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Time Management Fundamentals
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Processing question 3: Where is its home?


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Time Management Fundamentals

with Dave Crenshaw

Video: Processing question 3: Where is its home?

The final step of the simple "what, when, and where" processing system is, where is its home? This means that you need to decide where you're going to store a physical or digital item, and also where you need to be to perform the next step. Here are a few rules of thumb to keep in mind when answering the processing question, where is its home. The first phrase to remember is everything has a home and no visitors allowed. This means that items of a similar type should be grouped together and kept separate from everything else.
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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

Processing question 3: Where is its home?

The final step of the simple "what, when, and where" processing system is, where is its home? This means that you need to decide where you're going to store a physical or digital item, and also where you need to be to perform the next step. Here are a few rules of thumb to keep in mind when answering the processing question, where is its home. The first phrase to remember is everything has a home and no visitors allowed. This means that items of a similar type should be grouped together and kept separate from everything else.

This makes it much more efficient and easy to find things and put things away in the future. What kind of home should you use? Well, you can use things like folders, boxes, shelves. The method that you use doesn't matter so much, just as long as you create clear boundaries between different items and don't mix them together. Next, what if you think you need to throw the item out? You may have heard the rule, when in doubt throw it out. I would say that's a good rule of thumb when it comes to physical items, such as pieces of paper, and so on.

When it comes to digital items though, when in doubt, keep it. The reason for this is that the cost of digital storage goes down and down every single year, and the ability for search engines to locate these items gets better and better all the time. So when it comes to physical: when in doubt, throw it out. When it comes to digital: when in doubt, keep it. This leads two another rule of thumb regarding where. Keep the information of all the contacts you have, phone numbers, emails, addresses, and so on.

Keep them all in one place that you can access at any time. If you're using a computer rather than a paper planner--which I recommend--then make sure your computer syncs easily with your mobile device. That way you don't waste time searching for those contacts again, or worse yet calling coworkers and asking them to look up information, which interrupts both of you. Another rule of thumb when deciding on the 'where' of processing includes categorizing tasks and calendar items.

Put them into groups of types of tasks, and in particular, according to where you are or what kind of resources you'll need at hand. For instance, you can group all of the tasks that could be performed on the computer into the @computer category. Or you can group all of the items that you need to shop for, into the @shopping category. This makes it easy to find them, depending on the context of where you are at the time.

You can also use a category for recurring meetings. For instance, if I have a regular meeting with Susan every single week at 10 o'clock, if I put all the items I need to discuss with her in my task list under the category of One-to-One Susan, then when I go to the meeting with Susan I can pull open the list and there they all are in one place. So to summarize, the rules of thumb for the where is its home step of processing, everything has a home and no visitors allowed.

With physical items: when in doubt, throw it out. With digital items: when in doubt, keep it. Keep all contacts in one central location, preferably mobile, and categorize all your tasks and calendar items. Use these rules of thumb to answer the where is its home question in processing, and you make it easier to both put things away and find them again quickly.

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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