AUG 2015 GTD|DC: One Small Step Can Change Your Life: The Kaizen Way
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kewanna.hayward
Sep 17, 2015, 8:32:18 PM9/17/15
to Getting Things Done DC Productivity Group
GTD|DC: One Small Step Can Change Your Life: The Kaizen Way
Date : 19 Aug 2015
Attendees : Karl, Ray, Bryant, Ke, Melissa, Cecila, Sarah, Curlean, Carlos, Kevin, Bruce,
Jeanette, Martha
Location : Allsteel
Challenges Forum :
1. Brain dump items available and schedule; looking for time for "some day" items; when I have
extra minutes for accessing systems gets distracted by popups (aka dusting, cleaning)
● Not ALL someday/maybe needs to be reviewed suggest narrowing down to
review a few during a week a few next month.
● Find an easy way to introduce your way into this list (needs to be a simple unit
based) approach.
● Try to use gut/feel to weed out the list. Separate someday list (committing but
waiting) than maybe (wild ideas).
● Setting the bar high enough to be motivated for a challenge (dopamine kick) try
and keep it up for at least 5 minutes (starting point/ending point) Example:
"I
have to write a blog post (may feel boring)" Ok I'm going to try write 2000 words
in next 30 mins (maybe crap) but you did it..creating momentum by meeting
metric and may do a lil more than original intent. Recognize low energy points
and use time to access. Try a do not do list for minimizing distractions
2. I need to do better at prioritizing and following up with to do actions vs to try and do more;
write these list sometimes they get completed sometimes they don't
● Keep one list and recognize if you aren't doing it then start over make another list
(don't beat yourself up)
● Template lists
● eventually this will be taken care of by instituting a weekly review
● Try to do at least one a day
● Eat the frog daily and let go of bad feeling/judgement
3. Need focus and minimize distractions: I will do the same things over and over instead of
working on moving onto new things
● Give self a time limit
● Context of where you are (pairings) good task + reward
● Examples "liking to picking up cash on tuesday well just come one for hour and
manage bills" aka the hook
4. Organize time for professional/personal goals; as teacher need to embrace technology
more..doesn't want to do it.
● Start slow turn on ipad (step 1) work for 10 mins (step 2)
● Likes nature what can be small project that can be paired with technology
● We think about the end and we don't get started and we don't begin; remember as kids
we played we failed (stumble) "failing forward"
● Book: The elephant and the writer (recommend for iBooks)
● Example: get a nature audio app and write in journal
● Example: use technology to take videos of nature and watch later
● Book: More Balls than Hands Michael Hands
5. Missed the session on inbox processing ; needs tips
● Many many inboxes do a physical inbox
● many services export;
● Sanebox to reduce email clutter
6. Alot of personal stress: alot of correspondance build and build; just many piles
● Start with the stuff that's current and get a system on how to process it
● Figure out what's reasonable to do
● what's OBE because its so old
● Figure out a measure of time 3 in stack of 45 minutes
● Try and set up a daily practice
● Give yourself time it didn't pile up all at once
● Keep staying ahead with current than pick at bottom
7. How to get more organized and tech saavy; many parts to life 7 physical notebooks; likes
paper
● Read getting things done again ("get it" for your life)
● Start to pick up small parts/pieces of the book and principles
● Schedule and then figure out what day it can work but schedule it
● Time activities than calendar them; start to quantify
● 3 things that go on calendar: time/date/location events : things that are day specific ref
(aka flights) : information i need at specific date/time (aka call susan at 3pm so that she
can pick up dog); discretionary based tasks
● Reevaluate
all the things maybe something can be assigned out or a service/another
person (that still counts as YOUR success)
● Pick 1/2 actions to try and get things done and drop the feeling of being overwhelm
● Create a metric to know what getting better is (reward yourself!!!)
