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5 Steps Toward Digital Efficiency
 

5 Steps Toward Digital Efficiency

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These slides accompany a talk about five key ways to improve digital efficiency in order to get more done, savor life and have more time to be creative. The slides focus on specific systems and tools ...

These slides accompany a talk about five key ways to improve digital efficiency in order to get more done, savor life and have more time to be creative. The slides focus on specific systems and tools for improving digital efficiency.

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  • That's a really thorough list of tools! Going through this list reminds me of the saying: does a woodcutter get more done if he stops to sharpen his saw and continue, or by going at it non-stop for days? I have to confess, I also spend a lot of time searching for and trying out new tools with the potential to save me time... how would you defeat that?
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    5 Steps Toward Digital Efficiency 5 Steps Toward Digital Efficiency Document Transcript

    • !1 5 Steps Toward
 Digital Efficiency by @jeremycaplan !2 Links, Notes + Slides: bit.ly/ninjasteps by @jeremycaplan
    • !3 Please Contact Me! jeremy@jeremycaplan.com Follow Me on Twitter: @jeremycaplan bit.ly/ninjasteps = All links, notes and slides Pulse Check !4 ! Do you expect to have the same phone in two years? !
    • !5 ! Do you receive more than 120 email messages a day? ! !6 About Me
    • !11 Why Bother with Digital Efficiency? !12
    • We Are Flooded with Information !13 ! INBOX = SWAMP !14
    • Weekly Emails 500+ !15 Daily Bits of Info Notes, Phone Numbers, Tasks, Sites, Tweets... 50+ !16
    • We Have More Stuff to Keep Track Of, But Less Time Year 2008 2009 2010 2011 2012 2013 2014 2015 Number of Daily Info Bits Amount of Spare Time !17 We Haven’t Even Mentioned... !18
    • !19 !20
    • !21 Manage this FLOOD = Make Time to: ! CREATE LEARN ENJOY Einstein’s Desk !22
    • Two Key Elements in Getting Things Done Systems and Tools !25 Systems Tools Techniques, Practices, Behaviors and Frameworks Sites, Software, 
 Plug-Ins and Apps Quick Summary Agenda 5 Steps Toward Digital Efficiency !26 Create an Extra Hour Save your brain for what matters Draw a Life Map Turbocharge Your Email Make the Most of Mobile Sharpen Your Toolkit Put the big stuff in perspective Search, batch, filter, and act Pick 10 apps & master them Stay ahead with useful resources
    • What’s a Digital Ninja? !27 !28 Someone who gets things done Image By Justin Leibow 
    • !29 … Who has time to be creative Image By Justin Leibow  !30 … and time to savor life Image By Justin Leibow 
    • Digital Ninja = ! Gets Things Done Savors Life !31 Digital Ninja = ! Manages inflow and outflow of digital info efficiently !32
    • !33 What Do Ninjas Need? Systems and Tools Image By Justin Leibow  Two Key Elements in Getting Things Done Systems and Tools !34 Systems Tools Techniques, Practices, Behaviors and Frameworks Sites, Software, 
 Plug-Ins and Apps
    • !35 1. CREATE AN EXTRA HOUR Image By Justin Leibow  !36 SIMPLIFY Image By Justin Leibow 
    • !37 When it comes to tools, Pick. Stick. Dig. Image By Justin Leibow  !38
    • A powerful, flexible, easy-to-use digital file cabinet Evernote Desktop: Store and Find Notes Web: Clip and Save Anything Email: Forward Key Messages Mobile: Collect on the Go !39 !40
    • !41 Evernote !42
    • The best way to create, edit and share documents Google Drive Access Anywhere on Any Device Collaborate and Publish Efficiently Full Suite Integrates Well Reliable and Consistent !43 Why Evernote AND GDrive? !44
    • Evernote = File Cabinet Google Drive = Docs !45 Social Dashboard Master List ‣ 3 Primary Streams: Home, Direct Messages & Mentions ‣ 3 Search Terms (i.e. Hashtags, Topic, Person) ‣ 3 Lists (i.e. Experts, Colleagues, Quality Topic Curators) ‣ 3 Key Accounts (i.e. Job, Mentor, Key Source, Competitor) ‣ 3 Other Networks (Facebook, LinkedIn, Instagram) ‣ 3 Aids: Scheduled Messages, Sent Messages, Drafts !46
