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Preparing to gather

From: Time Management Fundamentals

Video: Preparing to gather

Now we're ready to start taking action. It's time to clean this desk. The first step that we're going to take is gathering. We're going to reduce the number of physical gathering points that you have, and we're going to do it quickly. The way that we're going to do that is we're going to gather everything that's unprocessed into an inbox. When I say processed I mean you know what to do with it, you know when to do it, and you know where it belongs. If any one of those three things is missing, then it's unprocessed and it should be gathered.

Preparing to gather

Now we're ready to start taking action. It's time to clean this desk. The first step that we're going to take is gathering. We're going to reduce the number of physical gathering points that you have, and we're going to do it quickly. The way that we're going to do that is we're going to gather everything that's unprocessed into an inbox. When I say processed I mean you know what to do with it, you know when to do it, and you know where it belongs. If any one of those three things is missing, then it's unprocessed and it should be gathered.

Now you may have enough unprocessed items at the moment that if we gather them all, they won't fit into one inbox. That's why I asked you to get those large boxes, and to have them on hand. No matter how many boxes we end up with, think of it as gathering things into one big inbox. Before I actually walk you through this office and show you how to gather, we need to be very clear about what should be gathered and what shouldn't be gathered. Things that you shouldn't gather are things that are where they belong.

I use this phrase: everything has a home and no visitor is allowed. If something is in its home, it's where it belongs. That's processed; it shouldn't be gathered. But if you have things mixed into a home-- let's say we've got stickies on your computer-- we want to pull those pieces of paper off and put them into the inbox. Also, set aside one special box right now. You'll never do this again, but for this training it's important to do it.

Just pick one box and set it away from the others. As you're going through the gathering process, I want you to make one important distinction. This one box is where you put anything that needs to be dealt with or accessed in the next week. Put it into that box rather than the other boxes. That box, that one-week box is going to be a place where you start processing. The reason for this is we don't want you to bury something that needs to be dealt with while you're still developing your time-management systems.

So just for the purpose of this course-- this time only--put everything that needs to be dealt with or accessed in the next week into this box. Put everything else into the other boxes, absolutely everything. Don't throw it away, don't sort, don't organize; just put unprocessed items into the boxes. Now that we have the ground rules set, let's begin.

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This video is part of

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Time Management Fundamentals

52 video lessons · 63734 viewers

Dave Crenshaw
Author

 
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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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