DOING, DOING, DONE!
DIGITAL PRODUCTIVITY WITH MIKEVARDY
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, ...
ABOUT ME
Monday, 5 August, 13
ABOUTTHIS WORKSHOP
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
EMAIL MANAGEMENT
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
THE EMAIL PROBLEM
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
The problem with email isn’t the platform.
The problem with email is the users of the platform.
W: productivityist.com E: ...
Monday, 5 August, 13
YEP.
WE ARETHE PROBLEM.
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
WHAT EMAIL REALLY IS
(it’s not what you think)
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August,...
An email can be one of two things...
1.An action item
2.A reference item
W: productivityist.com E: info@mikevardy.comT: @m...
EMAIL MANAGEMENT
Tactics
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
1. BUILDING BETTER SUBJECT LINES
2. FIRST IN, FIRST OUT
3.TEXT EXPANSION/CANNED RESPONSES
4. CHECK EMAIL “SECONDTHING” IN ...
LET’STALK ABOUT...
Inbox Zero
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
email isn’t the real work but...
...we give it that power every time we let it steal our focus.
W: productivityist.com E: ...
THE GOAL IS...
to get out of your inboxes and do the REAL work.
W: productivityist.com E: info@mikevardy.comT: @mikevardy
...
EMAIL MANAGEMENT
Tools
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
AWAYFIND
MAILBOX
TRIAGE
DISPATCH
ACTIVEINBOX
SANEBOX
CLOZE
MAIL PILOT
THE EMAIL GAME
BOOMERANG
HTTP://PRODUCTIVITYIST.COM/...
ANY QUESTIONS?
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
CALENDAR MANAGEMENT
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
THE EFFECTIVE DIGITAL CALENDAR IS...
VERSATILE
EASILY REFERENCED
UBIQUITOUS
COMFORTABLETO USE
W: productivityist.com E: in...
THE EFFECTIVE DIGITAL CALENDAR IS...
VERSATILE
EASILY REFERENCED
UBIQUITOUS
COMFORTABLETO USE
W: productivityist.com E: in...
GOOGLE CALENDAR
INCREDIBLYVERSATILE
PLENTY OF ADD-ONS
ANYWHERE AND EVERYWHERE AVAILABILITY
W: productivityist.com E: info@...
MICROSOFT OUTLOOK
WIDELY USED
INTEGRATES WITH EXCHANGE/OFFICE
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Mo...
ICAL/CALENDAR
EASY-TO-USE INTERFACE
MULTIPLE CALENDARS
SYNCVIA ICLOUD
W: productivityist.com E: info@mikevardy.comT: @mike...
CALENDAR MANAGEMENT
Tactics
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
1. USE DIFFERENT CALENDARVIEWS (DAY,WEEK, MONTH)
2. SCHEDULE APPOINTMENTS WITHYOURSELF
3. UTILIZE "TIME CHUNKING"
4. SCHED...
CALENDAR MANAGEMENT
Tools
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
DOODLE
SCHEDULEONCE
AGENDA APP (IOS)
TEMPO (IPHONE)
OTHER DIGITAL CALENDAR OPTIONS
30 BOXES
IQTELL
CAL
REMEMBERTHE MILK
W:...
ANY QUESTIONS?
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
TASK MANAGEMENT
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
Monday, 5 August, 13
WHAT ISTIME?
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
there are 14 different definitions of time...
...and that’s just when it is used as a noun.
W: productivityist.com E: info@...
THE BOTTOM LINE?
time is incredibly big.
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
SO...
you should focus onTASK, not onTIME.
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
MANAGINGTASKS
means managing you AND your energy
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 Augus...
LET’STALK ABOUT...
time chunking
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
TIME CHUNKING
it’s what makes time “less big”
(and makes tasks more manageable)
W: productivityist.com E: info@mikevardy.c...
YOU CANTIME CHUNK
by the week
by the day
by the hour
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 A...
TASK MANAGEMENT
Tactics &Tools
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
THE POMODOROTECHNIQUE
HTTP://WWW.POMODOROTECHNIQUE.COM/DOWNLOAD/PDF/POMODORO-CHEAT-
SHEET.PDF
There are five basic steps to...
ASANA
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
FLOW
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
EVERNOTE
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
REMINDERS
HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-REMINDERS-AS-A-TASK-MANAGER/
W: productivityist.com E: info@mikevardy.comT...
