2
.. i18n: .. index:: GTD
6
.. i18n: The art of productivity without stress
7
.. i18n: ======================================
9
The art of productivity without stress
10
======================================
12
.. i18n: Now you can take a slight detour away from pure enterprise management by looking at some tools offered by
13
.. i18n: Open ERP to improve your own personal time management. It's not much of a detour because good
14
.. i18n: organization is the key to better productivity in your daily work.
16
Now you can take a slight detour away from pure enterprise management by looking at some tools offered by
17
Open ERP to improve your own personal time management. It's not much of a detour because good
18
organization is the key to better productivity in your daily work.
21
.. i18n: single: module; project_gtd
23
.. i18n: single: Getting Things Done
26
single: module; project_gtd
28
single: Getting Things Done
30
.. i18n: Open ERP's :mod:`project_gtd` module was inspired by the work of two books focusing on efficient
31
.. i18n: time management:
33
Open ERP's :mod:`project_gtd` module was inspired by the work of two books focusing on efficient
36
.. i18n: * Getting Things Done – The Art of Stress-Free Productivity, by David Allen (2001), most often
37
.. i18n: referred to by its initials **GTD** (trademark registered since 2005). This book is built around the
38
.. i18n: principle that people should clearly write down all their outstanding tasks and store the details
39
.. i18n: about these tasks in a trustworthy system.
41
* Getting Things Done – The Art of Stress-Free Productivity, by David Allen (2001), most often
42
referred to by its initials **GTD** (trademark registered since 2005). This book is built around the
43
principle that people should clearly write down all their outstanding tasks and store the details
44
about these tasks in a trustworthy system.
46
.. i18n: They then don't have to worry about holding all of this stuff in their head. Since they can be
47
.. i18n: quite sure that it's recorded safely, they can allow themselves to relax and so have the energy
48
.. i18n: and time to concentrate on handling the tasks themselves systematically.
50
They then don't have to worry about holding all of this stuff in their head. Since they can be
51
quite sure that it's recorded safely, they can allow themselves to relax and so have the energy
52
and time to concentrate on handling the tasks themselves systematically.
54
.. i18n: .. note:: Managing time efficiently
56
.. i18n: David Allen, Getting Things Done, Penguin Books, New York, 2001, 267 pages. (ISBN :
57
.. i18n: 978-0142000281). Also see the site: http://davidco.com
59
.. i18n: Stephen R. Covey, The 7 Habits of Highly Effective People, Free Press, 1989, 15th Anniversary
60
.. i18n: Edition : 2004, 384 pages. (ISBN : 978-0743269513).
62
.. i18n: .. tip:: De-stress yourself !
64
.. i18n: Clear the tasks that clutter your thoughts by registering them in an organized system.
65
.. i18n: This immediately helps you to de-stress yourself and organize your work in the best possible way.
67
.. i18n: If you feel stressed by too much work, do the following exercise to convince yourself about the
69
.. i18n: Take some sheets of blank paper and write down everything that passes through your head about the
70
.. i18n: things you need to do.
71
.. i18n: For each task, note the next action to do on an adjacent line, and rank it by the date that you'll
72
.. i18n: commit yourself to doing it.
74
.. i18n: At the end of the exercise you'll feel better organized, considerably de-stressed and remarkably
75
.. i18n: free of worries !
77
.. note:: Managing time efficiently
79
David Allen, Getting Things Done, Penguin Books, New York, 2001, 267 pages. (ISBN :
80
978-0142000281). Also see the site: http://davidco.com
82
Stephen R. Covey, The 7 Habits of Highly Effective People, Free Press, 1989, 15th Anniversary
83
Edition : 2004, 384 pages. (ISBN : 978-0743269513).
85
.. tip:: De-stress yourself !
87
Clear the tasks that clutter your thoughts by registering them in an organized system.
88
This immediately helps you to de-stress yourself and organize your work in the best possible way.
