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Productivity Hacks: Learn the Secrets of Highly Productive People

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What is a Pomodoro timer? Should you have a todo list? Where should you keep your stuff? How do you achieve more at work and maintain or create work/life balance? This MLA webinar will focus on strategies and tips to improve your information management, email management, task management & time management skills.

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Productivity Hacks: Learn the Secrets of Highly Productive People

  1. 1. @infoactivist #mlawebinar @mnlibraries Please enjoy this musical prelude: you should hear music Photo Credit: https://flic.kr/p/nUbhJM Friday, April 3, 15
  2. 2. @infoactivist #mlawebinar @mnlibraries Productivity Hacks: Learn the Secrets of Highly Productive People Anthony Molaro, Ph.D. Friday, April 3, 15
  3. 3. @infoactivist #mlawebinar @mnlibraries Who Am I? • Previously • Associate Dean of Library & Instructional Technology • Public Library Director • Head of Technical Services & Technology • Various other roles Friday, April 3, 15
  4. 4. @infoactivist #mlawebinar @mnlibraries MLIS%Program% Friday, April 3, 15
  5. 5. @infoactivist | @scottlib_mn | #sclstaffday Friday, April 3, 15
  6. 6. @infoactivist #mlawebinar @mnlibraries • Photo Credit https://flic.kr/p/7PAHC6 Friday, April 3, 15
  7. 7. @infoactivist #mlawebinar @mnlibraries Pop Quiz Photo Credit: https://flic.kr/p/dggnmV Friday, April 3, 15
  8. 8. @infoactivist #mlawebinar @mnlibrariesPhoto Credit: https://flic.kr/p/4L8K7b Friday, April 3, 15
  9. 9. @infoactivist #mlawebinar @mnlibrariesPhoto Credit: https://flic.kr/p/ap4ZTi Friday, April 3, 15
  10. 10. @infoactivist #mlawebinar @mnlibrariesPhoto Credit: https://flic.kr/p/7ndGEZ Friday, April 3, 15
  11. 11. @infoactivist #mlawebinar @mnlibrariesPhoto Credit: https://flic.kr/p/q4rJcY Worry Friday, April 3, 15
  12. 12. @infoactivist #mlawebinar @mnlibrariesPhoto Credit: https://flic.kr/p/q4rJcY Hurry is Worry in Motion Friday, April 3, 15
  13. 13. @infoactivist #mlawebinar @mnlibraries Effects • Decreased capacity to love those around us Friday, April 3, 15
  14. 14. @infoactivist #mlawebinar @mnlibraries Effects • Destroys passion, innovation & creativity Friday, April 3, 15
  15. 15. @infoactivist #mlawebinar @mnlibraries Effects • Leads to shallower lives Friday, April 3, 15
  16. 16. @infoactivist #mlawebinar @mnlibrariesPhoto Credits: https://flic.kr/p/99PoGQ Friday, April 3, 15
  17. 17. @infoactivist #mlawebinar @mnlibraries Big Ideas • Approaches & Methodologies • Time Management • Task Management • Information Management • Email Management • Habit Formation Friday, April 3, 15
  18. 18. @infoactivist #mlawebinar @mnlibraries Approaches & Methodologies Friday, April 3, 15
  19. 19. @infoactivist #mlawebinar @mnlibraries Friday, April 3, 15
  20. 20. @infoactivist #mlawebinar @mnlibraries Friday, April 3, 15
  21. 21. @infoactivist #mlawebinar @mnlibraries GTD - Contexts • A key component of GTD is the use of contexts • Contexts are tags you apply to something • @store @errand @work @desk are all contexts Friday, April 3, 15
  22. 22. @infoactivist #mlawebinar @mnlibraries Eisenhower Method http://jamesclear.com/wp-content/uploads/2014/04/eisenhower-box.jpg Friday, April 3, 15
  23. 23. @infoactivist #mlawebinar @mnlibraries Kanban • Kanban is a visual system. • It uses three main boards (to do, doing, done). • Works well for project managers. Friday, April 3, 15
  24. 24. @infoactivist #mlawebinar @mnlibraries Photo Credit: https://flic.kr/p/7h6YCc Friday, April 3, 15
  25. 25. @infoactivist #mlawebinar @mnlibraries Essentialism Friday, April 3, 15
  26. 26. @infoactivist #mlawebinar @mnlibraries Essentialism Friday, April 3, 15
  27. 27. @infoactivist #mlawebinar @mnlibraries Techniques Friday, April 3, 15
  28. 28. @infoactivist #mlawebinar @mnlibrariesPhoto Credit: https://flic.kr/p/XqGwP Friday, April 3, 15
  29. 29. @infoactivist #mlawebinar @mnlibraries 3 D’s • Distractions • Disruptions • Diversions Friday, April 3, 15
  30. 30. @infoactivist #mlawebinar @mnlibraries Pomodoro Photo Credit: http://upload.wikimedia.org/wikipedia/commons/3/34/Il_pomodoro.jpg Friday, April 3, 15
  31. 31. @infoactivist #mlawebinar @mnlibraries Standing Desk Friday, April 3, 15
  32. 32. @infoactivist #mlawebinar @mnlibraries Time Management Friday, April 3, 15
  33. 33. @infoactivist #mlawebinar @mnlibrariesPhoto Credit: https://flic.kr/p/632Ye5 Friday, April 3, 15
