The document outlines an 8-step system for achieving productivity through simplicity. The steps include: 1) having a simple system for organizing tasks; 2) capturing all incoming tasks; 3) organizing tasks into inboxes, lists and calendars; 4) daily processing of inboxes and tasks; 5) weekly planning of important tasks; 6) focusing on one task at a time; 7) weekly reviews to manage tasks and goals; and 8) using simple tools like notebooks and calendars. The overall approach emphasizes minimizing distractions to focus on the most important tasks and reviewing regularly to stay on top of obligations and goals.

1. Principles of a
Simple Productivity System
8 Habits to Achieve the Power of Done!
Kevin Paschuck
June 2, 2010

2. “So What?”
1 hour from now …

3. Three Key Objectives
Framework for a Trusted System
All “to-do’s” out of your head and off your mind
Method for achieving results
Stress-Free way of doing what’s most important
Ideas for managing our energy
Make front-end decisions about all “inputs”

4. Kanso (Simplicity)
Simplicity means the achievement of
maximum results with minimum means
- Japanese Principle

5. Take
What leave the rest for You
and
Works

6. 43% of Americans categorize themselves as
disorganized

7. Does your day look like this?

8. Get a System
1.
(but, keep it simple)

9. The 2 best … in my opinion

10. Components of a Simple System
The Setup
Inboxes, lists, calendar, file system
Right Tools
Must be simple to use and maintain
Adoption and Usage
Use the system every day

11. 2. Ubiquitous
Capture

12. Capture Setup
Notebook or Software Application
Write down everything coming into your life not already in written format
Loose Leaf Paper or Notebook
Meeting notes
Calendar
Time specific actions, meetings and day specific information, tickler
Master “To-Do” Lists
@Work @Personal @Waiting For @Projects @Someday @Reference
File System
Physical inbox for papers, manila folders in alphabetical order & digital

13. Get Organized
3.

14. Put Everything in its Place
Incoming Hard Copy Papers
Physical inbox
Simple File System - Alphabetical
Have blank labels ready and empty folders on hand
Tickler System
Calendar for digital & “31” daily file folders for day specific items
Purge Your Files Once a Year
Trash anything that you will not need or untouched in last 12 months
Find a Home
Designate a spot for all your items – car keys, wallet, tax info, etc.

15. 4. Daily Processing
(Major Inboxes: Email, Voicemail, Calendar, Notebook)

16. Processing Guidelines
Process Calendar, Tickler & Actions Everyday
More frequently if needed – don’t let items pile up – piles are your enemy
Minimize your Inboxes
Every place you have to go to check messages or get info is an “inbox”
Scan Email Once an Hour
But don’t be obsessive – Do email from top down to capture “threads”
Schedule Time to Process
First thing in the morning and last thing before you head home work best
Process to Empty
Celebrate when your inbox is empty

17. Incoming Workflow Process
Just Do It
If a task takes 2 minutes or less, just do it rather than adding to your lists
Delete It
If no action & you don’t need it, trash it (can also be filed for reference)
Delegate It
Are you the right person to do this task? (add to @Waiting For list)
Defer It for Later
Add it immediately to your “To-Do” or @Projects list
File It
If it’s just something to reference later – file right away if possible

18. 6. Plan(at a weekly level)

19. Schedule Your Work
List Major Accomplishments for the Week
Try to include a milestone for personal & yearly goals (limit these to 5)
Most Important Tasks for the Day
Decide each morning what’s most important to work on for that day
Schedule your Tasks on the Calendar
Recurring “work time” in 2 hour blocks as a placeholder
Batch Tasks for the Day
Smaller tasks that need to be completed that day

20. 6. Do the at a time)
(One task
Work

21. Find Focus & Execute
Start with the Most Important Task
Work on it for a set amount of time or until it’s done
Minimize Distractions
Turn off email, internet and don’t answer the phone
Some Interruptions are Unavoidable
Ask the question “Is this urgent or can we schedule some time later?”
If Interrupted, Bookmark your Stopping Point
Put all documents and work items aside (preferably in a folder)

22. 7. Weekly Review

23. Weekly Review, Every Week
Get Clear
Collect loose papers – Business cards, receipts, paper in “in-tray”
Get “Inbox” to zero – Process all inboxes (email, notes, paper, etc.)
Empty your head – Write down any uncaptured items
Get Current & Review
Calendar – Past & upcoming (capture tasks triggered)
Lists – Project next actions, delete completed items
Long term goals – Break it down into an actionable next step
Follow-up on any “Waiting For” Items – Send reminder emails
Get Creative
Review Someday list – Transfer any active over to projects list
Brainstorm new ideas – Add them to the right list

24. 8. Right Tools
(for the job)

25. My Tools
Notebook for Daily Capture
You don’t need to power it up
Levenger Leaf Paper
To take meeting notes
Calendar
MS Office @work and Apple Mail @home
Master “To-Do” Lists in MS Word
@Work @Personal @Waiting For @Projects @Someday @Reference
iPhone Apps
List Master or SmartSheet (might eventually replace my MS Word)

26. Simple Productivity – A Recap
1 Just have a system
2 Capture everything
3 Organize your life to minimize brain strain
4 Process daily – get stuff out of your head
5 Plan your work – work your plan
6 Just do it – multitasking is less efficient
7 The weekly review is your safety net
8 Use the tools you already know

27. Closing Thoughts

28. Integrate Work with Life

29. Rome was not Built in a Day

30. There is
No Perfect
System

31. What was
Helpful?

32. THANK YOU
Kevin Paschuck
Vice President, Public Sector
RightNow Technologies
kevin.paschuck@rightnow.com
kevin_paschuck