doing, doing, done: digital productivity

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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: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

ABOUT MEMonday, 5 August, 13

ABOUT THIS WORKSHOP

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

EMAIL MANAGEMENT

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

THE EMAIL PROBLEM

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

The problem with email isnt the platform.

The problem with email is the users of the platform.

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

Monday, 5 August, 13

YEP.WE ARE THE PROBLEM.

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

WHAT EMAIL REALLY IS(its not what you think)

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

An email can be one of two things...

1. An action item

2. A reference item

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

EMAIL MANAGEMENTTactics

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

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: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

LETS TALK ABOUT...Inbox Zero

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

email isnt the real work but...

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

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

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

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

EMAIL MANAGEMENTTools

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

AWAYFINDMAILBOXTRIAGE

DISPATCHACTIVEINBOX

SANEBOXCLOZE

MAIL PILOTTHE EMAIL GAME

BOOMERANG

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

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

ANY QUESTIONS?

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

CALENDAR MANAGEMENT

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

THE EFFECTIVE DIGITAL CALENDAR IS...VERSATILE

EASILY REFERENCEDUBIQUITOUS

COMFORTABLE TO USE

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

THE EFFECTIVE DIGITAL CALENDAR IS...VERSATILE

EASILY REFERENCEDUBIQUITOUS

COMFORTABLE TO USE

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

GOOGLE CALENDARINCREDIBLY VERSATILEPLENTY OF ADD-ONS

ANYWHERE AND EVERYWHERE AVAILABILITY

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

MICROSOFT OUTLOOKWIDELY USED

INTEGRATES WITH EXCHANGE/OFFICE

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

ICAL/CALENDAREASY-TO-USE INTERFACEMULTIPLE CALENDARS

SYNC VIA ICLOUD

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

CALENDAR MANAGEMENTTactics

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

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. DONT MARRY YOURSELF TO THE GREGORIAN CALENDAR

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

CALENDAR MANAGEMENTTools

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

DOODLESCHEDULEONCE

AGENDA APP (IOS)TEMPO (IPHONE)

OTHER DIGITAL CALENDAR OPTIONS

30 BOXESIQTELL

CALREMEMBER THE MILK

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

ANY QUESTIONS?

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

TASK MANAGEMENT

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

Monday, 5 August, 13

WHAT IS TIME?

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

there are 14 different definitions of time...

...and thats just when it is used as a noun.

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

THE BOTTOM LINE?time is incredibly big.

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

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

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

MANAGING TASKSmeans managing you AND your energy

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

LETS TALK ABOUT...time chunking

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

TIME CHUNKINGits what makes time less big

(and makes tasks more manageable)

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

YOU CAN TIME CHUNKby the week

by the dayby the hour

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

TASK MANAGEMENTTactics & Tools

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

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 (1530 minutes)

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

ASANA

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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: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

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

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

DUE

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

LETS NOT FORGETanother piece of technology...

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

Monday, 5 August, 13

DAVE SEAHS EMERGENT TASK PLANNERHTTP://DAVIDSEAH.COM/BLOG/NODE/THE-EMERGENT-TASK-PLANNER/

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

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 youve 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: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

PROJECT MANAGEMENT

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

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

W: productivityist.com E: mike@mikevardy.com T: @mikevardy Monday, 5 August, 13

LETS TALK ABOUTcontexts

W: productivityist.com E: mike@mikevardy.com T: @mikevardy Monday, 5 August, 13

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

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

W: productivityist.com E: mike@mikevardy.com T: @mikevardy Monday, 5 August, 13

PROJECT MANAGEMENTTactics & Tools

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

(see task management tactics and tools)

W: productivityist.com E: info@mikevardy.com T: @mikevardy Monday, 5 August, 13

5 THINGS YOU CAN DO1. 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 T

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