Effectiveness Vs Efficiency: Practical ways for dealing with Information Overload Online
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Effectiveness Vs Efficiency: Practical ways for dealing with Information Overload Online

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Presented July 9th, 2011 at Blogging While Brown in Los Angeles, CA....

Presented July 9th, 2011 at Blogging While Brown in Los Angeles, CA.

Does it seem like some days you're get anything done?

Would you like to make more money and get important goals out of the way?

Are you sick and tired of being sick and tired?

First we'll show you how to identify important goals in your life by being effective and then we'll discuss how to work smarter, not harder by focusing on efficiency. Lastly, we'll show you the tools you can start using immediately to organized your incoming information from emails, Twitter and phonecalls.

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Effectiveness Vs Efficiency: Practical ways for dealing with Information Overload Online Effectiveness Vs Efficiency: Practical ways for dealing with Information Overload Online Presentation Transcript

  • Dealing with Information Overload and Improving Effectiveness
    Scott Hanselman
    Principal Community Architect
    Microsoft Corporation
    @shanselman on Twitter
    Adria Richards
    Technology Consultant
    ButYoureAGirl.com
    @adriarichards on Twitter
  • About Me
    Blogging since April 2002
    Software Engineer 20 years
    Author, Speaker, Professor
    2rd Blogging while Brown
    Live in Portland
    Tech, Diabetes, Parenting, Race, Linguistics, Fashion, Podcasting, Media, Culture, Code, Ratchet.
    Biggest accomplishment: Happy Family
  • I help companies select the right tools to be more productive.
  • About Me
    Blogging since 2008
    Information Technology 12+ years
    3rd Blogging while Brown
    Live in San Francisco
    Love Bacon
    Biggest blogging accomplishment: Interviewed on The Rachel Maddow Show
  • The Quantity of Information…has changed
    http://www.flickr.com/photos/anotherpintplease/4093428787/
  • The Quantity of Information…has changed
    http://www.flickr.com/photos/jypsygen/3922750879/
  • The Numbers
    “Every two days we create as much information as we did from the dawn of civilization up until 2003”
    Knowledge workers spend 50% of their day on unproductive tasks such as scheduling, duplicate communication, trying to get in touch and filtering spam.
    *Xerox http://www.xerox.com/information-overload/enus.html
  • Danger Signs
    Missing deadlines
    Feeling like a failure
    Family complains
    “I just need to work lateto catch up.”
  • Right Tool For the Job
    Phil hack story…
    * David Allen
  • Effectiveness
  • Effectiveness
    doing "right" things, i.e. setting right targets to achieve an overall goal
    Goal-oriented
  • Efficiency
  • Efficiency
    doing things in the most economical way (good input to output ratio)
    Process-oriented
  • Effectiveness vs. Efficiency
    Effectiveness is doing the right things. Efficiencyis doing things right.
  • Effectiveness
  • Inbox Issues
    Information coming in…
    Needs to be triaged
    And acted on.
  • Triage
    from the French verb trier, meaning to separate, sort, sift or select
  • Triage
    from the French verb trier, meaning to separate, sort, sift or select
  • Three-Fold Nature of Work
    Pre-defined Work
    Work as it Appears
    Defining Works
    * David Allen
  • 4 “D’s”
    • Do It
    • Drop It
    • Delegate It
    • Defer It
    * David Allen
  • URGENCY
    I
    II
    Decide When To Do It
    Do It Now
    IMPORTANCE
    III
    IV
    Delegate It
    Dump It
  • URGENCY
    I
    II
    Crises
    Preparation
    IMPORTANCE
    III
    IV
    Interruptions
    Trivia
  • URGENCY/
    I
    II
    Project Email
    Phone,
    In person
    IMPORTANCE
    III
    IV
    Twitter,Web, News
    IM, Texts, Most Email
  • http://www.flickr.com/photos/rgewing/4104932476
  • All Systems that work need to have Flow Control, so Drop Packets.