    • !47 A good toolkit has more than a single hammer Image By Justin Leibow  !48 Make Micro-Changes Image By Luke Chesser
    • !49 Digital Assistants Automate Repetitive Tasks Spend your time, energy and brainpower where it’s needed or enjoyed !50
    • Bill Payment Auto-Deposits Budget Tracking ! !51 Automate !52 The best way to create triggers to automate common tasks IFTTT (IF This, Then That)
    • !53 !54
    • !55 !56
    • !57 Automate Typing Automate Typing Type something once, fine. Type it twice, fine. Type the same thing 50 times? You’re wasting time. !58
    • !59 TextExpander !60
    • Agileroute.com/clipboardhistory !61 !62
    • !64
    • Focus on what works for you and stick with it Pick and Stick To 10 Tools !65 20 80 Primary Tools Experiments Source: Name of Data Provider The 80/20 Rule We do 80% of your work with our primary tools The services I rely on most Key Tools !66 ‣ Dropbox ‣ Evernote ‣ Toodledo ‣ Hootsuite ‣ TextExpander ‣ Gmail ‣ GDrive ‣ GCal/Contacts ‣ GVoice ‣ ClipboardHistory
    • !67 Streamline Image By Justin Leibow  Keep it Streamlined Choose tools that work well together !68 Toolbox Tips
    • Keep it Consistent Pick & stick to tools !69 Toolbox Tips Keep it Simple Choose tools that suit your workflow !70 Toolbox Tips
    • !71 2. Draw a Life Map Image By Alejandro Escamilla Simple life map areas of focus (Family, job, Charity, Hobby) Projects (Multi-Step work on the horizon) Tasks (Individual To-Do Items) !72
    • Draft your areas of focus, your projects and tasks !73 Manage the Big Picture ‣ 4 Areas of Focus ‣ 10 Projects for Each Area ‣ 20 Tasks for Each Project An example !74 Manage the Big Picture ‣ My Areas of Focus: LEARN | CREATE | TEACH | LIVE ‣ 10 Key Projects in each Area: e.g. Learn Motion 5 ‣ 20 Tasks Per Project: e.g. 15 minutes Read Chap. 1
    • Tools for Projects/Tasks Trello and Toodledo
    • !77 Trello !78
    • Toodledo !79 Keep Task Lists Simple Imminent vs. Someday
    • A Smarter Calendar Meetings + Events + Tasks Email Integration Mobile-Friendly What About Willpower? It’s Overrated
    • “...We each have one reservoir of will and discipline, and it gets progressively depleted by any act of conscious self-regulation...” ! - Tony Schwartz ! ! Harvard Business Review! http://bit.ly/rituals101 Establish Rituals
    • Just Do. Don’t Overthink. “It is a profoundly erroneous truism that we should cultivate the habit of thinking of what we are doing” ! ! “The precise opposite is the case. Civilization advances by extending the number of operations we can perform without thinking about them.”! ! - A.N. Whitehead, Philosopher, 1911!
    • Rituals First Things First Mini Triggers Tech Sabbath First Things First
 Start the day with the most important project
    • “Launching my work day by focusing first on whatever I've decided the night before is the most important activity I can do that day. Then taking a break after 90 minutes to refuel...”! ! - Tony Schwartz, ! Harvard Business Review ! Tech Sabbath No-Tech Saturday Morning No Tech 1 Hour Before Bed No Tech Before Breakfast !90
    • Up to a two line subtitle, generally used to describe the takeaway for the slide !91 !92
    • !93 !94 3. Turbocharge Your Email Image By Vadim Sherbakov
    • !95 Search, Don’t File Finding a message by hunting through folders takes 3.4 times as long as searching for it. Source: IBM Research !96 FOLDERS
    • !97 Find Web Info = Google Search !98 Find Email Info = EMail Search
    • !99 Use Email Tags: #ej14 #projectx @pat !100 Send @ 6am Not 4pm A message sent at 6am is three times as likely to have a link clicked on than one sent at 4pm Source: ReviveYourInbox.com
    • !101 73 Seconds Email replies take an average of 73 secs to compose Be Super Brief Source: ReviveYourInbox.com !102 See five.sentenc.es = a plea for short email
    • !103 Sunday = Good day to reach people by email ! 27% of Sunday emails are read ! Source: Yesware Study !104 4 Useful Searches: has:attachment from:caren subject:budget newer_than:2d
    • !105 Or use a combo: has:attachment budget 4 Gmail Shortcuts C"="Compose" R"="Reply" A"="Reply"All" F"="Forward !106
    • !107 Or use a combo: has:attachment budget !108
