The Pocket RoadMap™

Get Organized with One Sheet of Paper

The Pocket RoadMap™ is a single sheet of paper folded into six small panels that puts you in control of your life and time. Download the PDF file and print the two pages back to back on one sheet of paper.

Whether you are using GTD or ZTD or any other productivity system the Pocket RoadMap will keep you focused on the most important items each week. Download it for free and give it to your friends. This is a tool your entire team can use.

Video showing how to use the Pocket RoadMap coming soon.

Is Your Inbox Overwhelming You

20081219worry Imagine a Zero Inbox. Below are the steps to create one.

1. Open a new email.

2. Ask yourself, “What is it?” and “Is it actionable?”

3. If it’s NOT Actionable, then delete it, store it in a Reference email folder, or incubate it on Someday/Maybe if you think you’ll have action with it in the future.

4. If it IS Actionable and will take you multiple steps to complete, ask yourself, “What’s my desired outcome?” Track that outcome on a Projects list.

5. Now ask yourself, “What’s my next action?” Then you’ve got 3 choices:

1. Do it now (if it will take less than 2 minutes) 2. Delegate it now (if someone else can do it, track on Waiting For if you need to) 3. Defer it to a Next Action list or folder (if it will take longer than 2 minutes and store that email in a place (other than “In”) you know you can easily get back to when you need to take action.)

If it’s got multiple next actions that can be done simultaneously, track each one of those. If you have “future actions” or dependencies, and this is a project, those can be stored with your project plans.

Source: www.gtdtimes.com

Simplified GTD

Getting Things Done (GTD) by David Allen revolutionized productivity, though many find it overly complicated. For those of us less inclined to be engineers or lacking follow through, we need a simpler solution. Thank you Leo Babauta for writing Zen to Done: The Ultimate Simple Productivity System.

ad-ztd1 This short book simplifies the entire GTD system down to very specific actions that are easily implemented into your current routine. No longer are you burdened with maintaining a large organization system. You can apply the concepts at you own pace and decide what is most important for your needs.

Leo writes a great blog at ZenHabits.net which is a valuable resource. Take a moment and read this short book, then apply one habit this week and add another when you master the first.

Two Books for the New Year

makingitallworkDavid Allen as just released his new book Making It All Work: Winning at the Game of Work and Business of Life, following the success of Getting Things Done and Ready for Anything. His new book Making It All Work pulls all his thoughts together in a very organized way. This book is much easier to read and implement and has many new tools. I recommend it highly.

enough John Bogle the founder of Vanguard Funds has written another important book. Enough: True Measures of Money, Business, and Life is a must read.

Mastery Level Habits: Establish a Cruise Speed

Extraordinary teams know their capacity for work. They respect team members’ energy levels and avoid burnout by establishing a cruise speed for the team. When necessary, they increase capacity during crisis, then quickly return to cruise speed. Most businesses run at 100 percent of capacity all the time and have no ability to deal with crisis. The team shuts down as everyone becomes exhausted and demotivated. The best practices value all members of the team and understand that the ability to deliver a consistent solution to clients depends upon the team’s energy and motivation.

Mastery Level Habits: The Art of Dissection

Your ability to handle stress inducing circumstances is directly proportional to your preparation. Those who master the art of business know the art of dissection. They follow a few simple steps to avoid repeating the same stress in the future.

1. Examine the root cause. We normally are dealing with the end result of a situation. Example: the tax crunch of April. What is the cause? The stress of incoming calls and rushing around is the effect. The cause is a transaction that occurred the previous year.

2. Identify a strategy that can change our response and be proactive. Back to our example. Instead of waiting for the crush of work during April we could collect the needed data when the transaction occurs and log it in the client file. Then at the first of the year we could proactively send the client the tax information.

3. Make a habit, procedure, or process so your response is different in the future. From our example: create a logging sheet and post as the transactions occur throughout the year, rather than compiling a years worth of transactions in a few weeks.

The right decision is made before the crisis. It is in the clear light of day that we make a decision and then we execute in the midst of the crisis.

Mastery Level Habits: Life Planning

Set aside a day to do Life Planning, not just business planning. Look at your entire life-to-date. By answering the following four quesitons you will have a better idea about what is most valuable to you going forward.

Four Questions to Ask and Answer

1. What have I accomplished in my life? List all the accomplishments in your life that make you proud. these are the raw material for your knowledge and experience and will be the foundation upon which you will meet and exceed your future dreams.
2. What have I not accomplished, but intended to? List now the dreams that were important in the past and have not yet been accomplished. Some of these will still be valid and desireable.
3. What are the challenges and problems I face today? Looking at your life now, what challenges do you face today? Because of your past experiences you are more capable in some areas of your life and less capable in others. I am wiser than I was when I was 20, but I can not physically do the same things I once could.
4. What are the opportunities that are available to me right now? List the opportunities, both personal and business, that are available to you.

You can now look at your Roadmap for Change and jump start your new year. For a blank Roadmap for Change form go to the Downloads page.