    Communication is Fault Tolerant.
  • Sometimes Dropping the Ball is the right answer
    Communication is Fault Tolerant.
  • “Psychic Weight”
  • Let it go
  • My Vision Board
  • Vision Board
  • Efficiency
  • Identify Data Streams
    • Twitter, Facebook, Google Reader, Email, Snail Mail, SMS, Skype, GChat, Comments, Contact Form, Voicemail, etc.
    • Sort by Signal vs. Noise
    • Which packets can be dropped
  • Identify Data Streams - SORTED
    • Phone
    • Work Email
    • Bosses
    • CC:ed vs. To:
    • Personal Email
    • Wife, Parents, Family
    • All Others
    • Twitter
    • Google Reader
    • My “Tivo”
  • Email Rules/Filters
  • Email
    Don’t check email in the morning
    If you respond, they will respond…
    You teach people how to treat you.
    Don’t put energy into things you don't want more of.
    * David Allen
  • Conserve Your Keystrokes
    * Jon Udell
  • Find aTrusted Sourceand put stuff there
  • The Trusted Source
    • Pick one location for a medium
    • Keep it…
    • open all the time
    • updated all the time
  • Schedule Work Sprints
  • * David Allen
  • Recognize Internal Interruptions
    “The first objective is to be aware of the number and type of internal interruptions. Observe them, accept them, and schedule them or delete them…”
  • Scott Hanselman
  • Scott Hanselman
  • Recognize External Interruptions
    “The second objective is tobe aware of the number and type of external interruptions.”
  • Interruptions
    • Targeting
    • Discovery
    • Delivered
    * Office Space
  • Principles of Flow
    Everything important will find its way to you many, many times: don’t worry if you miss it.
    Remain in your flow: be wrapped up in the thing that has captured your attention.
    * Stowe Boyd http://saunderslog.com/2007/02/27/communications-underload-stowe-boyd/
  • The optimal number of threads in any system is one. This includes humans.
    Multitasking
  • The optimal number of threads in any system is one. This includes humans.
    Multitasking
  • Feasible Multitasking
    • Walk and Chew Gum
    • Workout and listen to Podcasts
    • Drive and do Email by Voice
    • Commute and Read
    • Utilize Idle/Waiting Time
    * LifeHacker
  • Multitasking
    * Kathy Sierra
  • Multitasking
    You can't simultaneously be current on:
    Technology
    Current events
    Pop culture
    Professional practices
    Health/fitness/diet trends
    * Kathy Sierra
  • Let someone else aggregate
    Finding the right person, business, web site, etc. who does the best job of filtering (attenuating) in a specific area adds time to your life.
    * Kathy Sierra
  • News Tips
    Audit Your News Feeds for Noise
    If there’s another 9/11, you’ll hear.
  • Let someone else guide
    Find a person who can tell you what is:
    Must know
    Should know
    Trivia
    * Kathy Sierra http://headrush.typepad.com/creating_passionate_users/2006/04/the_myth_of_kee.html
  • * Kathy Sierra http://headrush.typepad.com/creating_passionate_users/2006/04/the_myth_of_kee.html
  • Tools
  • Right Tools For the Job?
  • * Paul Chin
  • * Paul Chin
  • Shoeboxed Scan Business Cards
    • Physical Trusted Source
    43 Folders“Reminders”
  • Get Paid With Harvest
  • Sync To Paper
  • Echosign Electronic Signatures
  • Evernote
  • OneNote & OneNote for iPhone
  • Secure Passwords in one spot
    http://Keepass.info
  • Instapaper and Bookmarklets
  • Instapaper and Bookmarklets
  • Remember the Milk
  • DropBox
  • Google Apps: Spam free Email, Calendar & shared docs
  • Office365.com - $6 per month.
  • Throw it out?
    If it’s not helping me to make money, if it’s not improving my life in some way, it’s mental clutter and it’s out.” - Christopher Hawkins
  • Conclusion
    Audit and Sort your Sources
    Schedule Work Sprints
    Turn off distractions
    How are you triaging your inbox?
    Are you effective?
    Are you efficient?
    Consider your personal Toolbox
  • Be well,do good work,and stay in touch@shanselman@adriarichards