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THE PRODUCTIVITY SHIFT
DOING PRODUCTIVE VS BEING PRODUCTIVE

W: productivityist.com E: info@productivityist.com T: @mikeva...
ABOUT ME
ABOUT THIS SESSION

W: productivityist.com E: info@productivityist.com T: @mikevardy
you’ve got proposals to do…	

…meetings to attend…	

…award submissions…	

…lunches…	

…and so on…

W: productivityist.com...
TIME MANAGEMENT

W: productivityist.com E: info@productivityist.com T: @mikevardy
WHAT IS TIME?

W: productivityist.com E: info@productivityist.com T: @mikevardy
there are 14 different definitions of time...	

!
!

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

W: productivityist.com ...
THE BOTTOM LINE?
time is incredibly big.

W: productivityist.com E: info@productivityist.com T: @mikevardy
MANAGING TIME

means managing you AND your energy

W: productivityist.com E: info@productivityist.com T: @mikevardy
"YOU CAN DO ANYTHING BUT
YOU CAN'T DO EVERYTHING.”
DAVID ALLEN

W: productivityist.com E: info@productivityist.com T: @mik...
FOCUS ON TASK
(not on time)

W: productivityist.com E: info@productivityist.com T: @mikevardy
LET’S TALK ABOUT...
time chunking	

!

W: productivityist.com E: info@productivityist.com T: @mikevardy
TIME CHUNKING
it’s what makes time less than big

W: productivityist.com E: info@productivityist.com T: @mikevardy
YOU CAN TIME CHUNK
by the week	


by the day	


by the hour

W: productivityist.com E: info@productivityist.com T: @mikeva...
A PROJECT IS...

anything that requires more than a single action to complete.

W: productivityist.com E: info@productivit...
THE IMPORTANCE OF CONTEXTS

W: productivityist.com E: info@productivityist.com T: @mikevardy
CONTEXTS ADD VALUE
to your tasks, projects, and goals

W: productivityist.com E: info@productivityist.com T: @mikevardy
TASK MANAGEMENT
Tools

W: productivityist.com E: info@productivityist.com T: @mikevardy
ASANA

W: productivityist.com E: info@productivityist.com T: @mikevardy
FLOW

W: productivityist.com E: info@productivityist.com T: @mikevardy
EVERNOTE

W: productivityist.com E: info@productivityist.com T: @mikevardy
REMINDERS
HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-REMINDERS-AS-A-TASK-MANAGER/

W: productivityist.com E: info@productivityi...
30/30
HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-3030-LIKE-THE-EMERGENT-TASK-PLANNER/

W: productivityist.com E: info@productiv...
DUE

W: productivityist.com E: info@productivityist.com T: @mikevardy
THE POMODORO TECHNIQUE
HTTP://WWW.POMODOROTECHNIQUE.COM/DOWNLOAD/PDF/POMODORO-CHEATSHEET.PDF

There are five basic steps to...
LET’S NOT FORGET
another piece of technology...

W: productivityist.com E: info@productivityist.com T: @mikevardy
DAVE SEAH’S EMERGENT TASK PLANNER
HTTP://DAVIDSEAH.COM/BLOG/NODE/THE-EMERGENT-TASK-PLANNER/

W: productivityist.com E: inf...
THE STRIKETHROUGH SYSTEM
TASK	

TASK	

TASK
CAPTURE CONTEXTS	

USE COLOR
W: productivityist.com E: info@productivityist.co...
EMAIL MANAGEMENT

W: productivityist.com E: info@productivityist.com T: @mikevardy
THE EMAIL PROBLEM

W: productivityist.com E: info@productivityist.com T: @mikevardy
The problem with email isn’t the platform.	

!

The problem with email is the users of the platform.

W: productivityist.c...
WHAT EMAIL REALLY IS
(it’s not what you think)

W: productivityist.com E: info@productivityist.com T: @mikevardy
An email can be one of two things...	

!

1. An action item	

!

2. A reference item	


W: productivityist.com E: info@pro...
EMAIL MANAGEMENT
Tactics

W: productivityist.com E: info@productivityist.com T: @mikevardy
1.
2.
3.
4.
5.

