powerpoint presentation · 17/06/2016 processing tips •switch between applications •alt + tab...
TRANSCRIPT
17/06/2016
How We Work: Workflows and Tips
and Tricks
Session: 25496
17/06/2016
Why are we giving this presentation?
• We learn as we build
• We hope to learn from you
• It is fun
“You are what you repeatedly do. Excellence is not an event – It is a habit.
~Aristotle
Bryan
17/06/2016
Let’s make it interactive
Image Source: https://rtc.instructure.com/courses/867287/pages/creating-a-discussion
Bryan
17/06/2016Image Source: http://www.kepner-tregoe.com/blog/continuous-improvement-designing-step-change-intervention/
Bryan
17/06/2016
Image Source: http://archive.fedscoop.com/wp-content/uploads/2013/11/brain-info-data.jpg
Bryan
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How did we get here?
• Weekly Status Meetings Tips and Tricks
• Bigger Items• Inbox Zero
• Getting Things Done®
• Smaller Items• Keyboard shortcuts
• Niche applications
Bryan
17/06/2016
Objective
• You leave with at least two or three new things to try
• You are encouraged to explore and add to your toolbox
Bryan
17/06/2016Image Source: http://www.jackandthebeanstalkslots.net/wp-content/uploads/2015/07/Tips-and-Tricks.jpg
Bryan
17/06/2016
Setup
• Operating System• Windows 7
• Applications• Microsoft Office
• Outlook, Excel, Word, PowerPoint
• Web Browser• Chrome
• Other applications• Notepad++, Clarify, TextExpander
Bryan
Image Source: http://blogs-images.forbes.com/antonyleather/files/2015/11/windows-7.jpg
Like most of us, the first thing… … our favourite thing ….… checking email
Bryan
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Checking Email
Image Source: http://www.drivedominion.com/wp-content/uploads/2016/04/annoyed_computer_user.jpg
Bryan
17/06/2016
Checking Email
• Continue to check
• But do it differently
Image Source: http://www.adweek.com/prnewser/files/2014/12/not-so-easy-button.jpg
Bryan
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Email Management
Reference: https://hbr.org/2014/03/stop-using-your-inbox-as-a-to-do-list
Bryan
17/06/2016
Bryan
Image Source: http://www.slideshare.net/merlinmann/inbox-zero-actionbased-email
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Bryan
Image Source: http://www.slideshare.net/merlinmann/inbox-zero-actionbased-email
17/06/2016
Bryan
Image Source: http://www.slideshare.net/merlinmann/inbox-zero-actionbased-email
17/06/2016
Bryan
Image Source: http://www.slideshare.net/merlinmann/inbox-zero-actionbased-email
17/06/2016
Turn off Outlook Notification
Reference: https://support.office.com/en-us/article/Turn-Desktop-Alerts-on-or-off-a83fe224-3109-4de0-a1ab-c33fd103a422
Bryan
17/06/2016
Processing Tips
• Switch between applications• Alt + Tab to switch between email client (e.g. Outlook) and task
management system
• Use your keyboard to scroll up and down with the Up and Down Arrow keys
• Turn on the Conversations view
Bryan
Image Source: https://support.office.com/en-us/article/Turn-on-or-off-Conversations-arrangement-in-the-message-list-96b6b5ea-def6-4a85-be5a-6fce272fe569
17/06/2016
Move an email to a specific folder
Reference: https://support.office.com/en-us/article/Keyboard-shortcuts-for-Outlook-3cdeb221-7ae5-4c1d-8c1d-9e63216c1efd
Bryan
17/06/2016
Typing the same thing over and over
Reference: https://smilesoftware.com/textexpander (Windows and Mac)http://www.16software.com/breevy/ (Windows)
Bryan
• Explore text expanding software• Configure snippets of text that expand when entered
ddate Monday, June 13, 2016
ttime 4:02 PM
• Create the snippet once and then reuse, providing consistency and more information with fewer keystrokes
After checking email, off to work in Excel…
Kimberly
17/06/2016
Formulas (The Basics)
Reference: https://support.office.com/en-us/article/Excel-functions-alphabetical-b3944572-255d-4efb-bb96-c6d90033e188#bm22References: https://blog.udemy.com/excel-formulas/ and http://excelbyjoe.com/the-top-20-excel-functions-you-need-to-know-if-youre-an-excel-user/ and https://www.ablebits.com/office-addins-blog/2015/08/12/useful-excel-functions-examples/
Kimberly
Function Description
SUM Total of values in a range
COUNT counts the number of cells that contain numbers
COUNTA counts the number of cells that are not empty in a range
LEN Returns the number of characters is a string
TRIM Removes all spaces from string except for single spaces between words
RIGHT,LEFT Returns the number of characters you specific from with the right/left of a text string. RIGHT(text,[num_chars])
MID returns a specific number of characters from a string, starting at the position you specify, based on the number of characters you specify. MID(text, start_num, num_chars)
IF Checks whether a condition is met, returns one value if TRUE and another value if FALSE. IF(C2=1,”Yes”,”No”)
CONCATENATE Joins several text items into one text item
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Excel - VLOOKUP
• Socks “Without Friends”
Kimberly
17/06/2016
Excel – VLOOKUP
Kimberly
• Helps you answer questions like:• What is the value in a list of items
based on criteria• i.e. list of who is bring what to a party,
what is Bryan bringing?