90
If you feel stressed by too much work, do the following exercise to convince yourself about the
92
Take some sheets of blank paper and write down everything that passes through your head about the
93
things you need to do.
94
For each task, note the next action to do on an adjacent line, and rank it by the date that you'll
95
commit yourself to doing it.
97
At the end of the exercise you'll feel better organized, considerably de-stressed and remarkably
101
.. i18n: simple: The 7 Habits of Highly Effective People
104
simple: The 7 Habits of Highly Effective People
106
.. i18n: * The 7 Habits of Highly Effective People by Stephen R. Covey (1989) : the author advises
107
.. i18n: organizations on the use of these practices, and reports on the productivity improvements in the
108
.. i18n: organization that result.
110
* The 7 Habits of Highly Effective People by Stephen R. Covey (1989) : the author advises
111
organizations on the use of these practices, and reports on the productivity improvements in the
112
organization that result.
114
.. i18n: The objective in this detour is not to detail the whole methodology but to describe the supporting
115
.. i18n: tools provided by Open ERP's :mod:`project_gtd` module.
117
The objective in this detour is not to detail the whole methodology but to describe the supporting
118
tools provided by Open ERP's :mod:`project_gtd` module.
120
.. i18n: Not everything that is urgent is necessarily important
121
.. i18n: ------------------------------------------------------
123
Not everything that is urgent is necessarily important
124
------------------------------------------------------
126
.. i18n: The first modification brought by the module to the basic Open ERP system is a separation of the
127
.. i18n: concepts of urgency and importance. Tasks are no longer classified by a single criterion but by the
128
.. i18n: product of the two criteria, enabling you to prioritize matters that are both urgent and important
129
.. i18n: in a single list
131
The first modification brought by the module to the basic Open ERP system is a separation of the
132
concepts of urgency and importance. Tasks are no longer classified by a single criterion but by the
133
product of the two criteria, enabling you to prioritize matters that are both urgent and important
136
.. i18n: Many managers with a heavy workload use urgency as their sole method of prioritization. The
137
.. i18n: difficulty is then in working out how to plan for substantive tasks (like medium term objectives).
138
.. i18n: These aren't urgent but are nevertheless very important.
140
Many managers with a heavy workload use urgency as their sole method of prioritization. The
141
difficulty is then in working out how to plan for substantive tasks (like medium term objectives).
142
These aren't urgent but are nevertheless very important.
144
.. i18n: .. note:: Example Distinction between urgency and importance
146
.. i18n: If you're very well organized, urgent tasks can (and should often) be given lower precedence than
147
.. i18n: important tasks. Take an example from daily life as an illustration: the case of having some time
148
.. i18n: with your children.
150
.. i18n: For most people this task is important. But if you have a busy professional life, the days and
151
.. i18n: weeks flow on with endless urgent tasks to be resolved. Even if you manage your time well, you
152
.. i18n: could let several months pass without spending time with your children because the task of seeing
153
.. i18n: them is never as urgent as your other work, despite its importance.
155
.. note:: Example Distinction between urgency and importance
157
If you're very well organized, urgent tasks can (and should often) be given lower precedence than
158
important tasks. Take an example from daily life as an illustration: the case of having some time
161
For most people this task is important. But if you have a busy professional life, the days and
162
weeks flow on with endless urgent tasks to be resolved. Even if you manage your time well, you
163
could let several months pass without spending time with your children because the task of seeing
164
them is never as urgent as your other work, despite its importance.
166
.. i18n: In Open ERP urgency is given by the :guilabel:`Deadline` of the task and importance by the :guilabel:`Priority`.
167
.. i18n: The classification of the tasks then results from the product of the two factors. The most important
168
.. i18n: tasks and the most urgent both appear at the top of the list.
170
In Open ERP urgency is given by the :guilabel:`Deadline` of the task and importance by the :guilabel:`Priority`.
171
The classification of the tasks then results from the product of the two factors. The most important
172
tasks and the most urgent both appear at the top of the list.
