Mohamed
03-22-2005, 11:33 PM
GTD Roles
Understanding and implementing GTD is simple if you picture yourself playing five distinct roles at each stage of Collect, Process, Organize, Review and Do
DA pointed out in his book that he found it very helpful to separate the five stages as he moved through his day; and observed that a major reason many people do
not succeed with "getting organized" is simply that they have tried to do all five phases at the same time.
Playing distinct roles will allow you to pay attention and become focused in what you do at any one time. Each role will give you a cue, a license and a different mind
set to implement the five stages. You will not mix them since you will be one and same person who plays distinct role at different times/places and your actions will
naturally be separated.
You will become systematic in applying GTD
I have done this and found it very helpful. Let me explain.
I took a leaf out of Roger von Oech's book "A Kick in The Seat of the Pants " and his methodology of separating creative thinking process into four separate roles
of Explorer, Artist, Judge and Warrior, see www.creativethink.com/ (http://www.creativethink.com/) .
I converted the five GTD stages into five distinct roles of a Housekeeepr, a Judge, a Librarian, a Maintenance Engineer and an Action Manager
The activities of these roles are:
1. HOUSEKEEPER: (Collect)
Begin as a Housekeeper and start to collect "stuff " and to look for open loops.
Have as few collection buckets as you can get by with.
Search in all areas, corners, drawers, filing cabinets, etc. to collect stuff not in their place or which command your attention.
Use physical in-tray, electronic devises, e-mail, paper notes, voice mails, etc.
Carry out "Mind Sweep" - RAM dump
Place collected stuff in one "In Tray" (try to minimize containers)
2. JUDGE (Process)
Next put on your Judge's robe and be a Judge in processing your "In Tray". Your Judges' role is crucial, as it will impact future actions handling.
Process "In Basket" by picking items from top to bottom.
Handle each "case" (item) once only and do not return it to "In Tray". Decide by asking "What is it ?" and then select one of the following options:
Non actionable item:
#Condemn it to Trash bin
#Keep it for future Reference (retrievable when required)
#Put in Tickler file
#Put it in Maybe/Someday tray
Actionable item:
Multiple steps: ask, "What is the Successful outcome?" And then draw a Project Plan.
Single step: ask What's the Next Action?
#Do it (if less than two minutes)
#Delegate it (for someone else to do)
#Defer it
- Decide on NA (to be done later)
- Decide on date (for time/date /day specific action)
Close each "case" with a note to Librarian on what the Next Action should be.
3. LIBRARIAN (Organize)
You should acquire a Librarian mindset to play this role.
You will organise, and categorize judge's notes, reminders and materials:
#Sort, organize and prepare lists of NAs based on contexts.
#Prepare lists of NAs extracted from Project Plans and organize them into contexts.
#Transfer specific date /day actions to your Calendar
#Use support materials: folders, filing cabinets, labels, computer, etc. to organize your work
4. MAINTENANCE ENGINEER (Review)
Your role as a Maintenance Engineer will be to:
#Schedule and carry out daily checks of NAs
#Daily review of Tickler file
#Daily review of Calendar
#Schedule and carry out Weekly checks of NAs
#Ensure all open loops are closed and loose ends tied.
#Ensure system is working.
#Ensure availability of supplies and support materials
5. ACTION MANAGER (Do)
Become an Action Manager for your last role.
By now you will confidently pick each NA knowing that all preparatory work had been done and the NAs will move your work/project forward.
As Action Manager you will do all listed NAs based on:
Work Criteria
#Context
#Time
#Energy
#Priority
Type of Work
#Predefined
#Defining
#As it shows up
Levels of Work
#50,000+ ft
#40,000 ft
#30,000 ft
#20,000 ft
#10,000 ft
#Runway
You can practice these roles separately so that you become comfortable and proficient in playing them.
I prepared a chart, which I will be glad to share:
1) If you are a member of this forum you can e-mail me (subject line GTD) by using my profile.
