Productivity day 2013: Towards Inbox Zero (Jussi Roine)


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This is a session I did at #ProductivityDay in May, 2013 on Inbox Zero, achieving Inbox Zero and productivity in general based on my own experiences.

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Productivity day 2013: Towards Inbox Zero (Jussi Roine)

  1. 1. Towards Inbox Zero:Being ultraproductiveJussi Roine, Chief SharePoint ArchitectOnsight Helsinki
  2. 2. Organizers#ProductivityDay
  3. 3. Jussi Roine Architect, trusted advisor, mojito enthusiast Microsoft Certified Master: SharePoint 2010 Microsoft Certified Solutions Master: SharePoint Microsoft Certified Trainer Certified Scrum Master SharePoint User Group Finland Community
  4. 4. Training and solutionsfor Microsofttechnologieshttp://onsight.fiBest talent in Finlandfor all Microsoftsolutions
  5. 5. So, you might wonder why I’vegathered you here today..What’s Inbox Zero? Why should I care?Achieving Inbox ZeroFeeling busy, being busy or beingproductive?Productivity tools of today#ProductivityDay
  6. 6. ”Lunch was bad”(actual feedback I’ve received)Ask me questions - or as Mr. Garrison from SouthPark would say:“remember there are nostupid questions, just stupidpeople”
  7. 7. What’sInboxZero?
  8. 8. The Problem Email overload is a real issue It’s not just email: It’s instant messaging, calendarinvitations, alerts, notifications.. Part of the problem is the fear of missing out –and being available 24/7 Digital detox, Tech Sabbath and other cutenames
  9. 9. http://inboxzero.comInvented by Merlin MannInbox Zero allows you to reclaimyour emailyour attentionyour life
  10. 10. The ideaInbox Zero is a very simple concept0 emails in your inboxThat’s it. Thank you.(You may now go home)
  11. 11. How it worksSome messages are more equal than othersYour time is priceless – and very limitedLose the guilt – you are not the only one fighting with emailoverflowStop checking on emails constantlyJust do it.
  12. 12. How it worksBased on 5 actions My personal approach is only 3:Do ( Archive)Defer (Do later)Delegate ( Archive)Time will solve -pile
  13. 13. But, wait.. No, it’s not that easy! Why not? What’s stopping you? Some common excuses:”My Inbox is perfectly fine with 13985 emails..””I get so many emails that I’m too busy to sort them out””I need to be included in all email communications””I’m on so many distribution lists that I simply cannotcontrol my Inbox”
  14. 14. It’s about prioritizing things On average Finnish people watch tv for 3 hoursand 3 mins a day Source: Finnpanel (2012) That’s about 21 hours a week There’s 168 hours in a week, or about 115 hours aweek for yourself In essence, people spend about 18% of theirwake-up time watching TV... I’ll let that sink in :-)
  15. 15. Achieving InboxZero
  16. 16. My experience with InboxZero I’m fairly familiar with productivity techniquessuch as Gettings Things Done (GTD), thePomodoro Technique and The Action Method I felt the problem wasn’t really about managingtasks, but about information overflow throughemail I embarked on my voyage towards Inbox Zero inJanuary, 2013
  17. 17. Getting to Inbox Zero I’m super-efficient in decluttering my life Less stuff is actually more It took me one weekend to achieve InboxZero for all of my email inboxes (3) It wasn’t really that hard – just addpersistence, some good Argentinian wineand a mojito, and music, and a mojito.Add mojitos when necessary. It’s a decision and once you get started,it’s actually fairly easy to stick to
  18. 18. Decluttering
  19. 19. Findings from Inbox Zero Don’t read emails during the weekend – it just effin sucks! Actually, don’t work during the weekends Switch email to manual sync on your mobile devices Close Outlook. Really, just ALT-F4 that attention wh.. seeker Email is important but I’ve switched to using plain-old phonecalls and actually seeing people face to face. I know, I’m a trendsetter..
  20. 20. What now? It’s been about 5 months of Inbox Zero for me I’m happier than ever! I blogged about my experience in January (in Finnish) I came up with 3 short rules for managing yourtime with email Don’t assume, Don’t forward, Don’t argue I still haven’t ordered my Inbox Zero Nerd Badges(hint for a Christmas present for me!)
  21. 21. Feeling busy, beingbusy, or beingproductive?
  22. 22. The difference Feeling busy is easy – just ”do stuff” – it’s easy to fill awhole week by being reactive and meta-working Being busy often comes from external drivers Being productive is about deciding what’simportant and doing that In essence, you’ll need to achieve things, and getstuff done. Daily.
  23. 23. My daily routine Every morning I write 3 things down I need toachieve during the day When I’ve accomplished those 3 things I can Leave workor Continue working on other stuff
  24. 24. What about today?
  25. 25. My daily routine I try to be at the office before 8am and leave theoffice 4.30pm the latest – I aim for 100% load I don’t do breaks I resume working – if I feel like it – at ~8pm I used to work during the weekends but not anymore I don’t really care how many hours I do sinceessentially, I don’t want to be measured by hours,I want to be measured by what I can deliver I care how much stuff I get done
  26. 26. Grand Canyon.. with a helicopter
  27. 27. Working remotely
  28. 28. Working remotely
  29. 29. Rock climbing(laptop is inbase camp)
  30. 30. In the hammock
  31. 31. Productivity toolsof today
  32. 32. Hey, where’s the SharePointangle here? Damn, I thought you’d forget that by now! But I did promise.. SharePoint = Productivity, if you choose to use itlike it was designed to be used Otherwise, SharePoint is a huge time waster
  33. 33. The essentials SharePoint 2013 revolves around social –Newsfeed, Yammer, Follow and Personal Site Start simple, grow from there Site Mailbox and Work Management are goodbut contained and somewhat complex to set up Less is more, keep it simple
  34. 34. So, what should I do? Try Inbox Zero – just skip one evening of television! Read – I can heartily recommend..
  35. 35. Thank you! And sorry ;-)