Main Presentation : One Small Step Can Change Your Life: The Kaizen Way Robert Maurer
● What is Kaizen? Its a technique from Japan when American PHDs went to help recover
JAP economy based on continuous improvement & the concept helped start Toyota
corporation
● They are systemized people
● Benefits: Doesn't take much willpower because it's routine based; most improvements
immediately recognizable...a compound effect {see Darrin Hardy}
● Link to mindmaps discussed: https://litemind.com/onesmallstepcanchangeyourlife/
● How it fits into GTD? "next actions" "answering small questions (gets it closer to
doability)"
"within the process of processing"
● Reduces waste (emotion, physical products)
● Empowers others within the organization (judgement goes out; more team focused)
○ Example (amazon) they fly on shoe string ..wanted to become more efficient but
not slow down..RCI (define). This process of change is overwhelming and we
can't stop the pace but breakdown into smaller steps (sprint)
● How can this work in a single person setup? Get to the point where I'm always going to
look for a better way to manage (start to feel good) replace guilt with how can I do this
better
● Produces gaining awareness of other areas in your system that you may or may not be
focusing on
● Ray tip : monthly categories of focus
● Example meal planning: help isolate and tweak the steps to figure out why and if you
don't get to goal or helps access improving completed tasks
● Power of the next action: making things doable
you wouldn't "do taxes" you would plan
and create actions to move you towards this goal
Resources Sharing : Scanning and Speech Recognition
● Lifescribe smart pen
● paper 53 stylus (electronic stylus)
● Fitijsu Scan x1300 SI
● Evernote w/ Iphone
● Books:
○ Power of Habit by Charles Duhigg
○ Mini Habits by Stephen Guise
○ How to be a imperfectionist by Stephen Guise
○ Singletasking: Get More DoneOne
Thing at a Time by Devora Zack
○ The Art of Learning: An Inner Journey to Optimal Performance by Josh Waitzkin
○ Stumble More, Fail Less
■ “ http://twominuterule.com/post/116998376995/stumblemorefailless
”
○ Appendix: “SIngle Tasking Get More Done One thing at a time” will
be separate
PDF distributed with the meeting minutes
Announcements :
● 20 AUG GTD|Bethesda "Natural Planning Model"
● 16 Sept GTD|DC The 8th Habit (COSI)
● 24 Sept Evernote User Group Tim
Evernote for Lawyers
● 5 Sept : GTD Beginner Workshop
● Weekly chat on twitter #ProdChat
● Monthly productivity book club (calls recorded and podcasted): next call 28 Aug Nudge
at Noon EST
Date : 19 Aug 2015
Attendees : Karl, Ray, Bryant, Ke, Melissa, Cecila, Sarah, Curlean, Carlos, Kevin, Bruce,
Jeanette, Martha
Location : Allsteel
Challenges Forum :
1. Brain dump items available and schedule; looking for time for "some day" items; when I have
extra minutes for accessing systems gets distracted by popups (aka dusting, cleaning)
● Not ALL someday/maybe needs to be reviewed suggest narrowing down to
review a few during a week a few next month.
● Find an easy way to introduce your way into this list (needs to be a simple unit
based) approach.
● Try to use gut/feel to weed out the list. Separate someday list (committing but
waiting) than maybe (wild ideas).
● Setting the bar high enough to be motivated for a challenge (dopamine kick) try
and keep it up for at least 5 minutes (starting point/ending point) Example:
"I
have to write a blog post (may feel boring)" Ok I'm going to try write 2000 words
in next 30 mins (maybe crap) but you did it..creating momentum by meeting
metric and may do a lil more than original intent. Recognize low energy points
and use time to access. Try a do not do list for minimizing distractions
2. I need to do better at prioritizing and following up with to do actions vs to try and do more;
write these list sometimes they get completed sometimes they don't
● Keep one list and recognize if you aren't doing it then start over make another list
(don't beat yourself up)
● Template lists
● eventually this will be taken care of by instituting a weekly review
● Try to do at least one a day
● Eat the frog daily and let go of bad feeling/judgement
3. Need focus and minimize distractions: I will do the same things over and over instead of
working on moving onto new things
● Give self a time limit
● Context of where you are (pairings) good task + reward
● Examples "liking to picking up cash on tuesday well just come one for hour and
manage bills" aka the hook
4. Organize time for professional/personal goals; as teacher need to embrace technology
more..doesn't want to do it.
