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Online Conference
June 17th and 18th 2015
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Create a GTD® Dashboard in Office 365 to Get Things Done
June 17, 2015 12:00 PM EDT
Wendy NealMcGladrey
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Wendy NealMcGladrey
Email : [email protected] Twitter : @SharePointWendyFacebook : facebook.com/wendynealblogLinkedIn : linkedin.com/in/wendynealGoogle+ : plus.google.com/+WendyNeal
Senior SharePoint ConsultantCedar Rapids, Iowa, USA
Website:• wendy-neal.com
Contributing Author:• CMSWire• ITUnity• SharePoint-Community.net
Contact Details
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AgendaBasic Principles of GTD®
Components of the GTD Dashboard
GTD Dashboard Demo
Tips for Achieving “Inbox Zero” 5 minutes
5 minutes
10 minutes
25 minutes
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Basic Principles of GTD
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Getting Things Done
Methodology that teaches you to:• Have more energy• Be more relaxed• Have more clarity and presence in the
moment with whatever you’re doing• Get a lot more accomplished with much
less effort
The art of stress-free productivityBy David Allen
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The “wrong” way to manage tasksDaily to-do lists are very bad!• Hard to nail down to-do items
ahead of time due to constant new input and shifting priorities
• If it doesn’t absolutely have to get done that day, it dilutes the emphasis on the things that truly do
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5 Steps of Mastering WorkflowStep Description
Capture Collect and gather placeholders for ALL the things you consider incomplete (open loops) in your world
Clarify Answer questions like “What is it?”, “Is it actionable?” and “What’s the next action?”
Organize Place in proper bucket so that action can be taken, it is filed away for reference, or to be reminded of it in the future
Reflect Regularly review your system, gather and process your stuff, update your lists, and get current
Engage Make good choices about what to work on right now at any point in time
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Workflow DiagramCapture
Clarify
Organize
Processing tips:• Process the top item first• Process one item at a time• NEVER put anything back into
“In”
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Reflect - The weekly reviewAll your Projects, Project Plans, Next Actions, Waiting For, Someday, and Tickler lists should be reviewed weekly
• Gather and process your stuff
• Review your system• Update your lists• Get clean, clear, current,
and complete
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Engage – The power of the Next Action
• Context• Time Available• Energy Available• Priority
Criteria for choosing what to work on next:
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Model for identifying daily work• Doing predefined work
(next actions and calendar)
• Doing work as it shows up
• Defining your work
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Components of the GTD Dashboard
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Lists, Libraries, and Apps
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ListsList Type Description
Actions Task List Collect, actions, someday, tickler, and waiting for items (can be related to a project)
Projects Custom List Any multistep outcome that can be completed within one year
Project Categories
Custom List (lookup list)
Used to categorize the project documents
Events Calendar List
Events (can be related to a project)
Area of Focus
Custom List (lookup list)
The different areas of your life (personal, work, church, volunteer, etc.)
Context Custom List (lookup list)
The physical or psychological environment in which you will process actions (home, errand, email, phone, online, etc.)
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LibrariesLibrary Description
Project Data Documents and links related to a project. Utilizes the “Link to a Document” content type
Site Assets Images, CSS, and JavaScript files that are used throughout the site
Site Pages Wiki pages used throughout the site
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Apps and other stuffItem Type Description
Email Services*
App Free app (for now) that enables emailing directly to a SharePoint list
Hillbilly Tabs
jQuery A jQuery script written by Mark Rackley that turns several web parts stacked on top of each other into a tabbed view
JSLink JavaScript
Available in many SharePoint 2013 web parts - allows you to alter the formatting, data, and functionality of a web part using CSR (client-side rendering) solutions
*The only part of the GTD Dashboard that is NOT built with out-of-the-box components
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ViewsList/Library Default
ViewOther Views
Actions All Actions Action, Actions by Project, Calendar, Collect, Completed, Later, Next 7 Days, Next Actions, Overdue, Project Actions, Someday, Tickler, Today, Tomorrow, Waiting For, Writing Calendar
Projects Active Projects
All Items
Project Data
All Documents
Documents, Links
Events Calendar All Events, Current Events
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Workflow
“RepeatAction” workflow• SharePoint Designer
workflow• Fires when an Action is
modified• Creates repeating action
based on chosen criteria (only when action is completed)
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Dashboard home page
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GTD Dashboard Demo
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You can download the site template!Download at wendy-neal.com
• Includes everything you saw here, EXCEPT:– E-Mail Services App– Custom theme and logo– The data
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Tips for Achieving “Inbox Zero”
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Please fill in my session feedback form available from the ‘Session Resources’ tab
on my session window.
Thanks for watching!