BUILDING BETTER SUBJECT LINES	

FIRST IN, FIRST OUT	

TEXT EXPANSION/CANNED RESPONSES	

CHECK EMAIL “SECON...
LET’S TALK ABOUT...
Inbox Zero

W: productivityist.com E: info@productivityist.com T: @mikevardy
email isn’t the real work but...	

!
!

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

W: productivityist...
THE IDEA OF MULTIPLE INBOXES

W: productivityist.com E: info@productivityist.com T: @mikevardy
EMAIL MANAGEMENT
Tools

W: productivityist.com E: info@productivityist.com T: @mikevardy
DISPATCH

W: productivityist.com E: info@productivityist.com T: @mikevardy
KEYMAILS

W: productivityist.com E: info@productivityist.com T: @mikevardy
AWAYFIND

W: productivityist.com E: info@productivityist.com T: @mikevardy
CALENDAR MANAGEMENT

W: productivityist.com E: info@productivityist.com T: @mikevardy
WHAT GOES ON A CALENDAR?

W: productivityist.com E: info@productivityist.com T: @mikevardy
HYPERSCHEDULING
(or “The About A Boy Syndrome”)

W: productivityist.com E: info@productivityist.com T: @mikevardy
DUE DATES

are not as important as “Do Dates”

W: productivityist.com E: info@productivityist.com T: @mikevardy
THE WEEKLY REVIEW PROCESS

W: productivityist.com E: info@productivityist.com T: @mikevardy
THEMING YOUR MONTHS

W: productivityist.com E: info@productivityist.com T: @mikevardy
CALENDAR MANAGEMENT
Tactics

W: productivityist.com E: info@productivityist.com T: @mikevardy
1. USE DIFFERENT CALENDAR VIEWS (DAY, WEEK,
MONTH)	

2. SCHEDULE APPOINTMENTS WITH YOURSELF	

3. COLOUR-CODE WHERE POSSIBL...
CALENDAR MANAGEMENT
Tools

W: productivityist.com E: info@productivityist.com T: @mikevardy
DOODLE

W: productivityist.com E: info@productivityist.com T: @mikevardy
SCHEDULEONCE

W: productivityist.com E: info@productivityist.com T: @mikevardy
FANTASTICAL

W: productivityist.com E: info@productivityist.com T: @mikevardy
5 THINGS YOU CAN DO NOW:
!

1. “FLIP THE SWITCH” ON EMAIL
2. BUILD THE CAPTURE HABIT
3. START FOCUSING ON TASK, NOT ON TIM...
YOU NEED TO BUILD
An Achievement Structure

W: productivityist.com E: info@productivityist.com T: @mikevardy
BECAUSE WHEN YOU SET UP
you won’t upset.

W: productivityist.com E: info@productivityist.com T: @mikevardy
- Q&A -	

THANKS FOR ATTENDING

W: productivityist.com E: info@productivityist.com T: @mikevardy
The Productivity Shift: Doing Productive vs. Being Productive (THE Marketing Event 2013)
The Productivity Shift: Doing Productive vs. Being Productive (THE Marketing Event 2013)
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The Productivity Shift: Doing Productive vs. Being Productive (THE Marketing Event 2013)

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The idea of personal productivity almost compels us to think that we must move forward at all times and at all costs. When this occurs, we often end up just checking off boxes as opposed to checking off the right boxes. In this session, productivity expert Mike Vardy introduces various tips and tactics related to task, e-mail, idea and time management – along with the best supporting digital devices, apps and analog tools to best fit your personal work style. Boost your productivity, increase your efficiency and effectiveness, and allow the willpower you have within to blossom.

