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Time Management Fundamentals
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Selecting your mind clearing options


From:

Time Management Fundamentals

with Dave Crenshaw

Video: Selecting your mind clearing options

The second principle I recommend you practice in order to have time mastery and improve your productivity is to make sure that your mind is clear, a mind that is uncluttered with to-do's, action items, and unresolved ideas. In order to keep your mind clear, you have to have a system ready at a moment's notice to clear your mind of any ideas that come into your head. Here are three quick principles to keep in mind when selecting your mind-clearing option. First, the faster the option, the more likely you are to use it.
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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

Selecting your mind clearing options

The second principle I recommend you practice in order to have time mastery and improve your productivity is to make sure that your mind is clear, a mind that is uncluttered with to-do's, action items, and unresolved ideas. In order to keep your mind clear, you have to have a system ready at a moment's notice to clear your mind of any ideas that come into your head. Here are three quick principles to keep in mind when selecting your mind-clearing option. First, the faster the option, the more likely you are to use it.

Meaning when an idea comes into your head, you need to be able to get it out of your mind as quickly as possible and put it into an approved gathering point. You want your option to be fast. Second, the easier it is to use the option, the more likely you are to use it. If you have to fumble through your computer or find the program, not only will that slow you down, but it's just a mental barrier for you clearing out your mind. Make sure that you use an easy option for clearing your mind.

Third, the more portable the option, the more likely you are to use it. Because I'm going to show you how to clear out your mind, no matter where you are, you definitely need to use mind- clearing options that are portable, so that no matter where you are, no matter what's you're doing, if an idea pops into your head or a task that's unresolved comes to mind, you can get it out quickly and easily. Now in terms of selecting which mind- clearing option you are going to use, any of the six approved gathering points will work.

I'll just walk you through a few of the most common mind-clearing options people use. At the end of this video, I suggest you decide which two you're going to use. So keep that in mind as I talk to you about the different options. The first is a small notepad or notebook. The great thing about this is that you can carry it with you wherever you go. It's very fast. It's zero technology, and it's so portable it fits those three principles I talked to you about. Really, the only downside is that you may have to transfer the notes to your portable inbox or to your inbox and then process it later. And also because it's not digital, there may be the necessity of retyping notes that you've made.

A second option is a paper list of unprocessed tasks. This would fit into that wildcard gathering point that I mentioned before. This is simply a running list of to-do's. It's portable, fast, easy, and zero technology skills required. However, it can be bulky to carry around a separate list from a notepad. A third option is your phone, meaning typing notes into your phone. There are two ways that you can do this.

Either you can type items into a task list on your phone, or you can send yourself an email. This is definitely portable, and it can be fast depending on how technologically advanced you are. It may not be easy though. There may be multiple steps to get to this. So if you're not a power phone user, this may be too slow for you. But if you find that using your phone is very easy for you, then that's a great option for clearing out your mind.

Another option is a dictation service. Now obviously, if you have a personal assistant, you can send them a voicemail message and they can dictate it for you and send it to you by email. That's a great option. Most people don't have a personal assistant though, so that's not practical. A couple of options that I've recommended to clients are recall or jot. These options allow you to call a number and leave yourself a message. These services will transcribe the message and send it to you in an email.

That way you get it out of your mind very quickly. You didn't take a lot of time, and it put the message into an approved gathering point. This is great for mobile situations, where you're out and about; you can't take the time to pull out a notepad and write something down. The only disadvantage is that some of the options may cost you a little bit of money, and it may take a little bit of time to set up for a learning curve. Finally, the last option for clearing your mind would be making a note to yourself on the computer.

This is great when you're sitting at your desk. It's digital, so you don't have to recopy the notes. You could perhaps type it into a notepad program like Microsoft OneNote or EverNote. The disadvantages are that it's slow to boot up sometimes, and it's not highly portable. So if you're not at your computer, you're not going to use this option. So I've talked to you about several different options: a notepad, a task list, using your phone, dictation service, or making notes to yourself on your computer.

To wrap up this video, I'd like you to select the top two options that you're going to use from this point forward to clear tasks out of your mind.

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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