Mind Organization for Moms By April Perry Based on David Allen's Best-seller, Getting Things Done

Size: px

Start display at page:

Download "Mind Organization for Moms By April Perry Based on David Allen's Best-seller, Getting Things Done"

Lawrence Dawson
5 years ago
Views:

1 Mind Organization for Moms By April Perry Based on David Allen's Best-seller, Getting Things Done Here are a few pages you ll want to print and keep handy as you get your mind organized. It s been recommended that I emphasize how simple this process really is. It might look a little complex at first, but trust me you ll get the hang of it. Don t give up! I ll be with you the whole way. DIAGRAM AND EXECUTIVE SUMMARY We re going to organize your mind into three sections: a few things will be on your brain pretty much daily, your Weekly Review items will be on your brain only once a week, and a few things will be off your brain, but safely tucked away. I ve briefly explained each section below to give you the big picture. The Power of Moms, LLC 2010

2 Center Section of Diagram--Things You Keep On Your Brain: You ll carry these with you and/or keep them handy throughout the day. (1) Calendar paper or digital, record what you have to do that day, or not at all (appointments, a time-sensitive phone call, social engagements...). (2) Immediate Next Actions--one sheet of paper (or digital file) you keep with you at all times listing tasks you need to do within the week, organized by context: Things to do at home Phone calls Computer work Errands Things to discuss with spouse (3) Your Inbox--kept totally empty, with s filed into the following Your Own Files Special Notes to Keep, Receipts, Kids' stuff, etc. (4) Read/Review Basket placed in a convenient spot to hold all your magazines, catalogs, grocery ads, PTA newsletters, and other items that do not have a specific deadline or action attached, but which you'd like to review (and possibly use) before you toss. Left Section of Diagram --Things You Keep On Your Brain Only Once a Week: This is basically two things your main inbox and a series of folders kept in a small file system (an accordion file or little file box) labeled Weekly Review. (1) Main Inbox--a paper tray you keep right on your desk. Flyers, receipts, bills, and all the papers that you collect throughout the week will be placed here and then reviewed. You ll also have a folder in your collection of Weekly Review folders labeled Other Inboxes where you list all the landing spots you need to check regularly (kids' backpacks, Facebook account, etc.) and corral into your Main Inbox. (2) Current Projects--a file folder containing three lists of multi-step tasks that you plan to accomplish soon: Current Projects for YOU Current Projects for YOUR FAMILY Current Projects for things BEYOND (paid work, volunteer jobs, etc.) 2

3 (3) Important (not Immediate) Next Actions--this folder contains five context-based lists of tasks you d like to do within the next few weeks or months (or as soon as it s convenient). Things to do at home Phone calls Computer work Errands Things to discuss with spouse (4) Routines and Responsibilities another folder that keeps track of all the regular things you do each week that don t really need to go on a calendar. It contains one sheet of paper which has "Daily, Weekly, Monthly, Quarterly, Yearly" across the top and "For YOU, for YOUR FAMILY, and BEYOND" along the left side. Items on these lists might include daily exercise, weekly library trips, or monthly neighborhood meetings. (5) Waiting--a folder containing a sheet of paper where you record things you are waiting for others to do before you can move forward on specific tasks (like if you re waiting to hear back from several of your friends regarding who wants to participate in your Learning Circle). (6) Goal Review a fifth folder containing personal lists you want to review weekly: affirmations, habits, goals, etc. You wouldn t write Be a fun mom on your calendar or task list, but you could put it in this folder with a list of your other goals. Right Section--Things that are Off Your Brain: You ll keep these items on or near your desk. (1) Current Project Support Material a set of cubbies organized to hold folders, notes, and resources related to projects on your Current Projects List. Each project has its own file folder, and similar projects are grouped together. Here is a possible list of categories: For Me Cubbies Personal Education (notes from your reading, class registration forms) Personal Journal or Blog Ideas (no more scribbled notes in random places) Personal Health and Fitness (gym schedule, diet tracker) Social Correspondence (letters and invitations that need a response) For My Family Cubbies Finances/Bills Family Systems (kids' chore charts, list of family laws and consequences) Home Management (estimates on repairs, list of trusted contractors) Children s School Projects (assignment sheets, printed resources) Family Activities (coupons, fliers, ideas you've jotted down) 3

4 Beyond Cubbies Church Volunteer Positions Community Volunteer Positions Employment (2) Tickler File a small file system containing twelve folders, labeled by month. This holds materials you ll need on a specific date (invitations, documents for an upcoming trip, tickets to an upcoming event...), and the contents are referenced on your calendar (using a T with a circle around it). (3) Filing Cabinet holds all papers that are reference-only things like paid bills, warranties, or resources you want to keep that do not need to be reviewed or utilized in the near future. (4) Future Opportunities a magazine holder containing two file folders--one titled Incubation, with a list inside of ideas you re still considering (possible vacation, a new business idea) and one labeled Someday, with lists inside of things you DO want to accomplish when the time is right (learn to paint, learn Spanish, and go on a family humanitarian service trip). That s the whole system! It will take a little time to put all of this together, but once it s built, you ll only spend a few minutes per day and maybe a half-hour per week maintaining it. You re well on your way to a more productive and less-stressful life! 4

