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James Yeang Presentation at Barcamp Malaysia 2008

How to become more productive in the workplace.

Edit Oct 2017: This is probably one of my most timeless presentations. Almost 10 years on, I still use these methods.

1. The ability to search your entire desktop, and within all the files. X1 was and still is the best in the market. Google also had a competing product to X1 with their desktop search, and a lot of what they learnt about indexing non-websites was put into great products like Google drive.
2. Delaying all your sent emails, so it sits in your outbox for two minutes so you actually get effective email recalls. Sort of like the Gmail undo-send function which Google rolled out in 2015.
3. Cloud storage (If you're wondering why I'm pushing things like File Hamster, it's because Google Drive was only launched in 2012, and Dropbox was barely a year old and was not mainstream in 2008.
4. Applying GTD methodology to Outlook to deal with email overload so you're looking at the right thing at the right time. Sort of like what Google was trying to do with their Inbox
product in 2014.

I hope you try these methods and gain as much productivity as I have. After about 10 years, it's still worth downloading and applying it to your worklife.

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James Yeang Presentation at Barcamp Malaysia 2008

  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