Productivity               by   Richard Diver
“I don’t have enough time!”
I got that done                “just in time”“I have anunderstandingfamily”
Lifestyle | BalanceAre these problems created by the person?                  Or by the work culture?Working longer hours ...
“Drinking from the Fire-Hose” There’s too much information coming at me too fast!
I don’t like Organisation, it’s too stiff – I’m Creative!
Specialised Training      Self-Help Books1:1 Sessions
http://www.TED.com - Carl Honoré
Effective Email ManagementProductive Time ManagementTracking Information
To Learn You Don’t Know what You Don’t Know.    Unconscious    -    Incompetent    Conscious      -    Incompetent    Cons...
A System of Productivity
Inbox 2 Zero•   Create a new folder with todays date•   Move all emails from inbox to this folder•   Process these emails ...
Reduce incoming flow• Create a new folder called .Inbox-Other• Create a rule to move all mail here, except if you are on  ...
Big clean out• If your rules have become unmanageable, delete them  all and create this new one:
Email filter & rules• Create new rules to automatically handle routine  emails that come into .Inbox-Other• Example: All e...
Process Information • To prevent missing important information, use favourites as   a dashboard: • Add/Remove folders depe...
Take Control        Do it                Defer it                           Delegate it                                   ...
Reduce Distractions & Focus
Disable Notifications   • Click on the Outlook Taskbar Icon:
Work From Schedule   • Options, Other, Advanced Options:   • Change “Startup in this folder:” to Calendar
“Time is Money”      …so spend it wisely!
Routine = Productivity           PlanReview                  Action
Baseline Calendar Include regular activities such as:    •   Travel, Expenses, Training    •   Exercise: Yoga, Running, Gy...
Baseline Calendar
Focus Your Time Drag items to the calendar and prioritise your time
Remember the following:  Divide your time into chunks  Reduced Distractions  Review your priorities & commitments  Resched...
by   Richard DiverIf you would like further information or       advice please get in touch:      http://about.me/rdiver
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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. Any questions, find me at http://about.me/rdiver

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Productivity Power User

  1. 1. Productivity by Richard Diver
  2. 2. “I don’t have enough time!”
  3. 3. I got that done “just in time”“I have anunderstandingfamily”
  4. 4. Lifestyle | BalanceAre these problems created by the person? Or by the work culture?Working longer hours = better results? Or just a perception?
  5. 5. “Drinking from the Fire-Hose” There’s too much information coming at me too fast!
  6. 6. I don’t like Organisation, it’s too stiff – I’m Creative!
  7. 7. Specialised Training Self-Help Books1:1 Sessions
  8. 8. http://www.TED.com - Carl Honoré
  9. 9. Effective Email ManagementProductive Time ManagementTracking Information
  10. 10. To Learn You Don’t Know what You Don’t Know. Unconscious - Incompetent Conscious - Incompetent Conscious - Competent Unconscious - Competent
  11. 11. A System of Productivity
  12. 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. 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. 14. Big clean out• If your rules have become unmanageable, delete them all and create this new one:
  15. 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. 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. 17. Take Control Do it Defer it Delegate it Delete it File it
  18. 18. Reduce Distractions & Focus
  19. 19. Disable Notifications • Click on the Outlook Taskbar Icon:
  20. 20. Work From Schedule • Options, Other, Advanced Options: • Change “Startup in this folder:” to Calendar
  21. 21. “Time is Money” …so spend it wisely!
  22. 22. Routine = Productivity PlanReview Action
  23. 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. 24. Baseline Calendar
  25. 25. Focus Your Time Drag items to the calendar and prioritise your time
  26. 26. Remember the following: Divide your time into chunks Reduced Distractions Review your priorities & commitments Reschedule incomplete work
  27. 27. by Richard DiverIf you would like further information or advice please get in touch: http://about.me/rdiver
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