● Start slow turn on ipad (step 1) work for 10 mins (step 2)
● Likes nature what can be small project that can be paired with technology
● We think about the end and we don't get started and we don't begin; remember as kids
we played we failed (stumble) "failing forward"
● Book: The elephant and the writer (recommend for iBooks)
● Example: get a nature audio app and write in journal
● Example: use technology to take videos of nature and watch later
● Book: More Balls than Hands Michael Hands
5. Missed the session on inbox processing ; needs tips
● Many many inboxes do a physical inbox
● many services export;
● Sanebox to reduce email clutter
6. Alot of personal stress: alot of correspondance build and build; just many piles
● Start with the stuff that's current and get a system on how to process it
● Figure out what's reasonable to do
● what's OBE because its so old
● Figure out a measure of time 3 in stack of 45 minutes
● Try and set up a daily practice
● Give yourself time it didn't pile up all at once
● Keep staying ahead with current than pick at bottom
7. How to get more organized and tech saavy; many parts to life 7 physical notebooks; likes
paper
● Read getting things done again ("get it" for your life)
● Start to pick up small parts/pieces of the book and principles
● Schedule and then figure out what day it can work but schedule it
● Time activities than calendar them; start to quantify
● 3 things that go on calendar: time/date/location events : things that are day specific ref
(aka flights) : information i need at specific date/time (aka call susan at 3pm so that she
can pick up dog); discretionary based tasks
● Reevaluate
all the things maybe something can be assigned out or a service/another
person (that still counts as YOUR success)
● Pick 1/2 actions to try and get things done and drop the feeling of being overwhelm
● Create a metric to know what getting better is (reward yourself!!!)
Main Presentation : One Small Step Can Change Your Life: The Kaizen Way Robert Maurer
● What is Kaizen? Its a technique from Japan when American PHDs went to help recover
JAP economy based on continuous improvement & the concept helped start Toyota
corporation
● They are systemized people
● Benefits: Doesn't take much willpower because it's routine based; most improvements
immediately recognizable...a compound effect {see Darrin Hardy}
● Link to mindmaps discussed: https://litemind.com/onesmallstepcanchangeyourlife/
● How it fits into GTD? "next actions" "answering small questions (gets it closer to
doability)"
"within the process of processing"
● Reduces waste (emotion, physical products)
● Empowers others within the organization (judgement goes out; more team focused)
○ Example (amazon) they fly on shoe string ..wanted to become more efficient but
not slow down..RCI (define). This process of change is overwhelming and we
can't stop the pace but breakdown into smaller steps (sprint)
● How can this work in a single person setup? Get to the point where I'm always going to
look for a better way to manage (start to feel good) replace guilt with how can I do this
better
● Produces gaining awareness of other areas in your system that you may or may not be
focusing on
● Ray tip : monthly categories of focus
● Example meal planning: help isolate and tweak the steps to figure out why and if you
don't get to goal or helps access improving completed tasks
● Power of the next action: making things doable
you wouldn't "do taxes" you would plan
and create actions to move you towards this goal
Resources Sharing : Scanning and Speech Recognition
● Lifescribe smart pen
● paper 53 stylus (electronic stylus)
● Fitijsu Scan x1300 SI
● Evernote w/ Iphone
● Books:
○ Power of Habit by Charles Duhigg
○ Mini Habits by Stephen Guise
○ How to be a imperfectionist by Stephen Guise
○ Singletasking: Get More DoneOne
Thing at a Time by Devora Zack
○ The Art of Learning: An Inner Journey to Optimal Performance by Josh Waitzkin
○ Stumble More, Fail Less
■ “ http://twominuterule.com/post/116998376995/stumblemorefailless
”
○ Appendix: “SIngle Tasking Get More Done One thing at a time” will
be separate
PDF distributed with the meeting minutes
Announcements :
● 20 AUG GTD|Bethesda "Natural Planning Model"
● 16 Sept GTD|DC The 8th Habit (COSI)
● 24 Sept Evernote User Group Tim
Evernote for Lawyers
● 5 Sept : GTD Beginner Workshop
● Weekly chat on twitter #ProdChat
● Monthly productivity book club (calls recorded and podcasted): next call 28 Aug Nudge
at Noon EST
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