Productivity Power User

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This presentation introduces the viewer to some of the more advanced concepts of information management, specifically for anyone using Microsoft Outlook, the ideas can be adapted to any email client. …

This presentation introduces the viewer to some of the more advanced concepts of information management, specifically for anyone using Microsoft Outlook, the ideas can be adapted to any email client. Any questions, find me at http://about.me/rdiver

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Transcript

  • 1. Productivity by Richard Diver
  • 2. “I don’t have enough time!”
  • 3. I got that done “just in time”“I have anunderstandingfamily”
  • 4. Lifestyle | BalanceAre these problems created by the person? Or by the work culture?Working longer hours = better results? Or just a perception?
  • 5. “Drinking from the Fire-Hose” There’s too much information coming at me too fast!
  • 6. I don’t like Organisation, it’s too stiff – I’m Creative!
  • 7. Specialised Training Self-Help Books1:1 Sessions
  • 8. http://www.TED.com - Carl Honoré
  • 9. Effective Email ManagementProductive Time ManagementTracking Information
  • 10. To Learn You Don’t Know what You Don’t Know. Unconscious - Incompetent Conscious - Incompetent Conscious - Competent Unconscious - Competent
  • 11. A System of Productivity
  • 12. Inbox 2 Zero• Create a new folder with todays date• Move all emails from inbox to this folder• Process these emails over the next few days/weeks• From now on dedicate 30 minutes to empty your inbox• Don’t let your inbox grow more than 3 days of email
  • 13. Reduce incoming flow• Create a new folder called .Inbox-Other• Create a rule to move all mail here, except if you are on the To. Or Cc. line• Allows you to focus on important/actionable emails• This folder should still be emptied each day
  • 14. Big clean out• If your rules have become unmanageable, delete them all and create this new one:
  • 15. Email filter & rules• Create new rules to automatically handle routine emails that come into .Inbox-Other• Example: All emails sent To: WORKLIFE, move to a folder called “WLB Discussions”• To prevent duplicate emails, ensure every rule includes: “and stop processing more rules”• Clean up your rules to ensure they process in the correct order and minimise the complexity
  • 16. Process Information • To prevent missing important information, use favourites as a dashboard: • Add/Remove folders depending on current priorities • All Unread Mail should be kept low, less than 100 is good
  • 17. Take Control Do it Defer it Delegate it Delete it File it
  • 18. Reduce Distractions & Focus
  • 19. Disable Notifications • Click on the Outlook Taskbar Icon:
  • 20. Work From Schedule • Options, Other, Advanced Options: • Change “Startup in this folder:” to Calendar
  • 21. “Time is Money” …so spend it wisely!
  • 22. Routine = Productivity PlanReview Action
  • 23. Baseline Calendar Include regular activities such as: • Travel, Expenses, Training • Exercise: Yoga, Running, Gym • Processing Email, Reading RSS Feeds • Meetings: Email/Phone/In-Person • Projects, Research, Documentation • And don’t forget: LUNCH!
  • 24. Baseline Calendar
  • 25. Focus Your Time Drag items to the calendar and prioritise your time
  • 26. Remember the following: Divide your time into chunks Reduced Distractions Review your priorities & commitments Reschedule incomplete work
  • 27. by Richard DiverIf you would like further information or advice please get in touch: http://about.me/rdiver