a good person I need to I need to serve other people and you know we're [1775.84s -> 1780.72s] here to provide great education and information for people to improve their life conditions [1780.72s -> 1784.88s] okay fabulous now you got that now how much is that going to help you decide which email to write [1784.88s -> 1789.28s] first tonight a little bit you know you're but you're going to probably need to step down [1789.28s -> 1795.04s] operationally to get some other horizons so the next horizon down would be horizon four which [1795.04s -> 1799.36s] we call vision this is the long-term picture okay if you were fulfilling your purpose successfully [1799.36s -> 1802.88s] what would that look sound or feel like five years from now three years from now ten years [1802.88s -> 1807.04s] from now whatever hundred years from now whatever kind of way long big future out there [1807.04s -> 1811.36s] would give you permission to say oh if I could make it up wild success would look sound or feel [1811.36s -> 1816.40s] like this I'll be doing this with this level of impact this level of profitability with this [1816.40s -> 1821.36s] level of fun with it whatever and then you sort of essentially create your own movie about that [1822.08s -> 1826.72s] so that's the next level of commitment okay I'm committed and this would be lifestyle or career or [1826.72s -> 1831.20s] for the company the long-term goal or vision of kind of what does how does it see itself in the [1831.20s -> 1836.48s] world out there and that could be much more specific and much more granular you can you can [1836.48s -> 1842.24s] get as granular as a two-hour movie about the detail of what that could look like but how much [1842.24s -> 1846.00s] would that then help you decide which email to write first well a little bit more but then you're [1846.00s -> 1849.36s] going to probably need to back it down and say yeah in order to make that grand wonderful wild [1849.36s -> 1854.48s] success vision come about what are the things I need to accomplish over the next you know three [1854.48s -> 1859.60s] months to 24 months what are the goals essentially or objectives and don't get tied up in the words [1859.60s -> 1862.88s] but it's what's the shorter term things that we need to accomplish here's the six things we [1862.88s -> 1867.04s] need to do in the company this year here's the three things my my spouse and I would really like [1867.04s -> 1872.00s] to have true by the end of this year in terms of our lifestyle so getting clarity clarity about [1872.00s -> 1879.52s] that that'd be what I call horizon three you still don't have anything to do yet you're still all [1879.52s -> 1883.52s] you're doing here is defining and refining the images and pictures you've got in your mind that [1883.52s -> 1888.40s] you'd like to have true but then you need to back it down to do what I call horizon two what are [1888.40s -> 1892.56s] okay what are all the things you need to maintain so you have balance and stability of the enterprise [1892.56s -> 1897.60s] to be able to get those goals in that vision oh yeah we need to manage finances oh yeah my how [1897.60s -> 1901.68s] about my health how about my relationships oh yeah how about my personal expression how about [1901.68s -> 1908.64s] my health and vitality how about staff development how about quality control now you get down to what [1908.64s -> 1913.84s] we refer to as areas of accountability or interest or or focus and that's these are not things to [1913.84s -> 1918.48s] finish you don't finish growing sales you know you just need to say is that being maintained [1918.48s -> 1924.56s] at some appropriate level you don't finish health to say is that at some appropriate level so down [1924.56s -> 1928.56s] at that horizon too that's where you have your job description that's where you'd have a maybe [1928.56s -> 1933.52s] a checklist about your life how am i doing with how's my health how's my personal expression how's [1933.52s -> 1938.72s] my family how's my relationships etc so that's another level of commitment just to just to [1938.72s -> 1942.72s] maintain essentially what are all those things i need to maintain a lot of your day is spent [1942.72s -> 1946.40s] as soon as you eat lunch you just said that's a that's a horizon two thing i'm taking care of my [1946.40s -> 1951.12s] body as soon as you take a nap that's a horizon two i'm i'm watching my energy levels and my flow [1952.32s -> 1956.40s] you still don't have anything to do yet now how much have you clarified your purpose your vision [1956.40s -> 1960.16s] the goals you want to achieve and all the things you need to maintain how much would that help you [1960.16s -> 1965.04s] decide which email to write first a bit more but then you're going to say okay now what are all the [1965.04s -> 1969.52s] things you need to finish about all that oh yeah i need to get a trainer for my my health and and [1969.52s -> 1973.68s] energy oh yeah i need to hire an assistant oh yeah i need to increase my credit line at the [1973.68s -> 1978.72s] bank oh yeah i need oh now you got projects projects would be horizon one those are all [1978.72s -> 1982.16s] the things you need to finish as i mentioned that's the 30 to 100 things if you