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Multi-tasking Tips
                   (from a girl)




A Guide to Workplace Productivity




                        Lisa Phillips
Why Do I Qualify?
 Previous life as a Developer

 Worked in London as a Graphic Designer

 Spent last 5 years in various stages of Management




   Each role requires a
   very different level
   of focus.
The Web Industry
 Constant distractions and disruptions
Procrastination
 Multitasking and Procrastination are bad mix.
 Figure out WHY you’re procrastinating.
Multitasking
 With all the disruptions, and volume of work –
  without proper workflow and time management,
  people can quickly get overwhelmed with their
  workload.

 This produces poor work, can cause feelings of
  anxiousness, job dissatisfaction and can compound
  the issues until it feels as it is all too much to
  handle.
Lisa’s Pick & Mix™
 There are a lot of Multitasking Practices and Time
  Management Methodologies out there.

 Not all approaches work for everyone.

 Pick what works for you, & Mix it up a little.
Lisa’s Pick & Mix™
 Priorities

 Lists

 KNOW what you’re doing

 Plan

 Revise!
Lisa’s Pick & Mix™
 Effective Inbox Workflow
Lisa’s Pick & Mix™
 The Essentials

     Lists - a hand written checklist

     Post-It Notes strategically placed
Lisa’s Pick & Mix™
 You should always leave work in the evening
  knowing what you will be doing in the office
  tomorrow morning.

 Planning and Revising

     Immediate
     This Morning
     This Afternoon
     Tomorrow
     This Week
     Next Week
Multitasking Issues
 Downsides of Multi-Tasking
Work Efficiency
 The are other techniques to ensure that you get work
  done efficiently:

     Only check your emails at certain times of the day.

     Turn off your distractions (including your mobile).

     No responding to email that you are CC’d in on.

     Only work between 8.30 – 5.30, NO other work outside
      of these hours – this helps you to focus.

     Quarantine yourself

     Headphones
Time Management
 Time Management is a booming business

    Getting Things Done

    The Pomodoro Technique

    Inbox Zero

    Remember The Milk
Getting Things Done
 Essentially: Know what you need to do

     If an item requires action:
        Do it
        Delegate it
        Defer it

     If an item does not require
      action:
        File it for reference
        Throw it away
        Incubate it


 Can be overly complex

 www.davidco.com
The Pomodoro
   Technique
 The basic unit of work in the Pomodoro Technique™
  can be split in five simple steps:

     Choose a task to be accomplished

     Set the Pomodoro timer to 25 minutes

     Work on the task until the Pomodoro rings, then put a
      check on your sheet of paper

     Take a short break (5 minutes is OK)

     Every 4 Pomodoros take a longer break

     www.pomodorotechnique.com
Inbox Zero
 It’s about how to reclaim your email, your
  attention, and your life.

    “Clearly, the problem of email overload is
    taking a toll on all our time, productivity, and
    sanity, mainly because most of us lack a
    cohesive system for processing our messages and
    converting them into appropriate actions as quickly
    as possible.”

    - Merlin Mann - 43Folders




 www.inboxzero.com
Remember The Milk
 Focuses on Task Management

 Reminds you of your tasks via:
     Email
     Mobile Phone Applications (iPhone, Android, Blackberry)
     Google (Gmail, iGoogle Gadgets, Gears)
     NetVibes module

 Third Party Apps and Services
     Dashboard Widgets
     Quicksilver Plugin
     And many more…
Websites and Apps
 Google: Time Management
 Google: Multitasking

 iPhone App store has an entire category
  dedicated to: Productivity
In Summary
   Figure out what works for you
   Try different methodologies
   Know what you’re going to do and when
   If you’re not sure of what to do next – Ask
   Revise your task lists often
   Don’t overdo the multitasking




 Don’t be put off –
  I do know guys who are
  great at multitasking.
Thanks
 Google Search and the Internet – for the research
  help

 Flickr, iStockPhotos, Google Image Search – for
  lending me images

 People I have spoken with - friends, colleagues…
  and girls – for their input

 Past workplaces – that gave me so much work I
  HAD to learn the Art of Multitasking

