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