!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...
!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
...
!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 Framework...
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
!...
!33
What Do Ninjas Need?
Systems and Tools
Image By Justin Leibow 
Two Key Elements in Getting Things Done
Systems and Too...
!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
Em...
!41
Evernote
!42
The best way to create, edit and share documents
Google Drive
Access Anywhere on Any Device
Collaborate and Publish Efficie...
Evernote = File Cabinet
Google Drive = Docs
!45
Social Dashboard Master List
‣ 3 Primary Streams: Home, Direct Messages & ...
!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
IFT...
!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 was...
!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 ...
!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 T...
!71
2. Draw a Life Map
Image By Alejandro Escamilla
Simple life map
areas of focus
(Family, job, Charity, Hobby)
Projects
...
Draft your areas of focus, your projects and tasks
!73
Manage the Big Picture
‣ 4 Areas of Focus
‣ 10 Projects for Each Ar...
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-reg...
Just Do. Don’t Overthink.
“It is a profoundly erroneous truism that we
should cultivate the habit of thinking of
what we a...
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
...
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: I...
!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 ...
!101
73 Seconds
Email replies take an average of 73 secs to compose
Be Super Brief
Source: ReviveYourInbox.com
!102
See
fiv...
!103
Sunday = Good day to
reach people by email
!
27% of Sunday emails
are read
!
Source: Yesware Study
!104
4 Useful Sear...
!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
...
!111
Schedule Email Time
12 messages per day on average require substantial
effort. That takes an average of 90 minutes
So...
!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
Fo...
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 Major...
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 Ke...
Up to a two line subtitle, generally used to describe the takeaway
for the slide
!137
Additional Notes: bit.ly/ninjamobile...
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 JournalismTool...
Useful resources for staying up to date
Tech Updates
!195
Netted Lynda.com MakeUseOf
A daily tech tools newsletter Top-not...
Help for queries
Figuring Stuff Out
!197
Quora Lifehacker Mashable
Expert questions and answers Great tech pointers Social...
!199
Contact Me
jeremy@jeremycaplan.com
Follow Me on Twitter: @jeremycaplan
bit.ly/ninjasteps =
All links, notes and slide...
5 Steps Toward Digital Efficiency
5 Steps Toward Digital Efficiency
5 Steps Toward Digital Efficiency
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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 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

  1. 1. !1 5 Steps Toward
 Digital Efficiency by @jeremycaplan !2 Links, Notes + Slides: bit.ly/ninjasteps by @jeremycaplan
  2. 2. !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? !
  3. 3. !5 ! Do you receive more than 120 email messages a day? ! !6 About Me
  4. 4. !11 Why Bother with Digital Efficiency? !12
  5. 5. We Are Flooded with Information !13 ! INBOX = SWAMP !14
  6. 6. Weekly Emails 500+ !15 Daily Bits of Info Notes, Phone Numbers, Tasks, Sites, Tweets... 50+ !16
  7. 7. 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
  8. 8. !19 !20
  9. 9. !21 Manage this FLOOD = Make Time to: ! CREATE LEARN ENJOY Einstein’s Desk !22
  10. 10. 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
  11. 11. What’s a Digital Ninja? !27 !28 Someone who gets things done Image By Justin Leibow 
  12. 12. !29 … Who has time to be creative Image By Justin Leibow  !30 … and time to savor life Image By Justin Leibow 
  13. 13. Digital Ninja = ! Gets Things Done Savors Life !31 Digital Ninja = ! Manages inflow and outflow of digital info efficiently !32
  14. 14. !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
  15. 15. !35 1. CREATE AN EXTRA HOUR Image By Justin Leibow  !36 SIMPLIFY Image By Justin Leibow 
  16. 16. !37 When it comes to tools, Pick. Stick. Dig. Image By Justin Leibow  !38
  17. 17. 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
  18. 18. !41 Evernote !42
  19. 19. 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
  20. 20. 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
  21. 21. !47 A good toolkit has more than a single hammer Image By Justin Leibow  !48 Make Micro-Changes Image By Luke Chesser
  22. 22. !49 Digital Assistants Automate Repetitive Tasks Spend your time, energy and brainpower where it’s needed or enjoyed !50
  23. 23. Bill Payment Auto-Deposits Budget Tracking ! !51 Automate !52 The best way to create triggers to automate common tasks IFTTT (IF This, Then That)
  24. 24. !53 !54
  25. 25. !55 !56
  26. 26. !57 Automate Typing Automate Typing Type something once, fine. Type it twice, fine. Type the same thing 50 times? You’re wasting time. !58
  27. 27. !59 TextExpander !60
  28. 28. Agileroute.com/clipboardhistory !61 !62
  29. 29. !64
  30. 30. 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
  31. 31. !67 Streamline Image By Justin Leibow  Keep it Streamlined Choose tools that work well together !68 Toolbox Tips
  32. 32. Keep it Consistent Pick & stick to tools !69 Toolbox Tips Keep it Simple Choose tools that suit your workflow !70 Toolbox Tips
  33. 33. !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
  34. 34. 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
  35. 35. Tools for Projects/Tasks Trello and Toodledo
  36. 36. !77 Trello !78
  37. 37. Toodledo !79 Keep Task Lists Simple Imminent vs. Someday
  38. 38. A Smarter Calendar Meetings + Events + Tasks Email Integration Mobile-Friendly What About Willpower? It’s Overrated
  39. 39. “...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
  40. 40. 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!