174
.. i18n: Organizing your life systematically
175
.. i18n: -----------------------------------
177
Organizing your life systematically
178
-----------------------------------
180
.. i18n: A methodology of organizing yourself using the concepts of context and timebox is presented in this
183
A methodology of organizing yourself using the concepts of context and timebox is presented in this
192
.. i18n: The context is determined by the work environment you must be in to deal with certain tasks. For
193
.. i18n: example you could define the following contexts:
195
The context is determined by the work environment you must be in to deal with certain tasks. For
196
example you could define the following contexts:
198
.. i18n: * *Office* : for tasks which have to be dealt with at your workplace (such as telephone a customer,
199
.. i18n: or write a document),
201
.. i18n: * *Car* : for tasks that you need to do on the move (such as going shopping, or going to
202
.. i18n: the post office),
204
.. i18n: * *Travel* : for tasks that you can handle on the plane or in the train while you're doing
205
.. i18n: travelling on business (tasks such as writing an article, or analyzing a new product),
207
.. i18n: * *Home* : for tasks which have to happen at your private address (such as finding a cleaning
208
.. i18n: contractor, or mowing the lawn).
210
* *Office* : for tasks which have to be dealt with at your workplace (such as telephone a customer,
211
or write a document),
213
* *Car* : for tasks that you need to do on the move (such as going shopping, or going to
216
* *Travel* : for tasks that you can handle on the plane or in the train while you're doing
217
travelling on business (tasks such as writing an article, or analyzing a new product),
219
* *Home* : for tasks which have to happen at your private address (such as finding a cleaning
220
contractor, or mowing the lawn).
222
.. i18n: An employee / system user can create his or her own contexts using the menu :menuselection:`Project
223
.. i18n: Management --> Configuration --> Time Management --> Contexts`.
225
An employee / system user can create his or her own contexts using the menu :menuselection:`Project
226
Management --> Configuration --> Time Management --> Contexts`.
234
.. i18n: You then have to define the timeboxes. You have to complete the tasks in the time interval specified
235
.. i18n: by a timebox. You usually define timeboxes with the following periods:
237
You then have to define the timeboxes. You have to complete the tasks in the time interval specified
238
by a timebox. You usually define timeboxes with the following periods:
240
.. i18n: * *Daily* : for tasks which must be handled today,
242
.. i18n: * *Weekly* : for tasks that have to be dealt with this week,
244
.. i18n: * *Monthly* : for tasks which have to be completed within the month,
246
.. i18n: * *Long term* : for tasks that can be dealt with in more than one month.
248
* *Daily* : for tasks which must be handled today,
250
* *Weekly* : for tasks that have to be dealt with this week,
252
* *Monthly* : for tasks which have to be completed within the month,
254
* *Long term* : for tasks that can be dealt with in more than one month.
256
.. i18n: A task can be put in one and only one timebox at a time.
258
A task can be put in one and only one timebox at a time.
260
.. i18n: You should distinguish between a timebox and the deadline for completing a task because the deadline
261
.. i18n: is usually fixed by the requirements of the project manager. A timebox, by contrast, is selected
262
.. i18n: with reference to what an individual can do.
264
You should distinguish between a timebox and the deadline for completing a task because the deadline
265
is usually fixed by the requirements of the project manager. A timebox, by contrast, is selected
266
with reference to what an individual can do.
268
.. i18n: To define timeboxes for your company, use the menu :menuselection:`Project Management -->
269
.. i18n: Configuration --> Time Management --> Timeboxes --> My timeboxes`.
271
To define timeboxes for your company, use the menu :menuselection:`Project Management -->
272
Configuration --> Time Management --> Timeboxes --> My timeboxes`.
