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FIVE STEPS TOWARD DIGITAL SANITY
by @jeremycaplan
CUNYJ Orientation ‘14
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FIVE STEPS TO A SUCCESSFUL FIRST SEMESTER
by @jeremycaplan CUNYJ Orientation ‘14
SIMPLIFY
Step 1
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STREAMLINE YOUR STUFF
Image By Justin Leibow
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Pick. Stick. Dig.
Image By Justin Leibow 6
A powerful, flexible, easy-to-use digital file cabinetEvernote
Desktop: Store and Find Notes Web: Clip and Save Anything Email: Forward Key Messages Mobile: Collect on the Go
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Evernote
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GDRIVE = DOCS
DROPBOX = BACKUP
EVERNOTE = NOTES
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TOODLEDO Simple Task ListsSpecific, Small Next Steps
Imminent vs. Someday
Google Calendar Google Calendar
Trello
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Trello
GCAL = CALENDAR
TRELLO = PROJECTS
TOODLEDO = TASKS
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Some of the services I find useful
Key Tools
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‣ Dropbox ‣ Evernote ‣ Toodledo
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‣ Gmail ‣ GDrive ‣ GCalendar ‣ GContacts ‣ GVoice
SIMPLIFY
Step 1
BE AN EMAIL NINJA
Step 2
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Search, Don’t File Finding a message by hunting through folders takes 3.4 times as long as searching for it.
Source: IBM Research 24
FOLDERS
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Find Web Info = Google Search
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Find Email Info = EMail Search
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Use Email Tags: #fms
#projectx @pat
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Send @ 6am Not 4pm A message sent at 6am is three times as likely to have a link clicked on than one sent at 4pm
Source: ReviveYourInbox.com
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73 Seconds Email replies take an average of 73 secs to compose
Be Super Brief
Source: ReviveYourInbox.com 30
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47% of emails are read on a mobile device
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Source: Litmus Email Analytics Report April 2014
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See five.sentenc.es = a plea for short email
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4 Useful Searches: has:attachment
from:caren subject:budget newer_than:2d
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Or use a combo: has:attachment budget
4 Gmail ShortcutsC"="Compose"R"="Reply"A"="Reply"All"F"="Forward
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Batch, Don’t SquirrelFocus on one thing at a time.
Your attention is valuable. Don’t squander it.
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Check email every hour, not every minute
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Schedule Email Time 12 substantial messages per day take an average of 90 minutes for reading & response
Source: ReviveYourInbox.com
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Act, Don’t Postpone
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37% % of emails on which recipients defer action
Source: Carnegie Mellon Research
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Do = <2 Min Reply Defer = Sked/Delegate Dump = Archive
Do, Defer or Dump Inbox Diet = Filters
Sender’s Name or Address Subject Line Keywords
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Unroll.me
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Use Email to Send to: Evernote
Instapaper Pocket
Dropbox Toodledo
super.cc = Add to calendar by email
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SendToDropbox.com = Email into Dropbox
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The hottest thing in email keeps evolving...Email Adoption Curve
47Innovators Early Adopters Early Majority Late Majority Laggards
The C
hasm
AOL The first email account many of us had: not fancy, but eye-opening
Hotmail The first mass-email product that got the attention of the masses
Gmail Revolutionary. Rethought everything - from account size to conversations.
Sparrow, Mailbox, Boxer New email tools are recognizing how email has changed
Boomerang
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Boomerang
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Nudgemail
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Nudgemail
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Rapportive
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Rapportive
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WiseStamp
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WiseStamp email signature
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BE AN EMAIL NINJA
Step 2
SHARPEN YOUR PHONE
Step 3
Additional Notes: bit.ly/ninjamobile8 Handy Mobile Apps for Efficiency
TASKS CALENDAREMAIL READING
NOTES CAMERAPODCASTS PHOTO EDITING
TOODLEDO BOXER REFRESH INSTAPAPER
EVERNOTE DOWNCAST CAMERA+ SNAPSEED 62
Snapseed
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Quora
Up to a two line subtitle, generally used to describe the takeaway for the slide
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UPDATE YOUR TOOLKIT
Step 4
picmonkey.com bufferapp.com
quickcast.io otranscribe.com
typeform.com GetCloudApp.com
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otixo.comUseful resources for staying up to dateNew Sites and Startups
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BetaLi.st ProductHunt.co JournalismTools
New Sites and Resources New Startups Ranked pinterest.com/JournalismTools
ProductHunt
BetaLi.st
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BetaLi.st
pinterest.com/journalismtools
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Useful resources for staying up to dateTech Updates
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Netted Lynda.com MakeUseOf
A daily tech tools newsletter Top-notch online learning Free guides and tip sheets
NettedTop news sources for new sites, apps, and toolsUseful Tech Resources
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ReadWriteWeb The Next Web Alltop
Smart tech industry news Rising star in tech coverage Aggregator of top blogs
Help for queriesFiguring Stuff Out
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Quora Lifehacker Mashable
Expert questions and answers Great tech pointers Social media news
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A good toolkit has more than a single hammer
Image By Justin Leibow
CREATE TIME
Step 5
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Agileroute.com/clipboardhistory
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Up to a two line subtitle, generally used to describe the takeaway for the slide
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Automate TypingType something once, fine.
Type it twice, fine.
Type the same thing 50 times?
You’re wasting time.89 90
TextExpander
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The best way to create triggers to automate common tasks IFTTT (IF This, Then That)
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The best way to create triggers to automate common tasks IFTTT (IF This, Then That)
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someone who gets things done
Image By Justin Leibow
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someone who has time to be creative
Image By Justin Leibow 100
… and time to savor life
Image By Justin Leibow
First Things FirstStart the day with the most important project
“Launching my work day by focusing first on whatever I've decided the night before is the most important activity I can do that day. Then taking a break after 90 minutes to refuel...”!!
- Tony Schwartz, !Harvard Business Review
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Tech Sabbath
No-Tech Saturday Morning No Tech 1 Hour Before Bed No Tech Before Breakfast
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[email protected] from this Schedule a Meeting: bit.ly/meetjeremy
Follow Me on Twitter: @jeremycaplan
bit.ly/ninjasanityToday’s Notes and Links
@jeremycaplan
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