2) Guests/visitors of this forum can e-mail me direct: mssultan(at)gmail.com
3) I uploaded copy of the chart at Getting_Things_Done group at Yahoo for members of that group
Understanding and implementing GTD is simple if you picture yourself playing five distinct roles at each stage of Collect, Process, Organize, Review and Do
DA pointed out in his book that he found it very helpful to separate the five stages as he moved through his day; and observed that a major reason many people do
not succeed with "getting organized" is simply that they have tried to do all five phases at the same time.
Playing distinct roles will allow you to pay attention and become focused in what you do at any one time. Each role will give you a cue, a license and a different mind
set to implement the five stages. You will not mix them since you will be one and same person who plays distinct role at different times/places and your actions will
naturally be separated.
You will become systematic in applying GTD
I have done this and found it very helpful. Let me explain.
I took a leaf out of Roger von Oech's book "A Kick in The Seat of the Pants " and his methodology of separating creative thinking process into four separate roles
of Explorer, Artist, Judge and Warrior, see www.creativethink.com/ (http://www.creativethink.com/) .
I converted the five GTD stages into five distinct roles of a Housekeeepr, a Judge, a Librarian, a Maintenance Engineer and an Action Manager
The activities of these roles are:
1. HOUSEKEEPER: (Collect)
Begin as a Housekeeper and start to collect "stuff " and to look for open loops.
Have as few collection buckets as you can get by with.
Search in all areas, corners, drawers, filing cabinets, etc. to collect stuff not in their place or which command your attention.
Use physical in-tray, electronic devises, e-mail, paper notes, voice mails, etc.
Carry out "Mind Sweep" - RAM dump
Place collected stuff in one "In Tray" (try to minimize containers)
2. JUDGE (Process)
Next put on your Judge's robe and be a Judge in processing your "In Tray". Your Judges' role is crucial, as it will impact future actions handling.
Process "In Basket" by picking items from top to bottom.
Handle each "case" (item) once only and do not return it to "In Tray". Decide by asking "What is it ?" and then select one of the following options:
Non actionable item:
#Condemn it to Trash bin
#Keep it for future Reference (retrievable when required)
#Put in Tickler file
#Put it in Maybe/Someday tray
Actionable item:
Multiple steps: ask, "What is the Successful outcome?" And then draw a Project Plan.
Single step: ask What's the Next Action?
#Do it (if less than two minutes)
#Delegate it (for someone else to do)
#Defer it
- Decide on NA (to be done later)
- Decide on date (for time/date /day specific action)
Close each "case" with a note to Librarian on what the Next Action should be.
3. LIBRARIAN (Organize)
You should acquire a Librarian mindset to play this role.
You will organise, and categorize judge's notes, reminders and materials:
#Sort, organize and prepare lists of NAs based on contexts.
#Prepare lists of NAs extracted from Project Plans and organize them into contexts.
#Transfer specific date /day actions to your Calendar
#Use support materials: folders, filing cabinets, labels, computer, etc. to organize your work
4. MAINTENANCE ENGINEER (Review)
Your role as a Maintenance Engineer will be to:
#Schedule and carry out daily checks of NAs
#Daily review of Tickler file
#Daily review of Calendar
#Schedule and carry out Weekly checks of NAs
#Ensure all open loops are closed and loose ends tied.
#Ensure system is working.
#Ensure availability of supplies and support materials
5. ACTION MANAGER (Do)
Become an Action Manager for your last role.
By now you will confidently pick each NA knowing that all preparatory work had been done and the NAs will move your work/project forward.
As Action Manager you will do all listed NAs based on:
Work Criteria
#Context
#Time
#Energy
#Priority
Type of Work
#Predefined
#Defining
#As it shows up
Levels of Work
#50,000+ ft
#40,000 ft
#30,000 ft
#20,000 ft
#10,000 ft
#Runway
You can practice these roles separately so that you become comfortable and proficient in playing them.
I prepared a chart, which I will be glad to share:
1) If you are a member of this forum you can e-mail me (subject line GTD) by using my profile.
2) Guests/visitors of this forum can e-mail me direct: mssultan(at)gmail.com
3) I uploaded copy of the chart at Getting_Things_Done group at Yahoo for members of that group