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Time Management Fundamentals
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Gathering to your inbox: Elsewhere


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Time Management Fundamentals

with Dave Crenshaw

Video: Gathering to your inbox: Elsewhere

Now that we've gathered everything from your desk, you may think that we're done, but we're not. We need to cover every single area where you might have gathering points. Remember, we did that exercise before, where we counted all those different gathering points that you have? We need to gather all of them. So now I'd like you to stand up and take a look around your office. Are there any places that you missed? Are there any spots behind cabinets where papers may have fallen or may have gotten lost? How about closets or storage areas? You can go into those storage areas and take a close look at them and ask the question, are there any visitors here that are in the wrong home? Remember, everything has a home and no visitors allowed.
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  1. 3m 31s
    1. Welcome
      51s
    2. Getting the most from this course
      2m 4s
    3. Using the handouts and exercise files
      36s
  2. 3m 35s
    1. Making a lasting change
      1m 44s
    2. Finding your personal motivation
      1m 51s
  3. 6m 16s
    1. Addressing the myth of multitasking
      3m 12s
    2. Understanding the consequences of multitasking
      3m 4s
  4. 7m 48s
    1. Understanding principle 1: Space
      2m 46s
    2. Understanding principle 2: Mind
      1m 47s
    3. Understanding principle 3: Time
      3m 15s
  5. 26m 17s
    1. Taking inventory of your gathering points
      2m 37s
    2. Narrowing your gathering points
      3m 46s
    3. Setting up an inbox gathering point
      2m 23s
    4. Working with a portable inbox
      2m 49s
    5. Getting the most from a notepad
      2m 35s
    6. Consolidating multiple email accounts
      2m 34s
    7. Consolidating multiple voicemail accounts
      2m 56s
    8. Establishing a wild card gathering point
      2m 47s
    9. Separating work and personal gathering points
      2m 21s
    10. Taking the next step toward controlling your space
      1m 29s
  6. 11m 24s
    1. Selecting your mind clearing options
      5m 13s
    2. Clearing your mind using mental triggers
      3m 23s
    3. Setting a mind-clearing schedule
      1m 54s
    4. Taking the next step toward keeping your mind clear
      54s
  7. 14m 2s
    1. Choosing the right calendar for you
      4m 4s
    2. Using your calendar effectively
      3m 55s
    3. Saying no to others
      3m 5s
    4. Saying no to yourself
      2m 58s
  8. 4m 21s
    1. Preparing for action
      4m 21s
  9. 14m 12s
    1. Preparing to gather
      2m 40s
    2. Gathering to your inbox: At your desk
      6m 30s
    3. Gathering to your inbox: Elsewhere
      3m 49s
    4. Dealing with full inboxes
      1m 13s
  10. 31m 2s
    1. Mastering the "what, when, where" processing system
      3m 11s
    2. Processing question 1: What is the next step?
      3m 22s
    3. Processing question 2: When will it be done?
      4m 33s
    4. Processing question 3: Where is its home?
      3m 49s
    5. Filing made simple
      4m 4s
    6. Processing your first inbox
      7m 27s
    7. Setting your processing schedule
      4m 36s
  11. 18m 31s
    1. Applying "what, when, where" processing to email
      1m 53s
    2. Setting up an email resource folder
      2m 58s
    3. Creating email rules or filters
      4m 14s
    4. Processing email
      5m 8s
    5. Processing email vs. checking email
      4m 18s
  12. 18m 1s
    1. Understanding "you time" vs. "work time"
      4m 9s
    2. Establishing "most valuable activities"
      2m 44s
    3. Identifying your most valuable activities
      3m 39s
    4. Budgeting time for your most valuable activities
      4m 11s
    5. Using your time budgeter
      3m 18s
  13. 1m 38s
    1. Maintaining your productivity gains
      1m 38s
  14. 3m 0s
    1. Dave Crenshaw on getting himself organized
      3m 0s

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Time Management Fundamentals
2h 43m Appropriate for all Mar 31, 2011 Updated Oct 19, 2011

Viewers: in countries Watching now:

Effective time management is an indispensable skill. In Time Management Fundamentals, Dave Crenshaw explains how to sensibly allocate time in order to achieve greater productivity. Dave details a set of principles for staying organized, consolidating the workspace, keeping a clear mind, and developing a time budget. Also covered are techniques for managing a full inbox, processing email, and reserving time for the most important activities. Exercise files accompany the course.

