THE PROJECT STORYBOARD FOR GETTING THE RIGHT TASKS DONE by RodKing

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									Dr. Rod King rodkuhnking@sbcglobal.net

WHAT IS “GETTING THE RIGHT TASKS DONE (GRTD)”  ABOUT?
“Getting the Right Tasks Done (GRTD)” is about more simply achieving greater success in life:  physically, intellectually, emotionally, and spiritually GRTD was inspired by the need to create a simple visual framework that seamlessly integrates  ideas in David Allen’s “Getting Things Done (GTD),” Stephen Covey’s “The 8th Habit,” and  Rhonda Byrne ’s (Ed.) “The Secret” GRTD is a holistic paradigm, lifestyle, and methodology for  more efficiently and effectively  getting things done at work, home, school, and outdoors GRTD focuses on constantly reducing physical, digital, and mental clutter GTRD improves skills for creatively planning, managing, and executing tasks as well as projects GRTD is about eliminating physical and digital clutter  as well as creatively solving problems and  successfully executing projects at home, school, work, and outdoors GRTD is a grassroots‐movement with a mission of more fully achieving our potential
The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

A COMPASS FOR MORE PERSONAL SUCCESS:
8 DIMENSIONS FOR ASSESSING AND PLANNING YOUR  SUCCESS
1.  Physical Success (Body)
• • • • • Financial Success Health Success Leisure Success Physical Assets (Material) Success Elimination of Physical and Digital Clutter (Friction)

2. Intellectual Success (Mind)
• • • • • • • • Linguistic Intelligence Logical‐mathematical Intelligence Spatial Intelligence Bodily‐Kinesthetic Intelligence Musical Intelligence Interpersonal Intelligence Intrapersonal Intelligence Naturalist Intelligence

3. Emotional Success (Heart)
• • • • • Family (Relationship) Success Friends Success Acquaintances Success Community/Public Success Elimination of Emotional Clutter

4. Spiritual Success (Spirit)
• • • • Mission (Life’s Purpose) Success   Ethical Success Core Values Success Elimination of Spiritual Clutter

5. HOME SUCCESS A COMPASS FOR MORE PERSONAL SUCCESS: Name: ……………………………………… Date: ……………………………………….. 7. OUTDOORS SUCCESS 8. GARAGE/ARCHIVE SUCCESS

6. WORK/SCHOOL SUCCESS

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

WHY ARE WE NOT MORE EFFICIENTLY AND EFFECTIVELY GETTING  TASKS DONE AT HOME, SCHOOL, WORK, AND OUTDOORS?
1. Physical Overload (Clutter)
• • • • • • • • • Papers; Paperwork; Mails; Letters Magazines; Books; Pads; E‐mails Media: Photos; DVDs; CDs Clothes; Accessories; Shoes Furniture; Decoration; Equipment Utensils; Food; Toys; Games Receipts; Medical items; Containers Stationery; Gadgets; Interruptions Documents; Files; Folders; Shelves

2.  Digital Overload (Clutter)
• • • • • • • • E‐mail Voicemail; Telephone Calls; E‐chats Web links; Bookmarks E‐Documents; E‐Files; E‐Folders; E‐Books Digital photos; videos; music; podcasts Text Messages; E‐Alerts; E‐Updates Web Sites; Social Networks Software Applications

3.  Mental Overload (Clutter):
Implicitly or Explicitly Experiencing  and Thinking About ‐
• • • • • • • Physical Clutter; Digital Clutter Problems; Constraints; Challenges Planned Tasks; Planned Projects Unfulfilled Promises or Expectations Unfulfilled Tasks, Projects, and Goals Negative Emotions; Failures Unacceptable Deficits or Gaps

4. Inadequate Resources  for Task Planning, Management,  and Execution

WHY ARE WE NOT MORE  EFFICIENTLY AND EFFECTIVELY  GETTING TASKS DONE AT HOME, SCHOOL, WORK, AND  OUTDOORS?

