David Allen releases The Ultimate GTD Workflow Map, designed by XPLANE

The David Allen Company: “If you ever feel like you need to get more in control or regain your focus, here is the ultimate guide for getting and staying on your game. The set of productivity best practices which David Allen has researched and synthesized over the last three decades are brought all together into one stunning visual display — the GTD Workflow Map. It’s a rich compilation of the key steps for gathering, clarifying, organizing, and reviewing everything you need to track and manage, as well as an explanation of all of the factors that you must take into account in determining priorities.”

“I spent more than two years crafting and fine-tuning the map, ensuring that it would thoroughly and accurately describe the essential elements of time- and self-management,” says David, “It’s as simple as I could get it, while still embodying the subtleties and complexities that have to be factored in, to make it real and useful. And the visual representation we’ve come up with I think is a highly effective way to make something this meaningful really clear.”

The poster was created by XPLANE, the visual thinking company. Visit www.xplane.com to learn more about how XPLANE clarifies complex business issues through visual collaboration.

Did You Know 4.0

XPLANE is happy to present Did You Know 4.0 — another official update to the original “Shift Happens” video. This completely new Fall 2009 version includes facts and stats focusing on the changing media landscape, including convergence and technology, and was developed in partnership with The Economist.

As Garr Reynolds mentions over at Presentation Zen this morning, yes, this project was created with “off-the-shelf slideware” (Keynote and GarageBand, actually, along with Photoshop and Illustrator). Content by XPLANE, The Economist, Karl Fisch, Scott McLeod and Laura Bestler. Design and development by XPLANE.

For more information, or to join the conversation, please visit The Economist’s Media Convergence conference site at mediaconvergence.economist.com, or stop by shifthappens.wikispaces.com for all things Did You Know.

Five Methodologies to Deal with Email Overload

“These days, it seems everyone has an opinion about how to deal with information overload, especially when it comes to email management. There are numerous methodologies, best practices, tips, and tutorials available, but are any of them really effective? Well explore that question as we delve into the top five email management methodologies.”

Rethinking Email

“Another way to look at it is this: I can classify all incoming personal email into three broad categories: (a) messages that are either very important or very interesting; (b) messages that are utterly non-interesting; and (c) those which fall somewhere in-between.

The vast majority of my email falls into the latter category. Under my previous ’system’, I let them pile up in my inboxes, under the assumption that some day I’d get around to answering many of them. Under the new system, if I don’t respond immediately after reading them, they go right into my archive. Out of sight, out of mind.

I don’t consider what I’ve done to be a declaration of email bankruptcy on those old messages that had been in my Mailsmith inboxes. Rather, in one fell swoop I’ve done with all those messages what I should have been doing to them all along: archive them.”

The strange allure (and false hope) of email bankruptcy

“‘Email bankruptcy’ was a term I first heard in the context of Lawrence Lessig deciding to throw in the towel by telling everyone to whom he owed email that he was starting over (and that important stuff should be sent again).”

Rich HTML email signatures straight from Gmail

“One of the benefits of using a dedicated email application like Apple Mail or Mozilla Thunderbird is the ability to send emails which included rich HTML signatures. These email signatures are easily recognizeable and often include hyperlinks, images, or a combination of the two. Although Gmail users could easily access their accounts via POP allowing for HTML emails, web-based users are were forced to use plain text signatures. For quite some time, I yearned for the ability to add a little more personality to my emails. Unfortunately, because I managed all my email accounts via Gmail’s web interface, the option was non-existent. That was until I discovered the Better Gmail Firefox extension.”

Achieving emptiness with “Bit Literacy”

“The message of Mark Hurst’s new book, Bit Literacy: In an age of infinite bits, time and attention are the scarce resources. The solution is to constantly manage your bits with the goal of reaching an ‘empty’ state. Hurst offers practical, opinionated advice on how to get to zero. Just like in his Uncle Mark’s shopping guides, he doesn’t shy away from taking a stand. It’s nice to read someone who says “do it this way” instead of being wishy-washy.”

How to Use Gmail as a Business Diary and More Tips

“Knowledge workers attend lots of meetings. We also have tons of loose bits of information that need collecting during the day. It all needs to be processed. To jog our memory, we take notes. Most of the time this is with pen and paper – unless your culture is laptop/Tablet PC friendly. Many aren’t. I use David Allen’s GTD system and now buckle it into Gmail as my sole collection bucket.”

Five simple rules for keeping an empty inbox

“If your email volume is anything like mine, it’s totally insane. Thousands of messages constantly streaming in and, only a tiny fraction of those are messages you need to see. Surprising then, that only a few years ago I was literally living inside Microsoft Outlook. Rigid folders, the nightmarish rules ‘wizard’, and that annoying inbox chime that dings regardless of which folder your new distraction message ultimately wound up. I completely believe that Gmail saved my life. Okay, that’s pushing it. Gmail didn’t save my life. What Gmail (and a little bit of GTD-inspired respect for my own time) did was save my attention span. Some careful filtering and a bit of common sense returned a half hour or more of uninterrupted concentration per day. “

A Guide to Email Roundup by Chris Campbell

“Email is fantastic. We use it to stay in touch with friends, contact clients, and handle support requests. It’s easy to use, low cost, and less intrusive than a phone call or meeting. But with email being such an integral part of our lives, are we using it as effectively as possible? To find out, have a look at the techniques these articles recommend on ensuring that your messages are read.”