  34. 34. @infoactivist #mlawebinar @mnlibraries You schedule is the most powerful tool you have to shape the life you want Photo Credit: https://flic.kr/p/bnZKrV Friday, April 3, 15
  35. 35. @infoactivist #mlawebinar @mnlibraries My schedule should be far less about what I have to get done than who I want to become Friday, April 3, 15
  36. 36. @infoactivist #mlawebinar @mnlibraries The thoughtful and intentional re-crafting of my personal schedule can be one of the most creative, innovative and courageous endeavors I can put my hands to doing Friday, April 3, 15
  37. 37. @infoactivist #mlawebinar @mnlibraries What Should Go on Your Calendar? • Only time-bounded items should go on your calendar • This can include self-imposed time- bounded items Friday, April 3, 15
  38. 38. @infoactivist #mlawebinar @mnlibraries Friday, April 3, 15
  39. 39. @infoactivist #mlawebinar @mnlibraries Task Management Friday, April 3, 15
  40. 40. @infoactivist #mlawebinar @mnlibraries Task Management • Task management is the system that you use to tackle the tasks of life (and work). • Whether you use a GTD or Eisenhower system or something all your own. Friday, April 3, 15
  41. 41. @infoactivist #mlawebinar @mnlibraries Task Management • It is a to-do list that is well organized, time-bound and prioritized. • Anything that takes more than a few minutes should be placed in your task manager. Friday, April 3, 15
  42. 42. @infoactivist #mlawebinar @mnlibraries My Organization Friday, April 3, 15
  43. 43. @infoactivist #mlawebinar @mnlibraries Todoist Friday, April 3, 15
  44. 44. @infoactivist #mlawebinar @mnlibraries Todoist • Freemium ($29 a year). • Great for people who have solitary tasks. • Great for list builders. • Can email tasks. • Lots of tagging and foldering abilities. Friday, April 3, 15
  45. 45. @infoactivist #mlawebinar @mnlibraries Todoist Photo Credit: https://purplezengoat.files.wordpress.com/2012/09/todoist-7-day-view.jpg Friday, April 3, 15
  46. 46. @infoactivist #mlawebinar @mnlibraries Trello Friday, April 3, 15
  47. 47. @infoactivist #mlawebinar @mnlibraries Trello • Freemium ($45 a year). • Great for visual people. • Great for project managers. • Follows the Kanban approach. Friday, April 3, 15
  48. 48. @infoactivist #mlawebinar @mnlibraries Friday, April 3, 15
  49. 49. @infoactivist #mlawebinar @mnlibraries Friday, April 3, 15
  50. 50. @infoactivist #mlawebinar @mnlibraries Nirvana HQ Photo Credit: https://larrinski.files.wordpress.com/2010/09/nirvana_screenshot.png Friday, April 3, 15
  51. 51. @infoactivist #mlawebinar @mnlibraries Information Management Friday, April 3, 15
  52. 52. @infoactivist #mlawebinar @mnlibraries Information Management • Information management is the management of all of those little pieces of information that come into your life. • Can be either digital or analog but please pick one. • A good information management systems serves as an extension of your brain. Friday, April 3, 15
  53. 53. @infoactivist #mlawebinar @mnlibraries Information Management • Where do your store stuff like: • Notes from this session (and other notes) • Bookmarks and websites • Articles • Minutes and agenda • New ideas Friday, April 3, 15
  54. 54. @infoactivist #mlawebinar @mnlibraries Information Management • If you need to remember it or access it at some future point, it should go into an information management system. Friday, April 3, 15
  55. 55. @infoactivist #mlawebinar @mnlibraries Evernote Friday, April 3, 15
  56. 56. @infoactivist #mlawebinar @mnlibraries Evernote • Freemium ($60 per year) • Most widely used Information Management tool. • Has analog features. • Can email in information. • Video, photos, recordings are all OK. • Sharable. Friday, April 3, 15
  57. 57. @infoactivist #mlawebinar @mnlibraries Photo Credit: http://productivityist.com/how-i-use-evernote-for-beer-cellaring/ Friday, April 3, 15
  58. 58. @infoactivist #mlawebinar @mnlibraries Evernote Photo Credits: © 2013, Michael S. Hyatt.All rights reserved. Originally published at www.michaelhyatt.com. Friday, April 3, 15
  59. 59. @infoactivist #mlawebinar @mnlibraries Evernote Photo Credits: © 2013, Michael S. Hyatt.All rights reserved. Originally published at www.michaelhyatt.com. Friday, April 3, 15
  60. 60. @infoactivist #mlawebinar @mnlibraries Email Management Friday, April 3, 15
  61. 61. @infoactivist #mlawebinar @mnlibraries Email Management • You can use whatever email client/provider you like. • Rethink your email habits. Friday, April 3, 15