5.  Inadequate Resources for Project Planning, Management,  and Execution

6.  Ineffective Problem Solving,  7.  Inadequate Organization of 8.  Inadequate Environment Goal‐setting, and Decision‐ PETS: People, Energy, Time, and  making Space

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

8 STRATEGIES FOR ACHIEVING GREATER SUCCESS IN THE  WORLD
1. Eliminate Physical Overload  2.  Eliminate Digital Overload  (Clutter): (Clutter):
• • • • • • • • • Papers; Paperwork; Mails; Letters Magazines; Books; Pads; E‐mails Media: Photos; DVDs; CDs Clothes; Accessories; Shoes Furniture; Decoration; Equipment Utensils; Food; Toys; Games Receipts; Medical items; Containers Stationery; Gadgets; Interruptions Documents; Files; Folders; Shelves • • • • • • • • E‐mail Voicemail; Telephone Calls; E‐chats Web links; Bookmarks E‐Documents; E‐Files; E‐Folders; E‐Books Digital photos; videos; music; podcasts Text Messages; E‐Alerts; E‐Updates Web Sites; Social Networks Software Applications

3.  Eliminate Mental Overload  (Clutter):
Not Explicitly Experiencing and  Thinking About ‐
• • • • • • • Physical Clutter; Digital Clutter Problems; Constraints; Challenges Planned Tasks; Planned Projects Unfulfilled Promises or Expectations Unfulfilled Tasks, Projects, and Goals Negative Emotions; Failures Unacceptable Deficits or Gaps

4. Improve Resources  for Task Planning, Management,  and Execution

8 STRATEGIES FOR ACHIEVING GREATER SUCCESS  IN THE WORLD

5.  Improve Resources for Project Planning, Management,  and Execution

6.  Improve Problem Solving,  Goal‐setting, and Decision‐ making

7.  Improve Organization of PETS: People, Energy, Time, and Space

8.  Improve or Change  Environment

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

WATERFALL MODEL FOR “GETTING THE RIGHT TASKS  DONE (GRTD)”
UNACCEPTABLE SITUATION OR PAIN (New or Existing Object) Location, Context, or “Collection Point”: • Home/School/Work/Outdoors • Computer: Inbox /In‐basket/Archive

TRASH (Dump)

TAKE ACTION Complete Tasks Now (< 2 minutes) Calendarize (Schedule) Tasks/ Containerize Items Plan, Manage, and Execute Projects (Home/School/Work/Outdoors) Archive (Files/Folders/Garage/Memory)
The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

DELEGATE (Outsource) Regularly  Review Progress

WATERFALL STORYBOARD FOR “GETTING THE RIGHT  TASKS DONE (GRTD)”
1.  Collect All Unacceptable  Situations, Pains, Bugs, or  ‘Stuff.’ Then, Categorize. 2.  Take Action
• Do It Now, if Task Takes Less  Than 2 Minutes • Calendarize (Schedule) Tasks/  Containerize Items • Plan, Manage, and Execute  Project

WATERFALL STORYBOARD FOR  GRTD:
Location/Context in Life:  *  Home  *  School  *  Work  *  Outdoors 3.  Delegate 4.  Archive/Review 5.  Trash

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

THE BASIC CONCEPT OF THE PROJECT STORYBOARD: a family of boxes (fractal box: box of boxes)

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

MAIN FEATURES OF THE PROJECT STORYBOARD
The Project Storyboard is basically a box of boxes, that is, a family of boxes: a parent‐box which is surrounded by 8  child‐boxes. Also, the Project Storyboard looks like a tic‐tac‐toe board or 3x3 table with a shaded central box The Project Storyboard is a visual tool for flexibly collecting , organizing, managing, and exploring ideas as well as tasks  and projects The Project Storyboard can be used to efficiently obtain zero ‘mental and physical clutter’ as well as desired goals,  objectives, and targets in projects The Project Storyboard is a universal visual organizer. The Project Storyboard can be used to visually collect,  organize, manage, and explore ‘stuff:’ lists, problems, pains, bugs, solution‐ideas, resources, projects, plans, and tasks The main topic is written in the shaded central box (parent‐box) of the Project Storyboard Related topics and/or images can be recorded in the 8 surrounding boxes (child‐boxes) Each surrounding box can become a new 3x3 Project Storyboard  The Project Storyboard is the ideal tool for visually presenting as well as answering questions especially in a meeting or  group setting
The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