274
.. i18n: .. index:: methodology; GTD
276
.. index:: methodology; GTD
278
.. i18n: Methodology and iterative process
279
.. i18n: ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
281
Methodology and iterative process
282
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
284
.. i18n: To organize your tasks efficiently, Open ERP uses a method based on the following systematic and
285
.. i18n: iterative process:
287
To organize your tasks efficiently, Open ERP uses a method based on the following systematic and
290
.. i18n: #. Identify all the tasks that you have to deal with, including everything that keeps you awake at
291
.. i18n: night, and enter them in your Inbox, which you'll find in the menu :menuselection:`Project
292
.. i18n: Management --> Time Management --> My Inbox`.
294
.. i18n: #. Classify the tasks in your Inbox periodically, assigning them a context and a timebox. This
295
.. i18n: indicates both when and where the task should be handled. If a task takes less than 10 minutes then
296
.. i18n: maybe it could be handled immediately.
298
.. i18n: #. Every day, carry out the following process:
300
.. i18n: * First thing in the morning, select those tasks contained in the current week's timebox that you
301
.. i18n: want to deal with today. These are presented in order of importance and urgency, so you should
302
.. i18n: select the tasks closest to the top of the list.
304
.. i18n: * Carry out each task, that's to say either work on the task yourself or delegate it to another
307
.. i18n: * Last thing at the end of the day's work, empty that day's timebox and return all unclosed tasks
308
.. i18n: into the week's timebox.
310
.. i18n: #. Repeat the same process each week and each month for the respective timeboxes.
312
#. Identify all the tasks that you have to deal with, including everything that keeps you awake at
313
night, and enter them in your Inbox, which you'll find in the menu :menuselection:`Project
314
Management --> Time Management --> My Inbox`.
316
#. Classify the tasks in your Inbox periodically, assigning them a context and a timebox. This
317
indicates both when and where the task should be handled. If a task takes less than 10 minutes then
318
maybe it could be handled immediately.
320
#. Every day, carry out the following process:
322
* First thing in the morning, select those tasks contained in the current week's timebox that you
323
want to deal with today. These are presented in order of importance and urgency, so you should
324
select the tasks closest to the top of the list.
326
* Carry out each task, that's to say either work on the task yourself or delegate it to another
329
* Last thing at the end of the day's work, empty that day's timebox and return all unclosed tasks
330
into the week's timebox.
332
#. Repeat the same process each week and each month for the respective timeboxes.
334
.. i18n: .. index:: agenda
335
.. i18n: .. index:: timebox
340
.. i18n: .. tip:: Don't confuse **Agenda** and **Timebox**
342
.. i18n: The idea of timebox is independent from that of an agenda.
343
.. i18n: Certain tasks, such as meetings, must be done on a precise date.
344
.. i18n: So they can't be managed by the timebox system but by an agenda.
346
.. i18n: The ideal is to put the minimum of things on the agenda and to put there only tasks that have a
348
.. i18n: The timebox system is more flexible and more efficient for dealing with multiple tasks.
350
.. tip:: Don't confuse **Agenda** and **Timebox**
352
The idea of timebox is independent from that of an agenda.
353
Certain tasks, such as meetings, must be done on a precise date.
354
So they can't be managed by the timebox system but by an agenda.
356
The ideal is to put the minimum of things on the agenda and to put there only tasks that have a
358
The timebox system is more flexible and more efficient for dealing with multiple tasks.
360
.. i18n: So start by entering all the tasks required by project management.
361
.. i18n: These could have been entered by another user and assigned to you.
362
.. i18n: It's important to code in all of the tasks that are buzzing around in your head, just to get them
363
.. i18n: off your mind. A task could be:
365
So start by entering all the tasks required by project management.
366
These could have been entered by another user and assigned to you.
367
It's important to code in all of the tasks that are buzzing around in your head, just to get them
368
off your mind. A task could be:
370
.. i18n: * work to be done,
372
.. i18n: * a short objective, medium or long term,
374
.. i18n: * a complex project that hasn't yet been broken into tasks.
378
* a short objective, medium or long term,
380
* a complex project that hasn't yet been broken into tasks.
382
.. i18n: A project or an objective over several days can be summarized in a single task. You don't have to
383
.. i18n: detail each operation if the actions to be done are sufficiently clear to you.