Getting Things Done: Recap

Act Two of the [Three Act Planning](http://lloydwilliamsinc.com/2006/11/28/planning-a-three-act-play-2/) process is [Getting Things Done](http://lloydwilliamsinc.com/2005/11/11/getting-things-done/) (GTD) by David Allen. He created the best way to deal with the stuff that fills our lives. Merlin Mann of 43folders starts the new year with a great [recap of the GTD posts](http://www.43folders.com/2007/01/04/gtd-recap-07/) on his site saying, >I’ve gotten several requests from readers for an updated primer for folks who are getting started (or re-started) with Getting Things Done. I’m happy to oblige with this updated collection of 43 Folders’ most popular, most visited, most-commented-on, and my personal favorite posts about David Allen’s GTD. There should be plenty here to get you rolling. And thanks so much to everyone who wrote to request this.

To see all the links the tools including 8-episode podcast with Merlin Mann and David Allen do not miss the [Recap Page](http://www.43folders.com/2007/01/04/gtd-recap-07/).

*Have you found a great GTD resource? If so, take a moment and share it in a comment with the rest of us.*

Lloyd Recommends

Dedicating yourself to being a lifetime learner is the greatest gift you can give yourself and those around you. The following are twelve books I recommend unconditionally.

Reading a book a month will impact your personal and business life.

Peter Drucker influenced much of my thought and practice over the years. This book is a compilation of essential ideas from twenty five of his best business writing. Pine and Gilmore redefined marketing.

David Allen helps us to understand that actions always take place with a specific context. Without having a system to handle the daily stuff of our life, we are held back by the thoughts and messes in our lives.

These three writers help us look at the world differently and with purpose. They give us new tools to re-imagine our future.

These three books are life companions of mine. I read each, every year, and will continue to do the same forever. These book are life transformers.

Click on these titles and look inside each for the value they contain.

Do you have a special book you would recommend we read? Please comment below.

Annual Refresh

One of the powerful features of technology is the ability to refresh or restart whenever needed. It cleans up the mess and starts everything over fresh. It would be nice to have a refresh button on our lives sometimes. For many years, I have used the first week of December to be my Annual Refresh time. Let us look at three specific areas and see how an Annual Refresh can energize our year.

Files

I go through all my files and trash all the unnecessary or unneeded files or papers. This alone keeps the files drawers weeded to a manageable size. Try it. Set aside a day and with a large trash can in hand, open up the file cabinet and start with the first file folder. Ask yourself is this a file I need to keep? If not trash. Can I get this information elsewhere if needed in the future? If so trash. If you need to keep the file then look through the contents and see if any of the contents can be trashed. Continue from A to Z. You will feel great when it is done. If you are scared you might be trashing something you really do need. Then place all the removed files in a bankers box. Store them for a year. And next year when you do the Annual Refresh throw out the previous year’s file. If you have not needed the information you should be comfortable in trashing them permanently.

Planning

The first week in December is also a great time to take a long term look at your life. As David Allen says you need to occasionally look at your life from 50,000 feet. If you are using the RoadMap for Change™, this is a good time to look beyond your three year vision and consider your legacy and relationships. Set aside a morning away from the office, a library or coffee shop works well. Then ask yourself what are the long term things you want to accomplish? What is going on in your life and relationships? What do you want your life to look like in twenty years? Start to storyboard the movie of your life. If you are visual draw a picture or close your eyes and see your future. If you are more analytical, write out the summary of your desires. Later in the week you can connect this to your current projects and set next actions.

Family Time

This month is family time, make emotional deposits into the live of the ones you love. Remember your team extends beyond the ones you work with every day. Look at the section on Ten-Month Planning in my book Attract Clients. This is a great time to commit yourself and your team to accomplishing twelve months of projects in ten months. It works.

Four Box Clean-Up

Personal Productivity - Part 2

Before attempting to think about the future of your business, it is often necessary to clean up all the clutter collected from the past. In this podcast we discuss a simple method to eliminate all the mess.

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Planning: A Three Act Play

Personal Productivity - Part 1

Too often we sit with a pen and paper and just start planning our life from the top-down. Months later, we wonder why we are unable to maintain all the grand plans we made earlier. The enthusiasm and energy, that sustained us during our planning time, see

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Getting Things Done

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Being on the road for the past several weeks, I appreciate the value of a good book to refocus my efforts and energies. Planning comes in two varieties: top-down explained in Steven Covey's book First Things First and bottom-up illustrated by David Allen's book Getting Things Done. While everyone would like to start at the top and work our way down, many times the messes in our life are suffocating us. It is in times like these that we must first put in place the tools necessary to clear the decks of our current projects. This is Allen's great secret, getting through the mess to give us the freedom to look ahead. Read Getting Things Done today.

D*I*Y Planner

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They are a community of people who see the value of paper as a medium for planning, productivity, creative expression, and exploring ideas. They encourage visitors to share advice and inspiration, and they love to see submissions for templates, kit images and story articles. They are also the official home of the free D*I*Y Planner kits. For more information go to www.diyplanner.com