Practical Example of a Project Storyboard: (Sheet 1) ‐ TASKS (TO DO) STORYBOARD: Move out of office
1.  Buy boxes for packing items 2.  Organize items in office and  put them in boxes 3.  Rent vehicle for moving out

4.  Deliver things to shed

5.  Return vehicle

TASKS: MOVE OUT OF OFFICE

6.  Hand over office keys

7.  Change office address at post  office

EMPTY OFFICE (Result/Outcome)

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

Practical Example of a Project Storyboard: (Sheet 1.3) ‐ TASKS (TO DO) STORYBOARD: Rent vehicle for moving out
1.  Find van rental service with  best deal 2.  Decide where car will be  parked while driving rented van 3.  Provide details of personal  identity

4.  Provide details of bank  account and sign documents  for renting van

1.3 RENT VEHICLE FOR  MOVING OUT

5.  Collect keys, check condition  of rented van. Drive out to  office.

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

A LIST OF STORYBOARDS FOR EACH PROJECT 
1. 2. 3. 4. 5. 6. 7. 8.

Blank Project Storyboard Numbered Storyboard Life Management Storyboard Problems Storyboard Solutions Storyboard Plan Storyboard Process Topics Storyboard Process Questions Storyboard
The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

A STORYBOARD OF STORYBOARDS FOR EACH PROJECT 
1.  Blank Storyboard 2.  Numbered Storyboard 3.  Life Management Storyboard

4. Problems Storyboard

5. Solutions Storyboard

STORYBOARDS FOR:  HOME/SCHOOL/WORK/  OUTDOOR PROJECTS
6.  Plan Storyboard 7. Process Topics  Storyboard 8. Process Questions   Storyboard

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

BLANK PROJECT STORYBOARD

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

NUMBERED STORYBOARD
1. 2. 3.

4.

0.

5.

6.

7.

8.

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

LIFE MANAGEMENT STORYBOARD
Home
‐ ‐ ‐ ‐ Collect All Tasks, To Do’s, or ‘Stuff’ Complete Tasks Now (< 2 minutes) Calendarize Tasks/Containerize Items Plan, Manage, and Execute Projects: Home/School/Work/Outdoors ‐ Delegate (Outsource) Tasks ‐ Archive (Garage) Tasks and Materials ‐ Trash Tasks and Materials

School
‐ ‐ ‐ ‐ Collect All Tasks, To Do’s, or ‘Stuff’ Complete Tasks Now (< 2 minutes) Calendarize Tasks/Containerize Items Plan, Manage, and Execute Projects: Home/School/Work/Outdoors ‐ Delegate (Outsource) Tasks ‐ Archive (Garage) Tasks and Materials ‐ Trash Tasks and Materials

Work
‐ ‐ ‐ ‐ Collect All Tasks, To Do’s, or ‘Stuff’ Complete Tasks Now (< 2 minutes) Calendarize Tasks/Containerize Items Plan, Manage, and Execute Projects: Home/School/Work/Outdoors ‐ Delegate (Outsource) Tasks ‐ Archive (Garage) Tasks and Materials ‐ Trash Tasks and Materials

LIFE MANAGEMENT (1‐Page Life Management):
Goals/Affirmations in Life ‐ • Physical Success (%) • Intellectual Success (%) • Emotional Success (%) • Spiritual Success (%)
Outdoors (Vehicle/Bank/…)
‐ ‐ ‐ ‐ Collect All Tasks, To Do’s, or ‘Stuff’ Complete Tasks Now (< 2 minutes) Calendarize Tasks/Containerize Items Plan, Manage, and Execute Projects: Home/School/Work/Outdoors ‐ Delegate (Outsource) Tasks ‐ Archive (Garage) Tasks and Materials ‐ Trash Tasks and Materials

Archive/Garage

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

HOME STORYBOARD
Living Room Dining Room Kitchen/Laundry

Bathroom

Study Room

HOME:

Bedroom(s)

Backyard/Forecourt

Garage/Archive

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

SCHOOL STORYBOARD
Classroom(s) Dining Room Administrative Offices

SCHOOL:

Meeting Rooms/Halls

Field/Outdoors

Library

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

WORK STORYBOARD
Project 1  (Office/Off‐site/Online): Project 2 (Office/Off‐site/Online): Project 3 (Office/Off‐site/Online):

Project 4 (Office/Off‐site/ Online):

Project 5 (Office/Off‐site/Online):

WORK:

Project 6 (Office/Off‐site/Online):

Project …  (Office/Off‐site/Online):

Miscellaneous (Tasks)

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

OUTDOORS STORYBOARD

OUTDOORS:

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

PROBLEMS STORYBOARD
Home School Work

PROBLEMS: Pains/Bugs?

Outdoors

Archive/Garage

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

SOLUTIONS STORYBOARD
Home School Work

SOLUTIONS:
Ideas/Resources/Projects/  Plans? Outdoors Archive/Garage

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

PLAN STORYBOARD
Vision/(Dream) Outcome Goals Objectives

Targets & Success Criteria

Resources

PLAN (WORK/HOME/SCHOOL/  OUTDOOR PROJECT):

Strategies (Map/Scorecard)

Activities (Program Chart)

Tasks/Actions (Calendar)

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

PROCESS TOPICS STORYBOARD
Customers Location Problems: Pains/Bugs

Solutions: Ideas/Resources/  Projects/Plans/Tasks

Progress and Impacts

PROCESS (WORK/HOME/SCHOOL/  OUTDOOR PROJECT):

Lessons

What Next

Issues

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

PROCESS QUESTIONS STORYBOARD
Customers? Who are the customers? Location? Where do problems exist? Problems: Pains/Bugs? What problems are customers  experiencing at location?

Solutions: Ideas/Resources/  Projects/Plans/Tasks? What visions, goals, objectives,  solution‐ideas, resources,  projects, plans, tasks, and  actions for achieving targets? Lessons? What lessons and principles have been learnt regarding the  customers, location, problems,  solutions , progress, and  impacts?

Progress and Impacts? What is the daily, weekly, PROCESS? monthly, and/or annual  What is the process? progress as well as impact  (WORK/HOME/SCHOOL/  regarding achievement of  OUTDOOR PROJECT): targets at location? What Next? What to do next? Issues? What other issues, themes, or  questions to consider?

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

LESSONS AND WHAT NEXT STORYBOARD
Home School Work

LESSONS AND WHAT NEXT

Outdoors

Archive/Garage

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

TASKS STORYBOARD
Home School Work

TASKS (What are the most  important tasks?)

Outdoors

Archive/Garage

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

CHECKLISTS FOR SYSTEMATICALLY CREATING  TEMPLATES OF PROBLEMS STORYBOARDS
System 1: Information/Events/Contacts/Artefacts System 2: Physical (Finance/Health/Leisure/Space/…)/Intellectual/Emotional/Spiritual System 3: Cluttered spaces at home/Cluttered spaces at school/Cluttered spaces at work/  Cluttered spaces outdoors System 4: Present/Short term/Medium term/Long term
The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

CHECKLISTS FOR SYSTEMATICALLY CREATING  TEMPLATES OF SOLUTIONS STORYBOARDS
System 1: Project 1/Project 2/Project 3/Project … : Home/School/Work/Outdoors; Office/Off‐site/Online;  Short‐term/Medium‐term/Long‐term System 2: Physical (Finance/Health/Leisure/Space/…)/Intellectual (Family/Friends/Acquaintances/Public)/ Emotional (Family/Friends/Acquaintances/Public Network)/Spiritual (Family/Friends/Acquaintances/Public) System  3: Vision/Goals/Objectives/Targets/Resources/Strategies/Activities (Plans)/Tasks (Actions) System 4: Past/Present/Short term/Medium term/Long term System 5: Information/Events/Contacts/Artifacts System  6: Suppliers/Employees/Machinery/Processes/Outputs (Products/Services)/Retailers/ Customers/Environment System 7: Computer/Phone/Fax/Notepad/Face‐to‐face/Car
The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

BASIC CATEGORIES FOR COLLATING STORYBOARDS FOR PERSONAL PRODUCTIVITY AND EFFECTIVENESS
Home/School/Work (Business)/Outdoors (Vehicle; Bank; Shops; Shed; Errands)/  Archive Personal/Professional/Public

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

ADVANCED PROJECT STORYBOARDING: See example at http://search.galaxyit.com

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

HOW TO MASTER USE OF THE PROJECT STORYBOARD
1.