385
A project or an objective over several days can be summarized in a single task. You don't have to
386
detail each operation if the actions to be done are sufficiently clear to you.
388
.. i18n: You have to empty your Inbox periodically. To do that, use the menu :menuselection:`Project
389
.. i18n: Management --> Time Management --> My Inbox`. Assign a timebox and a context to each task. This
390
.. i18n: operation shouldn't take more than a few minutes because you aren't dealing with the tasks
391
.. i18n: themselves, just classifying them.
393
You have to empty your Inbox periodically. To do that, use the menu :menuselection:`Project
394
Management --> Time Management --> My Inbox`. Assign a timebox and a context to each task. This
395
operation shouldn't take more than a few minutes because you aren't dealing with the tasks
396
themselves, just classifying them.
398
.. i18n: .. figure:: images/service_timebox_day.png
400
.. i18n: :align: center
402
.. i18n: *Timebox for tasks to be done today*
404
.. figure:: images/service_timebox_day.png
408
*Timebox for tasks to be done today*
410
.. i18n: Then click on the button at the top right :guilabel:`Plan the timebox`. This procedure lets you
411
.. i18n: select the tasks for the day from those in the timebox for the week. This operation gives you an
412
.. i18n: overview of the medium term tasks and objectives and makes you review them there at least once a
413
.. i18n: day. It's then that you'd decide to allocate a part of your time that day to certain tasks based on
414
.. i18n: your priorities.
416
Then click on the button at the top right :guilabel:`Plan the timebox`. This procedure lets you
417
select the tasks for the day from those in the timebox for the week. This operation gives you an
418
overview of the medium term tasks and objectives and makes you review them there at least once a
419
day. It's then that you'd decide to allocate a part of your time that day to certain tasks based on
422
.. i18n: Since the tasks are sorted by priority, it's sufficient to take the first from the list, up to the
423
.. i18n: number of hours in your day. That'll only take a minute, because the selection isn't taken from
424
.. i18n: every task you know about in the future, but just from those selected for the current week.
426
Since the tasks are sorted by priority, it's sufficient to take the first from the list, up to the
427
number of hours in your day. That'll only take a minute, because the selection isn't taken from
428
every task you know about in the future, but just from those selected for the current week.
430
.. i18n: Once the timebox has been completed you can start your daily work on the tasks. For each task you
431
.. i18n: can start work on it, delegate it, close it, or cancel it.
433
Once the timebox has been completed you can start your daily work on the tasks. For each task you
434
can start work on it, delegate it, close it, or cancel it.
436
.. i18n: At the end of the day you empty the timebox using the button at the top right. All the tasks that
437
.. i18n: haven't been done are sent back to the weekly timebox to sit in amongst the tasks that will be
438
.. i18n: planned next morning.
440
At the end of the day you empty the timebox using the button at the top right. All the tasks that
441
haven't been done are sent back to the weekly timebox to sit in amongst the tasks that will be
442
planned next morning.
444
.. i18n: Do the same each week and each month using the same principles, but just using the appropriate
445
.. i18n: timeboxes for those periods.
447
Do the same each week and each month using the same principles, but just using the appropriate
448
timeboxes for those periods.
450
.. i18n: Shortcuts to the right of the timebox help you use the system efficiently with:
452
Shortcuts to the right of the timebox help you use the system efficiently with:
454
.. i18n: * a direct link to the Inbox,
456
.. i18n: * the list of all of your open tasks,
458
.. i18n: * the list of your waiting tasks,
460
.. i18n: * your deadlines,
462
.. i18n: * a link to all of the tasks in the timebox.
464
* a direct link to the Inbox,
466
* the list of all of your open tasks,
468
* the list of your waiting tasks,
472
* a link to all of the tasks in the timebox.