5 STEP-BY-STEP INSTRUCTIONS AND CHECKLIST Here s a very basic overview including David Allen s Five-Step Process: Collect, Process, Organize, Review, and Do. 1. Carve out some time to build your system and create a space that is yours. 2. Print out the M.O.M. Diagram and Summary plus this checklist for reference. 3. Collect or purchase the necessary office items (see next section). 4. Identify all your landing spots on a list in a folder labeled Other Inboxes. 5. Build your machine (specific instructions follow): Things that are On the Brain Things that are On the Brain Only Once a Week Things that are Off the Brain 6. COLLECT all papers, tasks, and ideas from your physical environment and from your mind into the Main Inbox on your desk (or in a laundry basket, if needed). 7. PROCESS and ORGANIZE each item in the Main Inbox (from the top down) by asking the following questions: Is an action required? If yes, move on. If not, you ll either put it in the trash, the filing cabinet, or the Incubation Folder. Is there a deadline? If yes, take a moment to mark the appropriate date (and/or memory trigger) on your calendar. Is this a multi-step task or a single-step task? Multi-step tasks are placed on a Current Projects List (if they re current) or a Someday List (if they re not). What is the Next Action? What s the very next visible, physical activity that can move this project toward closure? (You ll write it down once you answer the next question.) Shall I do this, delegate it, or defer it? Complete all two-minute tasks immediately, or decide if this is a job for another person or another time. If YOU are going to do this later, write the Next Action on your Immediate or Important list depending on urgency and context. Do I have or need any papers or materials to help me accomplish this task? If yes, file them into the appropriate place: your Current Project Support Materials Cubby, Tickler, Someday Folder, Waiting Folder, or Read/Review Basket. When will I REVIEW this? Just think about this for a second will you look at it when you check your calendar each day? When the Tickler symbol appears on your calendar? When? When will I DO this? Make sure you have a clear idea when this is going to happen and that it's recorded or filed in the appropriate spot. Will it be this week? This month? While you re on the computer? Being able to see the task getting done helps you know you can trust your system. 8. Process and organize the items in your inbox. 9. Commit to checking your calendar and inboxes daily. 10. Commit to and schedule a regular weekly review (use your Routines list). 5

6 ITEMS TO COLLECT AND/OR PURCHASE You probably already have much of what you need to build your system, but here s a complete list of everything you ll want for a fully functioning home office. For photos and details, read the additional information below under Checklist Item #3. Calendar Stack of plain paper File folders (100 is a good start) Automatic labeler (if you d like, but you could also just write neatly on your file folders) Basket for Read/Review materials Inbox file tray Two small file systems (stadium files, portable file boxes, or paper-holding trays large enough to hold between 6 and 12 folders each) Set of cubbies (at least 10) Filing cabinet and/or banker boxes Magazine holder Trash can/recycling bins Desk supplies: pens, scissors, paper clips, stapler, tape, rubber bands, and Postit notes 6

7 KEY POINTS TO A SUCCESSFUL WEEKLY REVIEW This is what you re committing to do each week it s simple, it s straightforward, and it basically involves reviewing a series of focused lists. (1) Fill up your Main Inbox. Make sure you ve gathered every bit of information from your physical environment and from your head. This also includes looking over your calendar past and future to see if you need to follow up on or prepare for something important. Many couples find that it's very helpful to do at least this part of their weekly review together. Sit down with your calendars, empty your heads of all ideas, problems, goals, etc., and then incorporate the essential items into your week s plan. (2) Review your Current Projects Folder. Are all of your Current Projects represented on these lists? Are there any that need to be moved to your Someday Folder? (3) Identify Your Next Actions. Check off the things you HAVE done, and then identify the next Next Action that goes with each project you'd like to work on this week and add it to the appropriate list (immediate or important, within a specific context). (4) Look at your Routines and Responsibilities Folder. It s a great idea to review what regularly needs to be done and make any appropriate adjustments. (5) Review Your Waiting List. Maybe you need to follow up with someone who has taken FOREVER to get back to you (that would go onto one of your Next Actions Lists). (6) Review Your Goal Review/Personal Lists. This is a great opportunity to remind yourself what is important to you. It will only take a couple of minutes. (7) Look through your folders. This is a good time to file things that may not have been filed during the week and review all folders especially the important and immediate ones to make sure you re up-to-date and that datespecific items have been written on your calendar. (8) Look through your off the brain materials for new ideas. This is an opportunity for you to see if the things you want to do this week will fit with the things you have to do. 7

Mind Organization for Moms

Mind Organization for Moms Less stress, more joy in motherhood By April Perry and The Power of Moms Mind Organization for Moms Less stress, more joy in motherhood By April Perry and The Power of Moms www.powerofmoms.com