 Web Meetup – for its awesomeness

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Multi Tasking Tips

  • 1. Multi-tasking Tips (from a girl) A Guide to Workplace Productivity Lisa Phillips
  • 2. Why Do I Qualify?  Previous life as a Developer  Worked in London as a Graphic Designer  Spent last 5 years in various stages of Management Each role requires a very different level of focus.
  • 3. The Web Industry  Constant distractions and disruptions
  • 4. Procrastination  Multitasking and Procrastination are bad mix.  Figure out WHY you’re procrastinating.
  • 5. Multitasking  With all the disruptions, and volume of work – without proper workflow and time management, people can quickly get overwhelmed with their workload.  This produces poor work, can cause feelings of anxiousness, job dissatisfaction and can compound the issues until it feels as it is all too much to handle.
  • 6. Lisa’s Pick & Mix™  There are a lot of Multitasking Practices and Time Management Methodologies out there.  Not all approaches work for everyone.  Pick what works for you, & Mix it up a little.
  • 7. Lisa’s Pick & Mix™  Priorities  Lists  KNOW what you’re doing  Plan  Revise!
  • 8. Lisa’s Pick & Mix™  Effective Inbox Workflow
  • 9. Lisa’s Pick & Mix™  The Essentials  Lists - a hand written checklist  Post-It Notes strategically placed
  • 10. Lisa’s Pick & Mix™  You should always leave work in the evening knowing what you will be doing in the office tomorrow morning.  Planning and Revising  Immediate  This Morning  This Afternoon  Tomorrow  This Week  Next Week
  • 12. Work Efficiency  The are other techniques to ensure that you get work done efficiently:  Only check your emails at certain times of the day.  Turn off your distractions (including your mobile).  No responding to email that you are CC’d in on.  Only work between 8.30 – 5.30, NO other work outside of these hours – this helps you to focus.  Quarantine yourself  Headphones
  • 13. Time Management  Time Management is a booming business  Getting Things Done  The Pomodoro Technique  Inbox Zero  Remember The Milk
  • 14. Getting Things Done  Essentially: Know what you need to do  If an item requires action: Do it Delegate it Defer it  If an item does not require action: File it for reference Throw it away Incubate it  Can be overly complex  www.davidco.com
  • 15. The Pomodoro Technique  The basic unit of work in the Pomodoro Technique™ can be split in five simple steps:  Choose a task to be accomplished  Set the Pomodoro timer to 25 minutes  Work on the task until the Pomodoro rings, then put a check on your sheet of paper  Take a short break (5 minutes is OK)  Every 4 Pomodoros take a longer break  www.pomodorotechnique.com
  • 16. Inbox Zero  It’s about how to reclaim your email, your attention, and your life. “Clearly, the problem of email overload is taking a toll on all our time, productivity, and sanity, mainly because most of us lack a cohesive system for processing our messages and converting them into appropriate actions as quickly as possible.” - Merlin Mann - 43Folders  www.inboxzero.com
  • 17. Remember The Milk  Focuses on Task Management  Reminds you of your tasks via:  Email  Mobile Phone Applications (iPhone, Android, Blackberry)  Google (Gmail, iGoogle Gadgets, Gears)  NetVibes module  Third Party Apps and Services  Dashboard Widgets  Quicksilver Plugin  And many more…
  • 18. Websites and Apps  Google: Time Management  Google: Multitasking  iPhone App store has an entire category dedicated to: Productivity
  • 19. In Summary  Figure out what works for you  Try different methodologies  Know what you’re going to do and when  If you’re not sure of what to do next – Ask  Revise your task lists often  Don’t overdo the multitasking  Don’t be put off – I do know guys who are great at multitasking.
  • 20. Thanks  Google Search and the Internet – for the research help  Flickr, iStockPhotos, Google Image Search – for lending me images  People I have spoken with - friends, colleagues… and girls – for their input  Past workplaces – that gave me so much work I HAD to learn the Art of Multitasking  Web Meetup – for its awesomeness