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August 28, 2006
Low-tech brilliance
I was recently listening to an audio interview with David Allen on our Connect website and the caller asked him about dealing with interruptions, which seems to be a major workflow concern out there these days for many people. David recommended an Inbox (like this great one from Levenger) as one of the best things one can do for dealing with interruptions.
Think about why you sometimes don't like interruptions. It's often a break in the flow of your concentration, focus or creativity. And rarely does someone asking, "Got a minute?" really mean a minute. The part of you that knows that, and doesn't trust that you'll remember where you left off, would naturally get annoyed with those well-intentioned colleagues showing up at your door because they've got something that's a priority for them.
David described what he does when someone shows up at his door. He grabs a piece of paper (the ubiquitous quick capture tool no matter how digital you are) and writes himself a quick note about where he left off and tosses it in his own Inbox. Now, the reason that this works is that he trusts his system and knows he'll go back to process it. Using your own Inbox is like creating a bookmark for yourself of where you left off. It's also a great way to minimize interruptions among your team. Think of how many times recently someone interrupted you to hand you something relatively mundane because they didn't have a trusted place to put it on your desk.
Here are a couple of keys for an Inbox:
1. Have it close enough for you to drop stuff into at arm's length but not so close that someone would have to come into your personal space to put something into it (meaning, someone shouldn't have to do the cubicle tango with you to get to your Inbox.)
2. EMPTY IT REGULARLY! Get that Inbox processed down to zero every 24-48 hours. This tip alone will build the trust for you and other people to use it. Here's the classic GTD workflow diagram if you want a good reference for processing.
Then, if you really want to have fun, set up Inboxes at home for each person in the house.
Posted by Kelly at August 28, 2006 07:47 PM
Comments
Kelly, this is a great summary of the power of a physical intray, and how it can be used.
I find that regardless of the fact that I have a physical intray, my staff often place things on my desk **next** to the intray, or alternatively on my conference table which is next to my door.
Do you have any best practice suggestions about how to coach people to actually use the intray!
Posted by: Des Paroz at August 29, 2006 05:35 AM
Great tip Kelly!
I love the idea about having an inbasket for each person in the house! After all, when you dont have a home inbasket your home becomes the inbasket! One of the biggest AH HA moments with GTD for me...
Posted by: ERIK at August 29, 2006 07:23 AM
Hi Des,
An easy way to train your staff on using your Inbox is the next time someone hands you something or they put it next to your Inbox or on the table, pick it up and drop it in your Inbox and let them know that's your preferred place for it. I believe we train our environment. If someone sees that all I'm going to do is put it in my Inbox they'll start to put it there too. I find people are pretty adaptable and like to have systems to work with, especially if it becomes a trusted one.
Hope this helps.
Kelly
Posted by: Kelly at August 29, 2006 10:29 AM
I'm thinking that inbox mught make an excellent blunt-trauma inflictor, so as to help keep keep the next interruption at bay.
In all seriousness, though, I think the inbox is an excellent way to let people know you're interested in what they're saying. Great tip!
Posted by: CraigM at August 29, 2006 02:58 PM
Kelly,
I listened to the podcast again and what I took away from David's comments is that we should look at interruptions as opportunities not necessarily as nuisances. Now I look at interruptions in a whole new light and I smile every time someone asks me if I have a minute!
Eric Hubbard
Posted by: Eric Hubbard at August 30, 2006 06:33 PM
Hi Kelly,
Great tip - there's just no better way than low-tech sometimes. Even though I've customized my Outlook for GTD, I'm finding my physical inbox to be a great staging area for internal interruptions as well. When I'm productively in the middle of something and a random thought or inspiration strikes, I simply write it on a blank piece of paper and put that in my inbox. Then I can comfortably "forget" the momentary distraction and complete the task at hand. These notes get processed into my Outlook GTD system throughout the week, which then makes my Weekly Review go that much more quickly.
Thanks,
Denise
Posted by: Denise Aday at August 30, 2006 07:10 PM