account [1982.16s -> 1987.04s] personal and professional that you need to accomplish or some part of you says i need to [1987.04s -> 1990.56s] finish all these things to maintain what i need to maintain and to move the needle toward the [1990.56s -> 1995.36s] goals and vision that i have and then you still don't have anything to do yet by the way because [1995.44s -> 2000.48s] you don't get to doing until you get down to the ground level and ground level as opposed to any [2000.48s -> 2007.52s] of these horizons is okay phone calls emails buy at the hardware store talk to my life partner about [2007.52s -> 2011.52s] whatever now we come down to the next actions what are all the action the physical [2011.52s -> 2016.56s] visible activity that needs to go on about any of these open loops or any of these things and [2016.56s -> 2022.96s] commitments in order to you know make all those other horizons viable and and aligned and that's [2022.96s -> 2028.96s] where most people have between 150 and 220 next actions at any point in time the 13 phone calls [2028.96s -> 2032.16s] you need to make the six things you need from the hardware store the three things you need to [2032.16s -> 2037.60s] go over with your life partner the the 16 things you need to draft at your computer the you know [2037.60s -> 2043.84s] got a bunch of those now you actually have stuff real stuff to do so when you come back to how did [2043.84s -> 2048.64s] i discover this you know i actually came up with those horizons because i had a very senior guy in [2048.64s -> 2054.00s] a big wall street firm i was i was doing some consulting and coaching it that his biggest [2054.00s -> 2059.04s] presenting issue was his calendar he was just blocked for months he had no room whatsoever his [2059.04s -> 2062.56s] assistant was turning to toast because she was trying to fend off everybody that politically [2062.56s -> 2067.92s] wanted to get on this guy's calendar and he closed the door he said david what do i do about this [2067.92s -> 2072.16s] i'm scratching my hand what do i tell this guy and he had a whiteboard in his office and i went up and [2072.16s -> 2076.88s] i actually laid out these different horizons and as soon as i laid them out said well there's this [2076.88s -> 2080.80s] horizon i said at what horizon do you want to have this conversation about your meetings and [2080.80s -> 2086.72s] he went i got it got it he looked at it and said this is not about meetings it's about the i got [2086.72s -> 2091.36s] teenage kids that are growing up out from under me and i'm going to miss that game if i sit around [2091.36s -> 2097.60s] trying to make partner till 11 o'clock at night got it so it wasn't about so i discovered that [2097.60s -> 2102.72s] it was very helpful but we all implicitly have these kind of commitments some more than others [2102.80s -> 2106.32s] and some more conscious than others i don't tell people they should set goals at level [2106.32s -> 2112.48s] at horizon three i say if you've got them then you need to identify them because they're there [2112.48s -> 2116.32s] they're pulling or they're pushing on you anyway so you need to make those conscious so that you [2116.32s -> 2121.04s] don't break agreements with yourself you don't have to have a vision unless of course you do [2121.84s -> 2125.44s] you know so that's all up to you how much and how conscious you need to be at these different [2125.44s -> 2130.72s] horizons but i guarantee you the the just your actions and projects getting those horizons [2130.72s -> 2135.12s] really clear will suddenly make it a lot clearer for you to be able to think of these longer [2135.12s -> 2139.84s] horizons and bigger things to do that and also we found over the years this is very helpful [2140.72s -> 2145.20s] lexicon for people and a framework for people to have a discussion you and i want to talk about [2145.20s -> 2149.44s] the future of the business say well is this the big vision future or is this you know by tomorrow [2149.44s -> 2154.56s] afternoon what what do we need to have true and if you're doing blue sky stuff call here hey let's [2154.56s -> 2158.24s] see here's our grand vision and i'm trying to get accountabilities for real projects that we've got [2158.24s -> 2161.68s] to have to make sure that we meet the goals that we need to have to be able to make your vision [2161.68s -> 2165.84s] happen we'll probably want to shoot each other just because we we're not we're passing in the [2165.84s -> 2170.88s] night in terms of the horizon we're talking about so it's very very handy to realize look we've got [2170.88s -> 2176.48s] these different levels of commitments that we have ideally they want to be aligned um [2177.76s -> 2182.48s] and just a very useful very useful model essentially to think about and they're all [2182.48s -> 2188.08s] commitments they're all you know some level of agreement with myself that if the world is not [2188.08s -> 2192.80s] matching whatever i'm holding as an inventory there then i've got some sort of creative [2192.80s -> 2198.72s] cognitive dissonance for with myself that's just nice to identify those maps well i think [2199.28s -> 2204.88s] it's also providing a common ground for people to get on the same page by