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Transcript of "The Productivity Shift: Doing Productive vs. Being Productive (THE Marketing Event 2013)"

  1. 1. THE PRODUCTIVITY SHIFT DOING PRODUCTIVE VS BEING PRODUCTIVE W: productivityist.com E: info@productivityist.com T: @mikevardy
  2. 2. ABOUT ME
  3. 3. ABOUT THIS SESSION W: productivityist.com E: info@productivityist.com T: @mikevardy
  4. 4. you’ve got proposals to do… …meetings to attend… …award submissions… …lunches… …and so on… W: productivityist.com E: info@productivityist.com T: @mikevardy
  5. 5. TIME MANAGEMENT W: productivityist.com E: info@productivityist.com T: @mikevardy
  6. 6. WHAT IS TIME? W: productivityist.com E: info@productivityist.com T: @mikevardy
  7. 7. there are 14 different definitions of time... ! ! ...and that’s just when it is used as a noun. W: productivityist.com E: info@productivityist.com T: @mikevardy
  8. 8. THE BOTTOM LINE? time is incredibly big. W: productivityist.com E: info@productivityist.com T: @mikevardy
  9. 9. MANAGING TIME means managing you AND your energy W: productivityist.com E: info@productivityist.com T: @mikevardy
  10. 10. "YOU CAN DO ANYTHING BUT YOU CAN'T DO EVERYTHING.” DAVID ALLEN W: productivityist.com E: info@productivityist.com T: @mikevardy
  11. 11. FOCUS ON TASK (not on time) W: productivityist.com E: info@productivityist.com T: @mikevardy
  12. 12. LET’S TALK ABOUT... time chunking ! W: productivityist.com E: info@productivityist.com T: @mikevardy
  13. 13. TIME CHUNKING it’s what makes time less than big W: productivityist.com E: info@productivityist.com T: @mikevardy
  14. 14. YOU CAN TIME CHUNK by the week by the day by the hour W: productivityist.com E: info@productivityist.com T: @mikevardy
  15. 15. A PROJECT IS... anything that requires more than a single action to complete. W: productivityist.com E: info@productivityist.com T: @mikevardy
  16. 16. THE IMPORTANCE OF CONTEXTS W: productivityist.com E: info@productivityist.com T: @mikevardy
  17. 17. CONTEXTS ADD VALUE to your tasks, projects, and goals W: productivityist.com E: info@productivityist.com T: @mikevardy
  18. 18. TASK MANAGEMENT Tools W: productivityist.com E: info@productivityist.com T: @mikevardy
  19. 19. ASANA W: productivityist.com E: info@productivityist.com T: @mikevardy
  20. 20. FLOW W: productivityist.com E: info@productivityist.com T: @mikevardy
  21. 21. EVERNOTE W: productivityist.com E: info@productivityist.com T: @mikevardy
  22. 22. REMINDERS HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-REMINDERS-AS-A-TASK-MANAGER/ W: productivityist.com E: info@productivityist.com T: @mikevardy
  23. 23. 30/30 HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-3030-LIKE-THE-EMERGENT-TASK-PLANNER/ W: productivityist.com E: info@productivityist.com T: @mikevardy
  24. 24. DUE W: productivityist.com E: info@productivityist.com T: @mikevardy
  25. 25. THE POMODORO TECHNIQUE HTTP://WWW.POMODOROTECHNIQUE.COM/DOWNLOAD/PDF/POMODORO-CHEATSHEET.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@productivityist.com T: @mikevardy
  26. 26. LET’S NOT FORGET another piece of technology... W: productivityist.com E: info@productivityist.com T: @mikevardy
  27. 27. DAVE SEAH’S EMERGENT TASK PLANNER HTTP://DAVIDSEAH.COM/BLOG/NODE/THE-EMERGENT-TASK-PLANNER/ W: productivityist.com E: info@productivityist.com T: @mikevardy
  28. 28. THE STRIKETHROUGH SYSTEM TASK TASK TASK CAPTURE CONTEXTS USE COLOR W: productivityist.com E: info@productivityist.com T: @mikevardy
  29. 29. EMAIL MANAGEMENT W: productivityist.com E: info@productivityist.com T: @mikevardy
