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Ideas on capturing and "doing"

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  • Ideas on capturing and "doing"

    I'm still struggling with my daily routine. I sell to only 10 accounts that I visit weekly. Throughout my day, I jot down on note paper requests, issues, etc. from customers. Some need immediate action, some don't. I currently have one page per account in a binder that I flip around back and forth writing down and crossing off. I use my Palm mainly for long term appointments, customer address and telephone info, and my @ errands list. I just seem to always miss something on one of the customer pages.Should I just have a legal pad and put everything on one page? Sometoimes I feel that I'm overthinking this and it's making me less productive. Any advice?

  • #2


    I think I know where you are coming from. I too take lots of notes while I'm out selling, making phone calls, conference calls, etc. I think the key is to collect it all in one place - at least as far as collection goes anyway. Processing is key. I find that when I dont stop and process the sales call, or the meeting, or the day, then I start to get fuzzy about what I'm doing. What is it? Whats the successful outcome I'm after? Whats the next action?

    Organizing is where I stuff it in the buckets: @phone, @computer, etc. I'm rying to rethink how I use @agenda.

    Then, you've really got to review. It amazes me the opportunity I find to leverage action when I do a complete weekly review. The opportunity cost is just too much if the review gets skipped.

    This is my take anyway...

    Go sell!



    • #3
      I completely agree - I'm new to GTD and did my first proper weekly review last Friday. Don't worry about setting up the categories etc first off - get a weekly review done and everything seems to slot into place. Assigning categories makes far more sense when you've spent a good amount of time actually processing your data.This is my most productive week ever !


      • #4
        Do people "really" do a weekly review?


        This the "glue" that holds your system together. In fact, if you have not done a weekly review this month...might I suggest taking an hour, today, and updating your system? If you have any questions, let me know...

        Here's an outline of what to do...but remember, be creative and work your system...

        Weekly Review
        [So, OK folks, this may seem like more hokey stuff-I-should-do-but-never-do stuff. Honestly, this is what I do to keep myself sane and in control. This is not theoretical or out of some book. This is literally, blow-by-blow, what I do at least once a week. It is the one factor upon which your success with Mind Like Water technology hinges. Do it, it lives and grows. Don't do it, it dies. If you don't yet have this habit, then I recommend that you insert into your calendar for the next four Fridays--"do weekly review". Review this for the first couple of weeks, and then it will probably become second nature to you. I suggest, also, that you copy and paste this list into your word processor, and then edit it to add your own extra reminders that are unique to your life. I keep my own personal Weekly Review as a list in my PalmPilot so I can remind myself of what I need to think about to get to a clean slate. - David Allen]

        This is the critical behavior to make personal organization a vital, dynamic reality, and for fully implementing the Action to Outcome method. A great time to do it is early Friday afternoon, as it will invariably surface small actions which could get completed if you can catch people still at work.

        Loose Papers

        Pull out all scraps of paper, business cards, receipts, and miscellaneous paper. Put into your in-basket to process.

        Process Your Notes

        Review any "Journal/Notes" types of entries, meeting notes, and miscellaneous notes scribbled on notebook paper. Decide and enter action items, projects, waiting-fors, etc. as appropriate.

        Review Previous Calendar Data

        Review past calendar in detail for remaining action items, reference data, etc. and transfer into the active system.

        Review Upcoming Calendar

        Review upcoming calendar events - long and short term. Capture actions triggered.

        Empty Your Head

        Put in writing (in appropriate categories) any new projects, action items, waiting-fors,

        someday-maybes, etc. not yet captured.

        Review Action Lists

        Mark off completed actions. Review for reminders of further action steps to record.

        Review Waiting-For List

        Record appropriate actions for any needed follow-up. Check off received ones.

        Review Project (and Larger Outcome) Lists

        Evaluate status of projects, goals and outcomes, one by one, ensuring at least one current action item on each. Browse through work-in-progress support material to trigger new actions, completions, waiting-for’s, etc.

        Review Any Relevant Checklists

        Use as a trigger for any new actions.

        Review Someday/Maybe List

        Review for any projects which may now have become active, and transfer to "Projects." Delete items no longer of interest.

        Be Creative & Courageous

        Any new, wonderful, hare-brained, creative, thought-provoking, risk-taking ideas to add into your system???


        [ps: here's an email that I got from someone who was implementing this process. It might be useful for some of you, just beginning to build in the review as a regular habit... DA]

        "I have a suggestion to pass on to those adding the weekly review process to their personal organizational strategy. Be patient and keep trying! My inboxes at home and at work, as well as my other input channels like notes and e-mail, were out of control for so long that Im still going through and cleaning them out to make them manageable - and I took the seminar in early October! Being a single mother who works fulltime I also get more interruptions than I get even small blocks of time to concentrate, but Im not giving up. I know that David does counsel patience, but I can say from personal experience that this is crucial to having success with the process. So remind new weekly reviewers to keep at it, as it may take several tries to get all the way through and then get it the the point where its manageable. Putting these strategies to work for me have helped immensely." - Ginny @ MIT