  41. 41. Rituals First Things First Mini Triggers Tech Sabbath First Things First
 Start the day with the most important project
  42. 42. “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
  43. 43. Up to a two line subtitle, generally used to describe the takeaway for the slide !91 !92
  44. 44. !93 !94 3. Turbocharge Your Email Image By Vadim Sherbakov
  45. 45. !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
  46. 46. !97 Find Web Info = Google Search !98 Find Email Info = EMail Search
  47. 47. !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
  48. 48. !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
  49. 49. !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
  50. 50. !105 Or use a combo: has:attachment budget 4 Gmail Shortcuts C"="Compose" R"="Reply" A"="Reply"All" F"="Forward !106
  51. 51. !107 Or use a combo: has:attachment budget !108
  52. 52. 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
  53. 53. !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?
  54. 54. !113 Act, Don’t Postpone !114 37%% of emails on which recipients defer action Source: Carnegie Mellon Research
  55. 55. !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
  56. 56. Filter By: Sender’s Name or Address Subject Line Recipients Keywords !117 !118 Unroll.me
  57. 57. !119 Use Email to Send to: Evernote Instapaper Pocket Dropbox Toodledo super.cc = Add to calendar by email !120
  58. 58. 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
  59. 59. Boomerang !123 !124
  60. 60. Nudgemail !125 Nudgemail !126
  61. 61. Rapportive !128
  62. 62. Rapportive !129 WiseStamp !130
  63. 63. WiseStamp email signature !131 !132 Contactually.com
  64. 64. !133 Contactually.com
  65. 65. !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
  66. 66. 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
  67. 67. A Google Doc with Mobile App Tips and Recommendations 21 Tips for Mobile Ninjas ‣bit.ly/ninjamobile !139 !140 Quick Tips
  68. 68. !141 Stay Home. !142 Airplane Mode.
  69. 69. !143 Go Wide. !144 Pick. Stick. Dig.
  70. 70. !145 Camera+ !146 Camera+ Useful Features Easy to Master Efficient Workflow
  71. 71. !147 !148
  72. 72. !149 !150
  73. 73. !151 !152
  74. 74. !153 Fix Lighting... After Snapping Pix !154
  75. 75. !155 !156
  76. 76. !157 !158
  77. 77. !159 !160 Snapseed.
  78. 78. !161 Snapseed Simple Interface Fast Edits Finger Gestures !162
  79. 79. !163 !164
  80. 80. !165 !166
  81. 81. !167 Instapaper !168 Instapaper
  82. 82. !169 Olioclip !170
  83. 83. !171 !172
  84. 84. !173 !174
  85. 85. !175 Find Top Apps !176 Netted.net
  86. 86. !177 Quora.com !178 App apps.
  87. 87. !179 Hashtags. #BestApps etc ProductHunt.Co !180
  88. 88. BetaLi.st !181 pinterest.com/journalismtools !182
  89. 89. !183 5. Sharpen Your Toolkit Image By Sebastian Müller otranscribe.com
  90. 90. picmonkey.com bufferapp.com
  91. 91. quickcast.io cropp.me
  92. 92. tagcrowd.com typeform.com
  93. 93. smore.com !192 Lostphotosapp.com
  94. 94. !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
  95. 95. 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
  96. 96. 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
  97. 97. !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

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