30/30
HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-3030-LIKE-THE-EMERGENT-TASK-PLANNER/
W: productivityist.com E: info@mikevardy....
DUE
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
LET’S NOT FORGET
another piece of technology...
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August...
Monday, 5 August, 13
DAVE SEAH’S EMERGENTTASK PLANNER
HTTP://DAVIDSEAH.COM/BLOG/NODE/THE-EMERGENT-TASK-PLANNER/
W: productivityist.com E: info@...
THE PRODUCTIVITYIST.COM PROGRESS PLANNER
DATE:
1
2
3
45. CALIBRATE: Sync everything up with your task management tool and ...
PROJECT MANAGEMENT
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
A PROJECT IS...
anything that requires more than a single action to complete.
W: productivityist.com E: mike@mikevardy.com...
LET’STALK ABOUT
contexts
W: productivityist.com E: mike@mikevardy.comT: @mikevardy
Monday, 5 August, 13
stop focusing on what the end will look like...
...start focusing on what the next move will look like.
W: productivityist...
PROJECT MANAGEMENT
Tactics &Tools
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
(see task management tactics and tools)
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
5THINGSYOU CAN DO
1.“FLIPTHE SWITCH” ON EMAIL*
2. BUILDTHE CAPTURE HABIT*
3. START FOCUSING ONTASK, NOT ONTIME
4. USETHE P...
Q & A
W: productivityist.com E: info@mikevardy.comT: @mikevardy
Monday, 5 August, 13
THANKS FOR COMING
Get your free copy ofThe Productivityist Workbook
http://productivityist.com/workbook
Use coupon code: q...
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Doing, Doing, Done: Digital Productivity

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This is the slidedeck I used for my Doing, Doing, Sone workshop at Q College in Victoria, BC. I discussed task management, time management, calendar management, email management, and project management. The topics of using paper came up as well.

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Transcript of "Doing, Doing, Done: Digital Productivity"

  1. 1. DOING, DOING, DONE! DIGITAL PRODUCTIVITY WITH MIKEVARDY W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  2. 2. ABOUT ME Monday, 5 August, 13
  3. 3. ABOUTTHIS WORKSHOP W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  4. 4. EMAIL MANAGEMENT W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  5. 5. THE EMAIL PROBLEM W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  6. 6. The problem with email isn’t the platform. The problem with email is the users of the platform. W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  7. 7. Monday, 5 August, 13
  8. 8. YEP. WE ARETHE PROBLEM. W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  9. 9. WHAT EMAIL REALLY IS (it’s not what you think) W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  10. 10. An email can be one of two things... 1.An action item 2.A reference item W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  11. 11. EMAIL MANAGEMENT Tactics W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  12. 12. 1. BUILDING BETTER SUBJECT LINES 2. FIRST IN, FIRST OUT 3.TEXT EXPANSION/CANNED RESPONSES 4. CHECK EMAIL “SECONDTHING” IN A.M. W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  13. 13. LET’STALK ABOUT... Inbox Zero W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  14. 14. email isn’t the real work but... ...we give it that power every time we let it steal our focus. W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  15. 15. THE GOAL IS... to get out of your inboxes and do the REAL work. W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  16. 16. EMAIL MANAGEMENT Tools W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  17. 17. AWAYFIND MAILBOX TRIAGE DISPATCH ACTIVEINBOX SANEBOX CLOZE MAIL PILOT THE EMAIL GAME BOOMERANG HTTP://PRODUCTIVITYIST.COM/EMAIL-MANAGEMENT-TOOLS/ W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  18. 18. ANY QUESTIONS? W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  19. 19. CALENDAR MANAGEMENT W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  20. 20. THE EFFECTIVE DIGITAL CALENDAR IS... VERSATILE EASILY REFERENCED UBIQUITOUS COMFORTABLETO USE W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  21. 21. THE EFFECTIVE DIGITAL CALENDAR IS... VERSATILE EASILY REFERENCED UBIQUITOUS COMFORTABLETO USE W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  22. 22. GOOGLE CALENDAR INCREDIBLYVERSATILE PLENTY OF ADD-ONS ANYWHERE AND EVERYWHERE AVAILABILITY W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  23. 23. MICROSOFT OUTLOOK WIDELY USED INTEGRATES WITH EXCHANGE/OFFICE W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  24. 24. ICAL/CALENDAR EASY-TO-USE INTERFACE MULTIPLE CALENDARS SYNCVIA ICLOUD W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  25. 25. CALENDAR MANAGEMENT Tactics W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  26. 26. 