    • Batch, Don’t Squirrel Focus on 1 thing at a time. Your attention is valuable. Don’t squander it. !109 Don’t Be a Squirrel Check email every hour, not every minute !110
    • !111 Schedule Email Time 12 messages per day on average require substantial effort. That takes an average of 90 minutes Source: ReviveYourInbox.com !112 #Chronoplan = When’s your emailing sharpest?
    • !113 Act, Don’t Postpone !114 37%% of emails on which recipients defer action Source: Carnegie Mellon Research
    • !115 Do = <2 Min Reply Defer = Sked/Delegate Dump = Archive/Delete Do, Defer or Dump Fool me once, shame on you... !116 Fool me twice, I need a filter
    • Filter By: Sender’s Name or Address Subject Line Recipients Keywords !117 !118 Unroll.me
    • !119 Use Email to Send to: Evernote Instapaper Pocket Dropbox Toodledo super.cc = Add to calendar by email !120
    • The hottest thing in email keeps evolving... Email Adoption Curve !121 Innovators Early Adopters Early Majority Late Majority Laggards TheChasm AOL The first email account many of us had: not fancy, but eye-opening Hotmail The first mass-email product that got the attention of the masses Gmail Revolutionary. Rethought everything - from account size to conversations. Sparrow, Mailbox, Boxer New email tools are recognizing how email has changed Boomerang !122
    • Boomerang !123 !124
    • Nudgemail !125 Nudgemail !126
    • Rapportive !128
    • Rapportive !129 WiseStamp !130
    • WiseStamp email signature !131 !132 Contactually.com
    • !133 Contactually.com
    • !135 4. Make the Most of Mobile Image By Sebastian Müller Digital Efficiency on the Go Mastering Mobile !136 Mobile Gear Key Apps More Tips & Tools A look at mobile tools of use for digital efficiency A quick tour through handy apps for getting things done Some additional resources for mobile reporting
    • Up to a two line subtitle, generally used to describe the takeaway for the slide !137 Additional Notes: bit.ly/ninjamobile 8 Handy Mobile Apps for Efficiency TASKS CALENDAREMAIL READING NOTES CAMERAPODCASTS PHOTO EDITING TOODLEDO BOXER SUNRISE INSTAPAPER EVERNOTE DOWNCAST CAMERA+ SNAPSEED
    • A Google Doc with Mobile App Tips and Recommendations 21 Tips for Mobile Ninjas ‣bit.ly/ninjamobile !139 !140 Quick Tips
    • !141 Stay Home. !142 Airplane Mode.
    • !143 Go Wide. !144 Pick. Stick. Dig.
    • !145 Camera+ !146 Camera+ Useful Features Easy to Master Efficient Workflow
    • !147 !148
    • !149 !150
    • !151 !152
    • !153 Fix Lighting... After Snapping Pix !154
    • !155 !156
    • !157 !158
    • !159 !160 Snapseed.
    • !161 Snapseed Simple Interface Fast Edits Finger Gestures !162
    • !163 !164
    • !165 !166
    • !167 Instapaper !168 Instapaper
    • !169 Olioclip !170
    • !171 !172
    • !173 !174
    • !175 Find Top Apps !176 Netted.net
    • !177 Quora.com !178 App apps.
    • !179 Hashtags. #BestApps etc ProductHunt.Co !180
    • BetaLi.st !181 pinterest.com/journalismtools !182
    • !183 5. Sharpen Your Toolkit Image By Sebastian Müller otranscribe.com
    • picmonkey.com bufferapp.com
    • quickcast.io cropp.me
    • tagcrowd.com typeform.com
    • smore.com !192 Lostphotosapp.com
    • !193 otixo.com Useful resources for staying up to date New Sites and Startups !194 BetaLi.st ProductHunt.co JournalismTools New Sites and Resources New Startups Ranked pinterest.com/JournalismTools
    • Useful resources for staying up to date Tech Updates !195 Netted Lynda.com MakeUseOf A daily tech tools newsletter Top-notch online learning Free guides and tip sheets Top news sources for new sites, apps, and tools Useful Tech Resources !196 ReadWriteWeb The Next Web Alltop Smart tech industry news Rising star in tech coverage Aggregator of top blogs
    • Help for queries Figuring Stuff Out !197 Quora Lifehacker Mashable Expert questions and answers Great tech pointers Social media news !198 Use EMailFuture.com to send yourself an email in 30 days w/ 3 objectives
    • !199 Contact Me jeremy@jeremycaplan.com Follow Me on Twitter: @jeremycaplan bit.ly/ninjasteps = All links, notes and slides !200 Links, Notes + Slides: bit.ly/ninjasteps by @jeremycaplan