  30. 30. THE EMAIL PROBLEM W: productivityist.com E: info@productivityist.com T: @mikevardy
  31. 31. The problem with email isn’t the platform. ! The problem with email is the users of the platform. W: productivityist.com E: info@productivityist.com T: @mikevardy
  32. 32. WHAT EMAIL REALLY IS (it’s not what you think) W: productivityist.com E: info@productivityist.com T: @mikevardy
  33. 33. An email can be one of two things... ! 1. An action item ! 2. A reference item W: productivityist.com E: info@productivityist.com T: @mikevardy
  34. 34. EMAIL MANAGEMENT Tactics W: productivityist.com E: info@productivityist.com T: @mikevardy
  35. 35. 1. 2. 3. 4. 5. BUILDING BETTER SUBJECT LINES FIRST IN, FIRST OUT TEXT EXPANSION/CANNED RESPONSES CHECK EMAIL “SECOND THING” IN A.M. SET BOUNDARIES W: productivityist.com E: info@productivityist.com T: @mikevardy
  36. 36. LET’S TALK ABOUT... Inbox Zero W: productivityist.com E: info@productivityist.com T: @mikevardy
  37. 37. 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@productivityist.com T: @mikevardy
  38. 38. THE IDEA OF MULTIPLE INBOXES W: productivityist.com E: info@productivityist.com T: @mikevardy
  39. 39. EMAIL MANAGEMENT Tools W: productivityist.com E: info@productivityist.com T: @mikevardy
  40. 40. DISPATCH W: productivityist.com E: info@productivityist.com T: @mikevardy
  41. 41. KEYMAILS W: productivityist.com E: info@productivityist.com T: @mikevardy
  42. 42. AWAYFIND W: productivityist.com E: info@productivityist.com T: @mikevardy
  43. 43. CALENDAR MANAGEMENT W: productivityist.com E: info@productivityist.com T: @mikevardy
  44. 44. WHAT GOES ON A CALENDAR? W: productivityist.com E: info@productivityist.com T: @mikevardy
  45. 45. HYPERSCHEDULING (or “The About A Boy Syndrome”) W: productivityist.com E: info@productivityist.com T: @mikevardy
  46. 46. DUE DATES are not as important as “Do Dates” W: productivityist.com E: info@productivityist.com T: @mikevardy
  47. 47. THE WEEKLY REVIEW PROCESS W: productivityist.com E: info@productivityist.com T: @mikevardy
  48. 48. THEMING YOUR MONTHS W: productivityist.com E: info@productivityist.com T: @mikevardy
  49. 49. CALENDAR MANAGEMENT Tactics W: productivityist.com E: info@productivityist.com T: @mikevardy
  50. 50. 1. USE DIFFERENT CALENDAR VIEWS (DAY, WEEK, MONTH) 2. SCHEDULE APPOINTMENTS WITH YOURSELF 3. COLOUR-CODE WHERE POSSIBLE 4. CREATE AN “IDEA CALENDAR” 5. DON’T MARRY YOURSELF TO THE GREGORIAN CALENDAR W: productivityist.com E: info@productivityist.com T: @mikevardy
  51. 51. CALENDAR MANAGEMENT Tools W: productivityist.com E: info@productivityist.com T: @mikevardy
  52. 52. DOODLE W: productivityist.com E: info@productivityist.com T: @mikevardy
  53. 53. SCHEDULEONCE W: productivityist.com E: info@productivityist.com T: @mikevardy
  54. 54. FANTASTICAL W: productivityist.com E: info@productivityist.com T: @mikevardy
  55. 55. 5 THINGS YOU CAN DO NOW: ! 1. “FLIP THE SWITCH” ON EMAIL 2. BUILD THE CAPTURE HABIT 3. START FOCUSING ON TASK, NOT ON TIME 5. GO “DEVICE/ENVIRONMENT SPECIFIC” 6. USE TOOLS TO BLOCK THE WEB ! W: productivityist.com E: info@productivityist.com T: @mikevardy
  56. 56. YOU NEED TO BUILD An Achievement Structure W: productivityist.com E: info@productivityist.com T: @mikevardy
  57. 57. BECAUSE WHEN YOU SET UP you won’t upset. W: productivityist.com E: info@productivityist.com T: @mikevardy
  58. 58. - Q&A - THANKS FOR ATTENDING W: productivityist.com E: info@productivityist.com T: @mikevardy
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