1. Problem to Solve
   1. unprocessed "inbox", overloaded short term memory (psychic RAM)
      1. represent broken agreements with themselves
      2. unproductive
      3. lack of presence - distracted, distant
      4. creates mental stress
2. Process Overview
   1. 3 parts
      1. inputs
      2. processing/thinking
      3. outputs (actions and action lists)
   2. to be one’s most productive self, one must be able to think clearly
      1. clear "open loops" from short term memory
         1. too much "stuff" stored in a person’s short- term memory can blow a fuse
      2. frees mind to think about things rather than of things
      3. the conscious mind is a focusing tool, not a storage place
   3. objectives
      1. capture all one needs to accomplish somewhere outside the brain
      2. discipline oneself to make decisions about these items as they are added to one’s workload
3. Setting Up
   1. set aside two whole days, back to back
   2. minimum of a writing surface and room for an in-basket
   3. don’t share work space with someone else
   4. basic processing tools
      1. paper-holding trays
      2. plain paper
      3. post-its
      4. clips
      5. stapler
      6. labeler
      7. letter size file folders
      8. calendar
      9. wastebasket/recycling bins
      10. organizer to "manage your triggers externally"
          1. papers
          2. planners
          3. Personal Digital Assistant
   5. key: reference filing system
      1. factors for success
         1. keep files at hand’s reach
         2. use one A to Z alphabetical filing system
         3. have lots of fresh folders
         4. keep the drawers less than three-quarters full
         5. label folders with an Auto Labeler
         6. buy high-quality file cabinets
         7. get rid of hanging files
         8. purge your files at least once a year
4. The 5 Stages of Mastering Workflow
   1. Collection Stage
      1. gather all items that remain to be completed
         1. in-basket
         2. note-taking devices
         3. voice-recording devices
         4. email
      2. 3 success factors
         1. 1. Every open loop must be in your collection system and out of your head
         2. 2. You must have as few collection buckets as you can get by with
         3. 3. You must empty them regularly.
   2. Process Stage
      1. the bucket is emptied
         1. most critical improvement
      2. flowchart
         1. What is it? Is it actionable?
         2. If not, trash it, put it in a tickler file or put it in a reference file.
         3. If so, what’s the next action?
         4. Will next action take less than 2 minutes?
         5. If yes, do it.
         6. If no, delegate it or defer it.
            1. longer than 2 minutes, consider it a project
            2. more than one action step
            3. put it in your project plans
   3. Organizing Stage
      1. eight categories of reminders and materials
         1. 1. trash
         2. 2. incubation tools
         3. 3. reference storage
         4. 4. list of projects
         5. 5. storage or files for project plans and materials
         6. 6. calendar
         7. 7. list of reminders of next actions
         8. 8. list of reminders of things you’re waiting for
      2. review all lists weekly, critical for success
   4. Reviewing Stage
      1. trust the system
         1. keep up-to-date
      2. most frequent
         1. review of daily calendar and daily tickler folder
      3. next
         1. next actions list
      4. key to sustaining system
         1. Weekly Review
            1. empty one's head
            2. go through 5 phases
            3. couple hours early friday afternoon
   5. Doing Stage
      1. hree models for deciding what to do at a point in time
         1. The Four-Criteria Model for Choosing Actions in the Moment
            1. context
            2. time available
            3. energy available
            4. priority
         2. The Threefold Model for Evaluating Daily Work
            1. doing predefined work
            2. doing work as it shows up
            3. defining one’s work
         3. The Six-Level Model for Reviewing Your Own Work
            1. 50,000 + feet: Life
            2. 40,000 feet: Three- to five-year visions
            3. 30,000 feet: One-to two-year goals
            4. 20,000 feet: Areas of responsibility
            5. 10,000 feet: Current projects
            6. Runway: Current actions
            7. levels should enhance and align with the levels above it
            8. Priorities are driven from the top
            9. starting at the bottom level, first ensuring all action lists are complete, and then working up the model.
5. Getting Projects Under Control
   1. formal planning tools and techniques might be overrated
      1. favors creative, proactive thinking
   2. priority
      1. 1. projects that may need more planning
         1. still have one’s attention even after defining next actions
         2. revisit to the Natural Planning Model
      2. 2. those for which ideas just show up
         1. require tools and structures to capture those random ideas
            1. good writing instrument
            2. paper
            3. easels
            4. whiteboards
            5. computer
         2. writing ideas down facilitates a constructive thinking process like nothing else
6. Outcome Focusing
   1. envisioning success
      1. Being able to generate lots of ideas, both good and bad, is a critical piece of creative intelligence
      2. Honing and organizing ideas is a necessary mental discipline
      3. choosing and taking next actions are the essence of productivity
   2. CRITICAL QUESTION: "WHAT'S THE NEXT ACTION?"