474
.. i18n: Some convincing results
475
.. i18n: ^^^^^^^^^^^^^^^^^^^^^^^
477
Some convincing results
478
^^^^^^^^^^^^^^^^^^^^^^^
480
.. i18n: After a few days of carefully practising this method, users have reported the following
481
.. i18n: improvements:
483
After a few days of carefully practising this method, users have reported the following
486
.. i18n: * a reduction in the number of tasks and objectives that were forgotten,
488
.. i18n: * a reduction in stress because people felt more in control of their situation,
490
.. i18n: * a change of the priorities in the types of tasks carried out daily,
492
.. i18n: * more notice taken of the urgency and importance of tasks and objectives in the long-term
493
.. i18n: organization of time,
495
.. i18n: * better management of task delegation and the selection of which tasks were better to delegate,
497
* a reduction in the number of tasks and objectives that were forgotten,
499
* a reduction in stress because people felt more in control of their situation,
501
* a change of the priorities in the types of tasks carried out daily,
503
* more notice taken of the urgency and importance of tasks and objectives in the long-term
504
organization of time,
506
* better management of task delegation and the selection of which tasks were better to delegate,
508
.. i18n: Finally, it's important to note this system is totally integrated with Open ERP's project
509
.. i18n: management function. Staff can use the system or not depending on their own needs. The system is
510
.. i18n: complementary to the project management function that handles team organization and company-wide
513
Finally, it's important to note this system is totally integrated with Open ERP's project
514
management function. Staff can use the system or not depending on their own needs. The system is
515
complementary to the project management function that handles team organization and company-wide
518
.. i18n: .. Copyright © Open Object Press. All rights reserved.
520
.. Copyright © Open Object Press. All rights reserved.
522
.. i18n: .. You may take electronic copy of this publication and distribute it if you don't
523
.. i18n: .. change the content. You can also print a copy to be read by yourself only.
525
.. You may take electronic copy of this publication and distribute it if you don't
526
.. change the content. You can also print a copy to be read by yourself only.
528
.. i18n: .. We have contracts with different publishers in different countries to sell and
529
.. i18n: .. distribute paper or electronic based versions of this book (translated or not)
530
.. i18n: .. in bookstores. This helps to distribute and promote the Open ERP product. It
531
.. i18n: .. also helps us to create incentives to pay contributors and authors using author
532
.. i18n: .. rights of these sales.
534
.. We have contracts with different publishers in different countries to sell and
535
.. distribute paper or electronic based versions of this book (translated or not)
536
.. in bookstores. This helps to distribute and promote the Open ERP product. It
537
.. also helps us to create incentives to pay contributors and authors using author
538
.. rights of these sales.
540
.. i18n: .. Due to this, grants to translate, modify or sell this book are strictly
541
.. i18n: .. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
542
.. i18n: .. written authorisation for this.
544
.. Due to this, grants to translate, modify or sell this book are strictly
545
.. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
546
.. written authorisation for this.
548
.. i18n: .. Many of the designations used by manufacturers and suppliers to distinguish their
549
.. i18n: .. products are claimed as trademarks. Where those designations appear in this book,
550
.. i18n: .. and Open Object Press was aware of a trademark claim, the designations have been
551
.. i18n: .. printed in initial capitals.
553
.. Many of the designations used by manufacturers and suppliers to distinguish their
554
.. products are claimed as trademarks. Where those designations appear in this book,
555
.. and Open Object Press was aware of a trademark claim, the designations have been
556
.. printed in initial capitals.
558
.. i18n: .. While every precaution has been taken in the preparation of this book, the publisher
559
.. i18n: .. and the authors assume no responsibility for errors or omissions, or for damages
560
.. i18n: .. resulting from the use of the information contained herein.
562
.. While every precaution has been taken in the preparation of this book, the publisher
563
.. and the authors assume no responsibility for errors or omissions, or for damages
564
.. resulting from the use of the information contained herein.
566
.. i18n: .. Published by Open Object Press, Grand Rosière, Belgium
568
.. Published by Open Object Press, Grand Rosière, Belgium