1. USE DIFFERENT CALENDARVIEWS (DAY,WEEK, MONTH) 2. SCHEDULE APPOINTMENTS WITHYOURSELF 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 POSSIBLE 7. CREATE AN “IDEA CALENDAR” 8. DON’T MARRYYOURSELFTOTHE GREGORIAN CALENDAR W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  27. 27. CALENDAR MANAGEMENT Tools W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  28. 28. DOODLE SCHEDULEONCE AGENDA APP (IOS) TEMPO (IPHONE) OTHER DIGITAL CALENDAR OPTIONS 30 BOXES IQTELL CAL REMEMBERTHE MILK W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  29. 29. ANY QUESTIONS? W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  30. 30. TASK MANAGEMENT W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  31. 31. Monday, 5 August, 13
  32. 32. WHAT ISTIME? W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  33. 33. there are 14 different definitions of time... ...and that’s just when it is used as a noun. W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  34. 34. THE BOTTOM LINE? time is incredibly big. W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  35. 35. SO... you should focus onTASK, not onTIME. W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  36. 36. MANAGINGTASKS means managing you AND your energy W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  37. 37. LET’STALK ABOUT... time chunking W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  38. 38. TIME CHUNKING it’s what makes time “less big” (and makes tasks more manageable) W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  39. 39. YOU CANTIME CHUNK by the week by the day by the hour W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  40. 40. TASK MANAGEMENT Tactics &Tools W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  41. 41. THE POMODOROTECHNIQUE HTTP://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) W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  42. 42. ASANA W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  43. 43. FLOW W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  44. 44. EVERNOTE W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  45. 45. REMINDERS HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-REMINDERS-AS-A-TASK-MANAGER/ W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  46. 46. 30/30 HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-3030-LIKE-THE-EMERGENT-TASK-PLANNER/ W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  47. 47. DUE W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  48. 48. LET’S NOT FORGET another piece of technology... W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  49. 49. Monday, 5 August, 13
  50. 50. DAVE SEAH’S EMERGENTTASK PLANNER HTTP://DAVIDSEAH.COM/BLOG/NODE/THE-EMERGENT-TASK-PLANNER/ W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  51. 51. THE PRODUCTIVITYIST.COM PROGRESS PLANNER DATE: 1 2 3 45. CALIBRATE: Sync everything up with your task management tool and call it a day. 1. CAPTURE Use this box to enter all of the items from your task management tool so you can map out your day. 2. CONNECT Complete the tasks in this box in order to help you better attack the day ahead. 3. CURATE Now that you’ve connected with your what and why, list 5 progress items for the day. 4. COMPLETE Track the time spent on each item in 30-minute time chunks. 1 2 3 4 5 1 2 3 4 5 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. W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  52. 52. PROJECT MANAGEMENT W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  53. 53. A PROJECT IS... anything that requires more than a single action to complete. W: productivityist.com E: mike@mikevardy.comT: @mikevardy Monday, 5 August, 13
  54. 54. LET’STALK ABOUT contexts W: productivityist.com E: mike@mikevardy.comT: @mikevardy Monday, 5 August, 13
  55. 55. stop focusing on what the end will look like... ...start focusing on what the next move will look like. W: productivityist.com E: mike@mikevardy.comT: @mikevardy Monday, 5 August, 13
  56. 56. PROJECT MANAGEMENT Tactics &Tools W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  57. 57. (see task management tactics and tools) W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  58. 58. 5THINGSYOU CAN DO 1.“FLIPTHE SWITCH” ON EMAIL* 2. BUILDTHE CAPTURE HABIT* 3. START FOCUSING ONTASK, NOT ONTIME 4. USETHE POMODOROTECHNIQUE* 5. GO “DEVICE/ENVIRONMENT SPECIFIC”* 6. USETOOLSTO BLOCKTHE WEB *THESE ARETHINGSYOU CAN DO NOW AND GET INSTANT BENEFITS W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  59. 59. Q & A W: productivityist.com E: info@mikevardy.comT: @mikevardy Monday, 5 August, 13
  60. 60. THANKS FOR COMING Get your free copy ofThe Productivityist Workbook http://productivityist.com/workbook Use coupon code: qdone productivityist.com - mikesonmics.com E: mike@mikevardy.comT: @mikevardy Monday, 5 August, 13
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