Go through, in presentation mode, the entire set of slides to get a “big picture” view of the Project Storyboard  tool.  Present a free talk or seminar on The Project Storyboard for GRTD. Go through, in two‐pane viewing mode, each slide and read the accompanying notes. Do selected exercises. Print, store (in a Life Storyboard Folder),  and regularly use ‐ for each Project ‐ the set of 8 templates for the  following main sections of the Life Storyboard: Home School Work Outdoors Archive/Garage Print and daily use the Blank Storyboard for recording and organizing information for any task or topic.  Put  each Project Storyboard under the appropriate section in the Life Storyboard File. Join the following groups to rapidly increase mastery of the Project Storyboard tool as well as regularly share  with the public your Project Storyboards:
LinkedIn: http://www.linkedin.com/groups?gid=707447 Ning: http://projectstoryboard.ning.com/ Scribd: http://www.scribd.com/share/upload/3123283/251abqmo6jwc097obznw

2. 3.

4.

5.

The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

TARGETED USERS OF THE PROJECT STORYBOARD
Knowledge Workers CEOs, Managers, and Supervisors as well as Entrepreneurs Trainers and Life Coaches Students Practitioners and Users of
To‐do Lists, Tasks, Scheduling, and Calendaring Project Planning, Management, and Execution Strategic Business Planning and Management including the Balanced Scorecard and Strategy Maps Time Management Intuitive and Systematic Decision‐making Getting Things Done (GTD) Mind Mapping Six Sigma Business Process Management Total Quality Management Theory of Inventive Problem Solving (“TRIZ”) Theory of Constraints Visual Thinking and Problem Solving Innovation and Product Development Visualization The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

10 POTENTIAL BENEFITS OF HAVING EVERYONE IN AN  ORGANIZATION OBTAIN AND USE A NOTEPAD AND  LIFE FOLDER OF PROJECT STORYBOARDS
Transparency and accountability become more natural and pervasive throughout  the organization 2. Physical and mental clutter are virtually eliminated: in the office as well as online 3. Nearly all tasks and projects get done right 4. Nearly all tasks and projects get done on time 5. Teamwork, productivity, and better decision‐making flourish in the organization 6. Creativity and self expression flourish in the organization 7. Creative problem solving is dramatically improved 8. Innovation flourishes in the organization 9. Everyone is empowered and speaks the language of the Project Storyboard 10. The organization becomes more profitable as well as “happier”
1.
The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com

ABOUT DR. ROD KING
Inventor of the Concept and Theory of the Fractal Notecard, which is the Basis for the Project Storyboard Chief Evangelist  for the Project Storyboard Tool , 1‐Page Life Management, and “Getting the Right Tasks Done (GRTD)” World‐class Expertise in: Visual Brainstorming and Problem Solving Visual Ideas Management Visual Project Planning, Management, and Execution Personal Productivity Planning, Management, and Execution Techniques for Enhancing Creativity, Problem Solving, Innovation, and Supersmart Learning “Getting the Right Tasks Done (GRTD)” Multi‐disciplinary Academic Background:
B.Eng. (Hons) in Civil Engineering Master of Infrastructure Planning Ph.D. in Regional Development Planning. Postgraduate Certificate in Advanced Academic Studies

Dr. Rod King has written two books on the theory and applications of the Project Storyboard tool:
“The 3 Faces of Infinite Genius: How to be a Supersmart Learner and Problem Solver” “2‐Page Customer Problem Solving: How to Use the Project Storyboard to Simply Satisfy and Delight Customers”

Inventor and publisher of several conjuring tricks The Project Storyboard. Dr. Rod King, 2008.  rodkuhnking@sbcglobal.net   http://projectstoryboard.ning.com


								
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