My presentation at barcamp


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How to become 25% more productive

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My presentation at barcamp

  1. 2. How to become 25% more productive Essential free tools for the modern office By James Yeang of Friedbeef’s Tech ( )
  2. 3. What’s in it for you <ul><li>Email – How to handle heavy loads without going nuts </li></ul><ul><li>The 2 nd chance Outlook Rule </li></ul><ul><li>Portable productivity – who needs admin rights? </li></ul>Image CC Scattynobrain
  3. 4. CC Visualpanic
  4. 5. 1. Email – How to handle heavy loads without going nuts
  5. 6. Simplified GTD Steps <ul><li>Process Email in Batches </li></ul><ul><li>Whatever can be finished now, do it now </li></ul><ul><li>Whatever needs time to finish, assign a timeline to it, and do it later </li></ul><ul><li>Have ONE and only ONE To-do list </li></ul>
  6. 7. Ingredients <ul><li>1 Desktop Search Tool </li></ul><ul><li>1 Outlook Email Client </li></ul>
  7. 8. A typical morning?
  8. 9. Email can be dealt < 2 minutes
  9. 10. Dealt with and moved
  10. 11. Email needs follow-up
  11. 15. Drag email to Follow-up basket
  12. 16.
  13. 17. Zero Inbox
  14. 18. No Action Required Action Required
  15. 19. Do one thing at a time, and move on to the next, according to priority a Sort by reminder time (You may need to add this field in Outlook 2000/03)
  16. 20. Once follow-up items are done, they are moved here
  17. 21. <ul><li>Have one and ONLY one To Do list </li></ul>
  18. 22. Gather all >2 minute tasks and email them to yourself CC Stich, Steve Roe , bkzzang
  19. 23. Bcc yourself on every email that needs further action from someone else … then treat it as an email to be followed up on
  20. 24. Sorting & Organizing Information
  21. 25. Desktop Search
  22. 26. What we’ve done Use Outlook as the One and ONLY one To-Do list Go through every email and acting on it if <2mins Mark it for follow up, and assign a reminder if >2 mins Move everything in the inbox to either a DONE or FOLLOWUP folder You get an empty inbox You remove the clutter of the items which don’t need action now You get to focus on what’s next - based on the timelines you set
  23. 27. Outcome? <ul><li>Next actions are clearly defined as everything is prioritized accordingly </li></ul><ul><li>NOTHING no matter how small slips under the cracks </li></ul><ul><li>Desktop search finds everything fast </li></ul>
  24. 28. CC Visualpanic
  25. 29. For similar projects visit
  26. 30. 2. The 2 nd chance Outlook rule
  27. 31. Murphy’s Law #99: <ul><li>“ You will realize you needed to add something to an email …ONLY when you’ve hit the SEND button” </li></ul>
  28. 32. The magic workaround
  29. 38. No more… <ul><li>Hitting the send button too soon </li></ul><ul><li>Forgetting attachments </li></ul><ul><li>Angry email written in the heat of the moment </li></ul>
  30. 39. 3. Portable productivity – who needs admin rights?
  31. 40. How to constantly backup your work without even trying Http://
  32. 41. What it does Watch a directory Detect changes Save a NEW instance of the file
  33. 53. Accidents happen! <ul><li>Deleted by mistake </li></ul><ul><li>File wrongly over-written </li></ul><ul><li>Document becomes corrupt </li></ul><ul><li>Wrong changes saved </li></ul>CC Caro Wallis
  34. 54. For more portable freeware visit <ul><li> </li></ul><ul><li> </li></ul><ul><li> </li></ul>
  35. 55. For more productivity tips visit… <ul><li> </li></ul>
  36. 56. To recap…
  37. 57. Thank you for attending Enjoy your extra free time! Visit Friedbeef’s Tech ( ) CC Visualpanic