doing, doing, done: digital productivity

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DOING, DOING, DONE! DIGITAL PRODUCTIVITY WITH MIKE VARDY W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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This is the slidedeck I used for my Doing, Doing, Sone workshop at Q College in Victoria, BC. I discussed task management, time management, calendar management, email management, and project management. The topics of using paper came up as well.

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DOING, DOING, DONE!DIGITAL PRODUCTIVITY WITH MIKE VARDY

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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ABOUT MEMonday, 5 August, 13

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ABOUT THIS WORKSHOP

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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EMAIL MANAGEMENT

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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THE EMAIL PROBLEM

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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The problem with email isn’t the platform.

The problem with email is the users of the platform.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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Monday, 5 August, 13

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YEP.WE ARE THE PROBLEM.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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WHAT EMAIL REALLY IS(it’s not what you think)

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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An email can be one of two things...

1. An action item

2. A reference item

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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EMAIL MANAGEMENTTactics

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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1. BUILDING BETTER SUBJECT LINES2. FIRST IN, FIRST OUT

3. TEXT EXPANSION/CANNED RESPONSES4. CHECK EMAIL “SECOND THING” IN A.M.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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LET’S TALK ABOUT...Inbox Zero

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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email isn’t the real work but...

...we give it that power every time we let it steal our focus.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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THE GOAL IS...to get out of your inboxes and do the REAL work.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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EMAIL MANAGEMENTTools

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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AWAYFINDMAILBOXTRIAGE

DISPATCHACTIVEINBOX

SANEBOXCLOZE

MAIL PILOTTHE EMAIL GAME

BOOMERANG

HTTP://PRODUCTIVITYIST.COM/EMAIL-MANAGEMENT-TOOLS/

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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ANY QUESTIONS?

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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CALENDAR MANAGEMENT

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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THE EFFECTIVE DIGITAL CALENDAR IS...VERSATILE

EASILY REFERENCEDUBIQUITOUS

COMFORTABLE TO USE

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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THE EFFECTIVE DIGITAL CALENDAR IS...VERSATILE

EASILY REFERENCEDUBIQUITOUS

COMFORTABLE TO USE

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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GOOGLE CALENDARINCREDIBLY VERSATILEPLENTY OF ADD-ONS

ANYWHERE AND EVERYWHERE AVAILABILITY

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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MICROSOFT OUTLOOKWIDELY USED

INTEGRATES WITH EXCHANGE/OFFICE

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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ICAL/CALENDAREASY-TO-USE INTERFACEMULTIPLE CALENDARS

SYNC VIA ICLOUD

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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CALENDAR MANAGEMENTTactics

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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1. USE DIFFERENT CALENDAR VIEWS (DAY, WEEK, MONTH)2. SCHEDULE APPOINTMENTS WITH YOURSELF

3. UTILIZE "TIME CHUNKING"4. SCHEDULE A WEEKLY REVIEW

5. KNOW WHAT CALENDARS ARE ACTUALLY FOR: APPOINTMENTS AND DAY-SPECIFIC ACTIONS (AS PER GTD)

6. COLOUR-CODE WHERE POSSIBLE7. CREATE AN “IDEA CALENDAR”

8. DON’T MARRY YOURSELF TO THE GREGORIAN CALENDAR

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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CALENDAR MANAGEMENTTools

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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DOODLESCHEDULEONCE

AGENDA APP (IOS)TEMPO (IPHONE)

OTHER DIGITAL CALENDAR OPTIONS

30 BOXESIQTELL

CALREMEMBER THE MILK

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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ANY QUESTIONS?

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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TASK MANAGEMENT

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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Monday, 5 August, 13

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WHAT IS TIME?

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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there are 14 different definitions of time...

...and that’s just when it is used as a noun.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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THE BOTTOM LINE?time is incredibly big.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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SO...you should focus on TASK, not on TIME.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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MANAGING TASKSmeans managing you AND your energy

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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LET’S TALK ABOUT...time chunking

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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TIME CHUNKINGit’s what makes time “less big”

(and makes tasks more manageable)

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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YOU CAN TIME CHUNKby the week

by the dayby the hour

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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TASK MANAGEMENTTactics & Tools

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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THE POMODORO TECHNIQUEHTTP://WWW.POMODOROTECHNIQUE.COM/DOWNLOAD/PDF/POMODORO-CHEAT-

SHEET.PDF

There are five basic steps to implementing the technique:

1. Decide on the task to be done

2. Set the pomodoro (timer) to 25 minutes

3. Work on the task until the timer rings; record with an x

4. Take a short break (3-5 minutes)

5. Every four "pomodori" take a longer break (15–30 minutes)

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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ASANA

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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FLOW

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EVERNOTE

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REMINDERSHTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-REMINDERS-AS-A-TASK-MANAGER/

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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30/30HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-3030-LIKE-THE-EMERGENT-TASK-PLANNER/

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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DUE

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LET’S NOT FORGETanother piece of technology...

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Monday, 5 August, 13

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DAVE SEAH’S EMERGENT TASK PLANNERHTTP://DAVIDSEAH.COM/BLOG/NODE/THE-EMERGENT-TASK-PLANNER/

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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THE PRODUCTIVITYIST.COM PROGRESS PLANNERDATE:

1234

5. CALIBRATE: Sync everything up with your task management tool and call it a day.

1. CAPTUREUse this box to enter all of the items from your task management tool soyou can map out your day.

2. CONNECTComplete the tasksin this box in orderto help you betterattack the day ahead.

3. CURATENow that you’ve connectedwith your what and why, list 5 progress items for the day.

4. COMPLETETrack the time spenton each item in30-minute time chunks.

1

2

3

4

5

1

2

3

4

5

Circle your energy level below. The lowest energy level is 1 and the highest is 10. 1 2 3 4 5 6 7 8 9 10

With your energy level in mind, circle whether this is going to be a: Light-lifting day Heavy-lifting day

Think about what you want to do and why you want to do it.Record your thoughts on the back of this page.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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PROJECT MANAGEMENT

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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A PROJECT IS...anything that requires more than a single action to complete.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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LET’S TALK ABOUTcontexts

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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stop focusing on what the end will look like...

...start focusing on what the next move will look like.

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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PROJECT MANAGEMENTTactics & Tools

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(see task management tactics and tools)

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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5 THINGS YOU CAN DO

1. “FLIP THE SWITCH” ON EMAIL*2. BUILD THE CAPTURE HABIT*

3. START FOCUSING ON TASK, NOT ON TIME4. USE THE POMODORO TECHNIQUE*

5. GO “DEVICE/ENVIRONMENT SPECIFIC”*6. USE TOOLS TO BLOCK THE WEB

*THESE ARE THINGS YOU CAN DO NOW AND GET INSTANT BENEFITS

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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Q & A

W: productivityist.com E: [email protected] T: @mikevardy Monday, 5 August, 13

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THANKS FOR COMINGGet your free copy of The Productivityist Workbook

http://productivityist.com/workbookUse coupon code: qdone

productivityist.com - mikesonmics.comE: [email protected] T: @mikevardy

Monday, 5 August, 13