1. Getting Things Done!
Rui M. Barreira
<rui.m.Barreira@gmail.com>

2. Monday
9h00
5 Tasks
10
unread
emails
Brother’s
birthday on
tuesday
Dinner tonight
Someone is
calling!
Read my notes
I would like to
see that movie
Meeting with the team
at 14h00
Dive Trip
needs
planning!
Look for a new
house!
Too much to do, no time to do
it!

3. Became Silent Water…
How many incomplete or open loops are pulling your
attention? There are much more than you think.
1. Clear your mind by emptying it!
2. Clarify exactly what your commitment is.
3. Keep reminders organized in a system you review
regularly.

4. Collect everything
10 unread emails
Brother’s birthday on tuesday
Dinner tonight
Someone is calling!
Read my notes
I would like to see that movie
Meeting with the team at
14h00
Dive Trip needs planning!
Look for a new house!
Free up your mind for
creativity and workflow!

5. Process your inbox
Not actionable:
Trash it
Reference it
Less then 2 minutes!
Defer it, schedule for
planning or add it to
your task list or
calendar.
Process it and review it
regularly!

6. Process your inbox
Next action you need to take – Actions to be
taken in the next day or week.
Projects - Large goals that require multiple
actions (need to transfer these to action lists
periodically).
Follow Up – Things you need others to
complete.
Someday – Things you might like to do in the
future.
Reference – Useful references for everyday tasks.
Calendar – Meetings, training, conferences, etc.
Use the structure that best
suits you!

7. Prioritize next actions
Urgent support ticket
Go to the doctor
Some calls
Exercise
Planning
Trainning
Work
Interruptions
Distractions
Other calls
Trivial Things
Time Wasters
Not UrgentNot Urgent
×
ImportantNotImportant
First things, first!

8. Do it!
The key is deciding
what to do and
when to do it
Use your task list
to determine what
you should be
working on
Do the easy tasks
when you are less
productive
Do hard and
important tasks
when you are
more productive
Always capture
everything to your
inbox
You have to do things!

9. My recommendations
Should be
optional
Evaluate if it is
useful for you
Do not over
manage
Shift the locus
of fear, anxiety
or stress
Make it simple
Use it for work
and personal
stuff
You need to trust your system!

10. Outlook
Categorize your inbox, calendar and tasks.
Get actions where you can see
them.
Set up time framed commitments in the
calendar.
Automate recurrent
tasks
Automate as much as possible!

11. Onenote
11
Use OneNote to note everything!
Send everything to Notes
Stay organized!
But care about the method,
not the technology!

12. Final Review
12