Doing, Doing, Done: Digital Productivity

DOING, DOING, DONE!DIGITAL PRODUCTIVITY WITH MIKE VARDY

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

ABOUT MEMonday, 5 August, 13

ABOUT THIS WORKSHOP

EMAIL MANAGEMENT

THE EMAIL PROBLEM

The problem with email isn’t the platform.

The problem with email is the users of the platform.

Monday, 5 August, 13

YEP.WE ARE THE PROBLEM.

WHAT EMAIL REALLY IS(it’s not what you think)

An email can be one of two things...

1. An action item

2. A reference item

EMAIL MANAGEMENTTactics

1. BUILDING BETTER SUBJECT LINES2. FIRST IN, FIRST OUT

3. TEXT EXPANSION/CANNED RESPONSES4. CHECK EMAIL “SECOND THING” IN A.M.

LET’S TALK ABOUT...Inbox Zero

email isn’t the real work but...

...we give it that power every time we let it steal our focus.

THE GOAL IS...to get out of your inboxes and do the REAL work.

EMAIL MANAGEMENTTools

AWAYFINDMAILBOXTRIAGE

DISPATCHACTIVEINBOX

SANEBOXCLOZE

MAIL PILOTTHE EMAIL GAME

BOOMERANG

HTTP://PRODUCTIVITYIST.COM/EMAIL-MANAGEMENT-TOOLS/

ANY QUESTIONS?

CALENDAR MANAGEMENT

THE EFFECTIVE DIGITAL CALENDAR IS...VERSATILE

EASILY REFERENCEDUBIQUITOUS

COMFORTABLE TO USE

THE EFFECTIVE DIGITAL CALENDAR IS...VERSATILE

EASILY REFERENCEDUBIQUITOUS

COMFORTABLE TO USE

GOOGLE CALENDARINCREDIBLY VERSATILEPLENTY OF ADD-ONS

ANYWHERE AND EVERYWHERE AVAILABILITY

MICROSOFT OUTLOOKWIDELY USED

INTEGRATES WITH EXCHANGE/OFFICE

ICAL/CALENDAREASY-TO-USE INTERFACEMULTIPLE CALENDARS

SYNC VIA ICLOUD

CALENDAR MANAGEMENTTactics

1. USE DIFFERENT CALENDAR VIEWS (DAY, WEEK, MONTH)2. SCHEDULE APPOINTMENTS WITH YOURSELF

3. UTILIZE "TIME CHUNKING"4. SCHEDULE A WEEKLY REVIEW

5. KNOW WHAT CALENDARS ARE ACTUALLY FOR: APPOINTMENTS AND DAY-SPECIFIC ACTIONS (AS PER GTD)

6. COLOUR-CODE WHERE POSSIBLE7. CREATE AN “IDEA CALENDAR”

8. DON’T MARRY YOURSELF TO THE GREGORIAN CALENDAR

CALENDAR MANAGEMENTTools

DOODLESCHEDULEONCE

AGENDA APP (IOS)TEMPO (IPHONE)

OTHER DIGITAL CALENDAR OPTIONS

30 BOXESIQTELL

CALREMEMBER THE MILK

ANY QUESTIONS?

TASK MANAGEMENT

WHAT IS TIME?

there are 14 different definitions of time...

...and that’s just when it is used as a noun.

THE BOTTOM LINE?time is incredibly big.

SO...you should focus on TASK, not on TIME.

MANAGING TASKSmeans managing you AND your energy

LET’S TALK ABOUT...time chunking

TIME CHUNKINGit’s what makes time “less big”

(and makes tasks more manageable)

YOU CAN TIME CHUNKby the week

by the dayby the hour

TASK MANAGEMENTTactics & Tools

THE POMODORO TECHNIQUEHTTP://WWW.POMODOROTECHNIQUE.COM/DOWNLOAD/PDF/POMODORO-CHEAT-

SHEET.PDF

There are five basic steps to implementing the technique:

1. Decide on the task to be done

2. Set the pomodoro (timer) to 25 minutes

3. Work on the task until the timer rings; record with an x

4. Take a short break (3-5 minutes)

5. Every four "pomodori" take a longer break (15–30 minutes)

EVERNOTE

REMINDERSHTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-REMINDERS-AS-A-TASK-MANAGER/

30/30HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-3030-LIKE-THE-EMERGENT-TASK-PLANNER/

LET’S NOT FORGETanother piece of technology...

DAVE SEAH’S EMERGENT TASK PLANNERHTTP://DAVIDSEAH.COM/BLOG/NODE/THE-EMERGENT-TASK-PLANNER/

THE PRODUCTIVITYIST.COM PROGRESS PLANNERDATE:

5. CALIBRATE: Sync everything up with your task management tool and call it a day.

1. CAPTUREUse this box to enter all of the items from your task management tool soyou can map out your day.

2. CONNECTComplete the tasksin this box in orderto help you betterattack the day ahead.

3. CURATENow that you’ve connectedwith your what and why, list 5 progress items for the day.

4. COMPLETETrack the time spenton each item in30-minute time chunks.

Circle your energy level below. The lowest energy level is 1 and the highest is 10. 1 2 3 4 5 6 7 8 9 10

With your energy level in mind, circle whether this is going to be a: Light-lifting day Heavy-lifting day

Think about what you want to do and why you want to do it.Record your thoughts on the back of this page.

PROJECT MANAGEMENT

A PROJECT IS...anything that requires more than a single action to complete.

W: productivityist.com E: mike@mikevardy.com T: @mikevardy Monday, 5 August, 13

LET’S TALK ABOUTcontexts

stop focusing on what the end will look like...

...start focusing on what the next move will look like.

PROJECT MANAGEMENTTactics & Tools

(see task management tactics and tools)

5 THINGS YOU CAN DO

1. “FLIP THE SWITCH” ON EMAIL*2. BUILD THE CAPTURE HABIT*

3. START FOCUSING ON TASK, NOT ON TIME4. USE THE POMODORO TECHNIQUE*

5. GO “DEVICE/ENVIRONMENT SPECIFIC”*6. USE TOOLS TO BLOCK THE WEB

*THESE ARE THINGS YOU CAN DO NOW AND GET INSTANT BENEFITS

THANKS FOR COMINGGet your free copy of The Productivityist Workbook

http://productivityist.com/workbookUse coupon code: qdone

productivityist.com - mikesonmics.comE: mike@mikevardy.com T: @mikevardy

Doing, Doing, Done: Digital Productivity

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