Topics include:
  • Understanding the principles of productivity
  • Avoiding the pitfalls of multitasking
  • Practicing mind-clearing techniques
  • Saying no with tact
  • Choosing the appropriate calendaring software
  • Mastering the What, When, Where processing system
  • Processing email vs. checking email
  • Maintaining productivity gains
Subjects:
Business Productivity Business Skills Time Management Leadership Management Education Student Tools Teacher Professional Development
Software:
Entourage Outlook Outlook for Mac Google Calendar
Author:
Dave Crenshaw

Gathering to your inbox: Elsewhere

Now that we've gathered everything from your desk, you may think that we're done, but we're not. We need to cover every single area where you might have gathering points. Remember, we did that exercise before, where we counted all those different gathering points that you have? We need to gather all of them. So now I'd like you to stand up and take a look around your office. Are there any places that you missed? Are there any spots behind cabinets where papers may have fallen or may have gotten lost? How about closets or storage areas? You can go into those storage areas and take a close look at them and ask the question, are there any visitors here that are in the wrong home? Remember, everything has a home and no visitors allowed.

We want to leave no stone unturned when it comes to gathering, so that we don't have to go through this process ever again. Cultivate the habit, from this point forward, that whenever something is out of place you put it in the inbox and nowhere else. You may have a question about large items. Let's say that you have a picture frame that needs to be hung up and it's larger than all the boxes put together. That's a common issue. If you have something that's bigger than the boxes, make a note to deal with it later and put that note into one of your approved gathering points.

That's a way of putting it into the inbox without having to look at all of the information, or to put the entire object in the box. Now that you've gathered everything from all the nooks and crannies and put them into the boxes, we have one final step related to your office. Take a broad look around your office and ask yourself, are there any changes that I would make here? Do you need different shelving? Do you want to repaint or redecorate something? Are there pictures that need to be hung up? And are there things on shelves you don't want there anymore? Any kind of aesthetic changes that you want to make to your office, anything that you see, write down a note and put it into an approved gathering point.

We've completed the gathering of the office, or your workspace, and that's usually where most of your unprocessed items are. However, what about some of the other areas? What about your car? What about your home office? What about your home? What about the basement of the garage? We also need to gather from those areas. At this point, you should be an expert in the process of gathering, right? You know how to find things, and you know how to put them in boxes. You understand the principle of everything has a home and no visitors allowed.

So pull out your calendar and budget some time to gather from those places. If you need to gather from your car, budget some time to gather from your car. Usually that takes most people only 15 minutes to a half an hour. Then budget time in your calendar to go through the other areas of your life that maybe we haven't gathered from yet--perhaps your home, basement, the garage, or a storage area. Whatever it is, write down enough time to gather from those areas. Usually it takes, for those larger areas, about an hour per room.

Remember, when you put something into your calendar, it's a commitment you're making to yourself, so please don't schedule something in your calendar that you're not willing to commit to. If you need more time before your schedule is free enough to complete this gathering, then schedule it out further. Schedule it out two weeks or three weeks to complete the gathering process. Once you complete the entire gathering process for every aspect of your life, you'll find that a strong habit has formed.

You'll find it easier to avoid falling back into binge-and-purge organization.

Find answers to the most frequently asked questions about Time Management Fundamentals.


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In the recommended resource list, you suggest that we get stacking trays.
What are these to be used for?
These trays provide the option to create more "homes" as needed. Some
example homes that others have created using these trays include: Outbox
(for another person), To Be Shredded, or Reading Pile.
 
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