  62. 62. @infoactivist #mlawebinar @mnlibraries Email Habits • Imagine if you mail person rang your phone every time the post office received something for you. • Imagine walking out to the mail box several times a day. • Why do we treat email differently than traditional mail? Friday, April 3, 15
  63. 63. @infoactivist #mlawebinar @mnlibraries Email Management • Email is supposed to be long-form communications. • It should be used for things that are not urgent. • The phone, texting, and instant messaging are all tools that could be should be used for emergencies. Friday, April 3, 15
  64. 64. @infoactivist #mlawebinar @mnlibraries Email Management • Email has proven to be one of the biggest time sucks, productivity killers, and distractors of many of us. Friday, April 3, 15
  65. 65. @infoactivist #mlawebinar @mnlibraries Email Management • We treat email like its our job. Worse, we treat email like its a core function of our job. • Email is a aspect of your work life, but its a very small one. • For us, our job is to collect books, put on AMAZING programs, provide RA and reference, teach, engage our community. It is not live in email. Friday, April 3, 15
  66. 66. @infoactivist #mlawebinar @mnlibraries Email Management • Your goal should be to get in and out of email as fast as possible. • Respond to emails that will only take a few minutes to respond to. • Move more complex emails to your task management tool. Friday, April 3, 15
  67. 67. @infoactivist #mlawebinar @mnlibraries Habit Building Friday, April 3, 15
  68. 68. @infoactivist #mlawebinar @mnlibraries Habit Forming • Many people want to form better habits so they use productivity tools to do so, but it often leads to failure. • You need to use the right tool for the right thing. Friday, April 3, 15
  69. 69. @infoactivist #mlawebinar @mnlibraries Don’t Break the Chain Photo Credits: https://minneapolisviolinlessons.files.wordpress.com/2014/05/dont-break-the-chain.jpg?w=350&h=200&crop=1 Friday, April 3, 15
  70. 70. @infoactivist #mlawebinar @mnlibraries Habit RPG Friday, April 3, 15
  71. 71. @infoactivist #mlawebinar @mnlibraries Friday, April 3, 15
  72. 72. @infoactivist #mlawebinar @mnlibraries Coach.ME (formerly Lift) Friday, April 3, 15
  73. 73. @infoactivist #mlawebinar @mnlibraries Coach.me • Is a goal-setting app. • Follows the “don’t break the chain” technique. • Also has a strong social element. Friday, April 3, 15
  74. 74. @infoactivist #mlawebinar @mnlibraries Friday, April 3, 15
  75. 75. @infoactivist #mlawebinar @mnlibraries Friday, April 3, 15
  76. 76. @infoactivist #mlawebinar @mnlibraries Quick Tips Friday, April 3, 15
  77. 77. @infoactivist #mlawebinar @mnlibraries Morning Routine • Morning people tend to: • Make more money • Be more productive • Be healthier and live longer • Be happier Friday, April 3, 15
  78. 78. @infoactivist #mlawebinar @mnlibraries My Morning Routine • Theme song • Breathing exercise • Meditation • Journaling (5-minute journal) • Day planning • 7-minute workout • Positive readings Friday, April 3, 15
  79. 79. @infoactivist #mlawebinar @mnlibraries Passwords • Stolen from my friend Anne Slaughter: • Set passwords to positive and encouraging phrases • Change your passwords when you change your clock • Use a tool like Lastpass Friday, April 3, 15
  80. 80. @infoactivist #mlawebinar @mnlibraries Avoid Distractions • Shut email and social media notifications off on your phone Friday, April 3, 15
  81. 81. @infoactivist #mlawebinar @mnlibraries Creative Habit Have a theme song(s) Photo Credit: http://www.becktench.com/blog/ Friday, April 3, 15
  82. 82. @infoactivist #mlawebinar @mnlibraries Quit Something Thursdays Friday, April 3, 15
  83. 83. @infoactivist #mlawebinar @mnlibraries Use a Timer onYour Internet Friday, April 3, 15
  84. 84. @infoactivist #mlawebinar @mnlibraries Take Better Meeting Notes Photo Credit: http://i1187.photobucket.com/albums/z386/marlacummins/Business/Blog%20Images/notes4.png Friday, April 3, 15
  85. 85. @infoactivist #mlawebinar @mnlibrariesPhoto Credits: https://flic.kr/p/7rZi9Q Friday, April 3, 15
  86. 86. @infoactivist #mlawebinar @mnlibraries Further Resources • David Allen, GettingThings Done, (Book) • Greg McKeown, Essentialism, (Book) • Michael Hyatt, http://michaelhyatt.com/ (Christian perspective) • Joshua Becker, http:// www.becomingminimalist.com/ • MikeVardy, http://productivityist.com/ • Leo Babauta, http://zenhabits.net/ Friday, April 3, 15
  87. 87. @infoactivist #mlawebinar @mnlibraries ThankYou • Questions? • You can follow up with me on Twitter too. Friday, April 3, 15

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