Personal Productivity

Janae Hunt

November 14, 2012

Inbox Zero!

Since starting my new job as an Education Technology Specialist, my inbox has gotten out of control. I receive anywhere from 30-50 emails per day. Most of them require some sort of action. I decided it was time to take control of my runaway inbox and whip it into shape. I like Dr. Hunter’s idea of having an “Action” folder for items that require my attention, but will take more than a minute or two to address. If an email comes, and I can take care of it in less than two minutes, I do it right then. If it requires more focused attention I place it in my “Action” folder. I set aside time either after lunch, or the end of the day to address those messages.

Before

After

Mail Chimes and Notifications

I was intrigued by the idea that the chime that plays when you receive a new email would be distracting and decrease productivity. I decided I would try turning off the features that alert you when you have mail on my computer, phone and iPad. I was amazed at how my productivity increased! I hadn’t realized how often I stopped what I was doing to check my email after I heard the chime. I still made an effort to check my email at least once per hour, asthe nature of my job sometimes requires a quick response to a teacher in distress. I usually have 3-10 emails each hour, which means 3-10 times I was not interrupted! I have found I am better able to accomplish my own tasks, as well as meet the needs of those I serve.

Infinote

My work week is spread across 3 different locations. I serve 2 middle schools, where I spend 2 days per week at each school, and one day per week at the district office. I found it difficult to keep track of all of the different tasks I needed to complete at each location on any given day. I decided to try the iPad app Inifinote. Infiniote allow me to create multiple lists and track my tasks. I color code my notes for each location, set a due date for my list and spend the first 15 minutes of each day updating my task lists. As I complete a task I check it off the list. When I complete the whole list, the note is checked off. If there are tasks left uncompleted, then I roll them over to the next day I am at that location.

Having my to do list on a device I carry with me made it easy to keep track of what I needed to do and add things as they pop up.

Individual To-Do List

Set Due Date

All Lists

Completed

Due Today

Reflection

I have learned that while technology is wonderful, and can help us improve productivity, it can also be counter productive, if not used effectively. I have learned apply new techniques and use my devices more effectively, so they help me to be more productive.