identifying what horizon [2204.88s -> 2210.16s] they want to engage at on this particular topic it's providing useful rules of engagement or best [2210.16s -> 2214.48s] practices for what people you know are going through every day and again it's the power of [2214.48s -> 2219.92s] identification in my opinion that makes making things explicit using the the words and nomenclature [2219.92s -> 2224.88s] that helps release your mind from that confusion and fear and unknown and start that's where [2224.88s -> 2229.68s] serenity starts because once you have a method and you've started to name it it's in the process and [2229.68s -> 2234.88s] you just have to rely on your habits so i want to build upon this i mean i know it can be overwhelming [2234.88s -> 2239.52s] for some people because you've had a lifetime of not using a method and then you take inventory [2239.52s -> 2243.28s] and you're like wow i have a lot of projects to do but it's easy to break you know break down [2243.28s -> 2246.88s] what's more important getting food or fixing this thing over here that's been broken for two years [2246.88s -> 2253.04s] we're going to get food before we fix this thing so it's it's also easy to become unoverwhelmed [2253.04s -> 2257.12s] and once you're unoverwhelmed by your own situation you want to start working with other [2257.12s -> 2261.52s] people you might have to work with some people on projects already just to get through your list so [2261.52s -> 2267.52s] let's talk about the recipe for having a successful meeting where things actually get done as a result [2267.52s -> 2272.40s] well these two words outcome and action are great to build into meetings what are we trying [2272.40s -> 2276.16s] to accomplish by what time today and do we have the right people in the room to do that [2276.80s -> 2280.48s] i mean i can't believe how many meetings don't don't start out with going okay what would be [2280.48s -> 2284.80s] success by two o'clock by two o'clock what we would like to have true because if you don't [2284.80s -> 2288.24s] actually answer that question you don't know how to frame your conversation you don't even know if [2288.24s -> 2293.44s] you should be in the room until that's clear so clarifying what are we trying to accomplish by [2294.40s -> 2299.12s] what time and a lot of people forget to ask that you might want to accomplish something but you've [2299.12s -> 2304.48s] given an inappropriate time to do that and so you know you need to make sure that's clear by what [2304.48s -> 2308.96s] time what would you like to have true and you don't end conversations without going so what [2308.96s -> 2314.72s] did we just decide what's the next step who's got that so deciding next actions or deciding at least [2314.72s -> 2319.68s] accountabilities for decisions that were made or results that then you agreed on in the meeting [2319.68s -> 2323.28s] those two things man i've seen that change the whole culture when that starts to be built [2323.28s -> 2327.76s] into the lexicon just what are we trying to do okay and once we decided you know that something [2327.76s -> 2332.88s] needs to happen or change who's doing it who's accountable for that and those two things [2332.88s -> 2337.60s] themselves are are extremely powerful and understanding what the purpose for the meeting [2337.60s -> 2342.32s] to begin with and why am i being invited i mean meeting itis is just eating the corporate world [2342.32s -> 2348.32s] alive out there and you know there are so many that are just unconscious you know they just [2349.28s -> 2353.52s] oh we monday meeting well why are you having a monday meeting well because we had monday meetings [2353.52s -> 2358.56s] every week for seven years ago and yeah but you haven't needed a monday meeting you haven't needed [2358.56s -> 2363.52s] weekly meetings for the last three years you know you know so it's very easy for these habits to get [2363.52s -> 2369.28s] installed and just the cows to run down the cow paths you know and and not change them so think [2369.28s -> 2373.76s] making these conscious let me guess that's that's the real the real critical element because [2373.76s -> 2377.92s] meetings are fabulous they're great ways to get a lot of really good stuff done but only if they're [2377.92s -> 2391.60s] managed appropriately and framed appropriately it always blows my mind how wide-ranging this [2391.60s -> 2397.12s] set of best practices really does reach the segment about different conversations at different [2397.12s -> 2401.76s] horizons and which horizon do you want to have this conversation at triggered for me when he [2401.76s -> 2407.36s] was talking about roles and responsibilities and areas of focus horizon two um how there are a few [2407.36s -> 2412.32s] things that i might not have on cruise control so that triggered some new actions for me and hey if [2412.32s -> 2416.56s] this triggered something for you too don't forget that there's an entire community waiting for you [2416.56s -> 2421.84s] to have a conversation and help each other through the process over at gtdconnect.com [2422.48s -> 2426.56s] well that's going to do it for me but until next time my name is andrew j mason [2426.56s -> 2442.24s] asking you what's your next action