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Time Management Fundamentals
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Narrowing your gathering points


From:

Time Management Fundamentals

with Dave Crenshaw

Video: Narrowing your gathering points

In order to manage time effectively and reduce the number of switches that take place in your day, you should strive to have six or less gathering points. These will be your six approved gathering points, the gathering points you choose. I'll begin by outlining the six gathering points I use, and recommend. Then in future videos I'll discuss each of my gathering points in greater depth. The first one is an inbox meaning a physical inbox. A physical inbox is the place where everything that is physical and unprocessed should go: papers, receipts, magazines, books even cords, cables-- things that haven't been put away. Everything should go into this one physical inbox. Because you don't ever want it to be too full, I recommend that you have a reasonably large inbox.
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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

Narrowing your gathering points

In order to manage time effectively and reduce the number of switches that take place in your day, you should strive to have six or less gathering points. These will be your six approved gathering points, the gathering points you choose. I'll begin by outlining the six gathering points I use, and recommend. Then in future videos I'll discuss each of my gathering points in greater depth. The first one is an inbox meaning a physical inbox. A physical inbox is the place where everything that is physical and unprocessed should go: papers, receipts, magazines, books even cords, cables-- things that haven't been put away. Everything should go into this one physical inbox. Because you don't ever want it to be too full, I recommend that you have a reasonably large inbox.

The second gathering point is a portable inbox. The portable inbox is simply the mobile extension of your inbox. It's something that you take with you wherever you go, with the rare exception of maybe a night on the town or perhaps swimming. But all the rest of the time, you should carry a portable inbox with you. Understand, a portable inbox is not the entire briefcase; rather it's one spot with in the briefcase, or it's one pocket within your planner. I use a portable inbox like this.

The third gathering point is a notepad. Notepads come in all shapes and sizes. Whatever form factor works best for you use that. Notepads are unique in that you're going to have a combination of unprocessed action items and just general notes. The fourth gathering point is an email inbox. Now if you're like me, you may have multiple email accounts. However, all my email accounts funnel into just one email inbox.

That saves time from my having to check many different accounts. I only need to go to one place to see all my unprocessed email. You could do this with almost any email program. It's very easy to retrieve email from other places with just a few changes in your settings. This will save you a considerable amount of time from having to check email at multiple places. And the fifth gathering point is voicemail. Voicemail is still a necessity for most everyone, but you only need to check one voicemail account at most.

In a future video, I'll show you some steps that you can take to minimize the number of voicemail accounts that you have. And finally, the sixth gathering point is left open to you; it's the wild card. There are several different options that could work, but you want to choose the one that will make the most sense for you. This could be a raw task list where you're just listing to-do's. It could be text messaging, it could be a dedicated personal assistant, or it could be a social media web site inbox.

You can also choose to be even more productive and efficient by choosing to not have the sixth gathering point. You'll just make sure that everything goes into the other five. But in order to keep this program flexible, I'm going to leave the choice up to you. In a future video, I'll give you some guidance on how to select a wild-card gathering point that fits your unique needs. So, in summary, your six approved gathering points are one inbox, one portable inbox, one notepad, one email inbox, one voicemail, and one wild-card gathering point, if necessary.

Continuing on, I'll discuss the first gathering point, the inbox.

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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