What happens when your computeris full:
What kinds of things does it do?
What kinds of messages does it give you?
How does it run?
What’s your biggest fear?

WHAT HAPPENS WHEN FULL?
Computer
Error messages
Freezes
Runs slow
Crashes/lose info

Your Brain
Make mistakes
Procrastinate/unproductive
Hard to think/unproductive
Stress/forget

SOLUTIONS
Computer
Add memory
Delete unnecessary files
Download
Reboot
Call help desk
Defrag

Your Brain
Harder to do
Let go of unnecessary tasks
Write it down
Take a break
Delegate/get help
Get organized

Most interruptions are “in your mind.”

1. Free Your Mind
If you think it – ink it.
If you see it – key it.

The discipline of writing something downis the first step towardmaking it happen.
Lee Iacocca

Logically organize and manage:
Commitments
Communication
Information


Is this something I really don’t want to do and don’t have to do?

If yes, Delete these from your list immediately.
Is there anything I want or have to do, but not for at least 2 months?

If yes, Defer it to the future. Write “F” for “Future” next to these items now.

Is there anyone who can do this for me?

If yes, Delegate. Write a person’s initials or name next to these items now.

Can I do it in two minutes or less?

If yes, just Do it.

If no, delay it short-term by making it a “Next Action.”

Free Your Mind
Focus on the Big Picture

80% of important results(Q 1 & 2) come from just
20% of your efforts

Free Your Mind
Focus on the Big Picture
Manage the Details

EMAIL BEST PRACTICES
Keep emails brief - shorter is better
Answer lengthy emails briefly
One topic per email
Summarize vs. describe subject lines (i.e. I prefer option 1 vs. sales meeting)
State the purpose at the beginning

When sending or replying to forwarded messages, state the context up front
Clearly state the “Next Action”
Copy only those who need to know and identify the Next Action for each person
Create standard email templates for FAQs

Turn off your Desktop Alerts
Schedule times to check email
Keep only active items in Inbox
Block time weekly to clean Inbox


Free Your Mind
Focus on the Big Picture
Manage the Details
Seal the Cracks

WHY THINGS SLIP
Forgot to write it down or enter it into Outlook
Wrote it down but forgot to look at it
No or poor system for managing email
Not clear who is accountable
Accountability is clear but there’s no mutually agreed upon Next Action

Lack of follow-through by others (someone else dropped the ball)
“Got a minute?” interruptions
“Nobody Told ME” syndrome
Info from voicemail messages written on random scraps of paper

SOLUTION
Set up an “early warning system”to track things you’re waiting for from others. 

Your options:
Outlook or Lotus Notes
PDA or other electronic organizer
Time/Design Management Planner or another personal organizer

The more you work the process –
the more the process will work for you.

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