17/06/2016
Excel – VLOOKUP
Kimberly
• Helps you answer questions like:• What values are in both sets of data
• Which guests are coming to bothParty 1 and Party 2
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Excel Tips
• Keyboard shortcuts• Shift + Arrow key Select cells
• Ctrl + Shift + Arrow key Extends selection to last nonblank cell in a column or row
• Ctrl + Shift + L Toggle Data > Filter on and off
• Ctrl + PgUp or PgDn Switch Worksheets within a Workbook
• Copy Formula Down Column
• After a formula has been entered in a cell, double click the bottom right corner of the cell to populate other cells in the column with the same formula
Bryan
17/06/2016
Bryan
Image Source: http://editions.lib.umn.edu/electionacademy/2015/08/13/lightning-round-quick-followup-on-recent-blog-entries/
17/06/2016
Lightning Round Tips and Tricks
• Copy and Paste• Ctrl + C and Ctrl + V
• Tab through fields• Tab key, much faster
• Open and select from dropdown menus• Spacebar and then use up and down keys to select value
Bryan
Reference: http://www.hutchingscomputerlab.com/2016/04/student-survey.html
17/06/2016
Lightning Round Tips and Tricks
• Edit the address bar• Ctrl + L
• Select different open tabs• Ctrl + 1, 2, 3 (where 1, 2, 3 represents the order of the tabs left to
right)
Bryan
With the Excel work done, time to figure out what is next…
Bryan
17/06/2016
Image Source: http://www.slideshare.net/merlinmann/inbox-zero-actionbased-email
Bryan
17/06/2016
GTD Quotes
• "The mind is a great servant, but a terrible master"
- David Allen
Bryan
Reference: https://www.youtube.com/watch?v=Xduzwk04l2E
17/06/2016
GTD Overview
Image Source: https://www.chapters.indigo.ca/en-ca/books/getting-things-done-the-art/9780143126560-item.html
• A methodology to allow you get everything out of your head and in a trusted system that you review regularly
1. Collect
2. Process
3. Organize
4. Review
5. Do
Bryan
17/06/2016
GTD® for ERP
• Lots of different inputs• User requests
• Meetings
• Presentations
• System update
• Training
Bryan
Types of Work
1. Pre-determined work
2. Doing work as it shows up
3. Defining your work*
* The big one for knowledge workers
17/06/2016
Bryan
Reference: http://gettingthingsdone.com/pdfs/tt_workflow_chart.pdf
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Bryan
Reference: http://gettingthingsdone.com/pdfs/tt_workflow_chart.pdf
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“Park It”
A-Z
Bryan
Reference: http://gettingthingsdone.com/pdfs/tt_workflow_chart.pdf
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Action Outcome
If you aren’t sure why you are doing something you can never do enough of itDavid Allen
Bryan
Reference: http://gettingthingsdone.com/pdfs/tt_workflow_chart.pdf
17/06/2016
Your calendar is only for things that will be done that day
Bryan
Reference: http://gettingthingsdone.com/pdfs/tt_workflow_chart.pdf
17/06/2016
GTD Weekly Review
• Get Clear
• Get Current
• Get Creative
Bryan
Reference: http://gettingthingsdone.com/wp-content/uploads/2014/10/Weekly_Review_Checklist.pdf
A new requirement comes across your desk to create a query to retrieve a field on a component you are not really familiar with…
Kimberly
17/06/2016
Browser Extensions
• PS Chrome• PSChrome is a browser extension/add-on that works with both Google
Chrome and Mozilla Firefox
• Adds usability features to enhance the user experience of both technical and functional users
• By adding visual tweaks and automating commons tasks, PSChrome will be a resource you won't want to live without.
Kimberly
Reference: https://chrome.google.com/webstore/detail/pschrome/cpgoncheakfjhldfbebekijoeaabnfeb?hl=en
17/06/2016
Browser Extensions: PS Chrome
Kimberly
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Browser Extensions: PS Chrome
Kimberly
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Browser Extensions: PS Chrome
Kimberly
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Browser Extensions: PS Utilities
Kimberly
References: https://chrome.google.com/webstore/detail/ps-utilities/jajoopnifcliapcngocgiidifkmboemc?hl=en
17/06/2016
Browser Extensions: PS Utilities
Kimberly
17/06/2016
Browser Extensions: PS Utilities
Kimberly
17/06/2016
Browser Extensions: PS Utilities
Kimberly
17/06/2016
Split windows left and right
Bryan
17/06/2016
Split windows left and right
Reference: http://lifehacker.com/5828453/move-windows-around-quickly-using-your-keyboard-in-windows-7
Keyboard Shortcut Action
Windows Key + Left Arrow Snap to the left half of the screen
Windows Key + Right Arrow Snap to the right half of the screen
Windows Key + Up Arrow Maximize the window
Windows Key + Down Arrow Minimize/restore the windows if it is maximized
With multiple monitors
Windows Key + Shift + Left Arrow Move window to the monitor on the left
Windows Key + Shift + Right Arrow Move window to the monitor on the right
• Comparing documents side by side• Browser on left, creating documentation on the right
Bryan
Speaking about browsers, have you ever needed more options…
Bryan
…for example, sometimes it is best to use one browser per environment or online service
Bryan
17/06/2016
Additional Browsers: Vivaldi
• Lots of configurable optionse.g. move tabs to the left or right sidebar
Note: a very new and not necessarily supported browserReference: https://vivaldi.com/
Bryan
Keep your energy and focus up post-lunch with…
Bryan
17/06/2016
Pomodoro Technique
• Sprint – Break
• 25 min – 5 min
1. Work with time – not against it
2. Decrease burnout
3. Manage distractions
Bryan
Reference: http://pomodorotechnique.com/
17/06/2016
Music
• The complete guide to listening to music at work
http://qz.com/185337/the-complete-guide-to-listening-to-music-at-work/
Services
• 8 Tracks
• Jango
• Spotify
• iTunes Music
Kimberly
Image Source: https://memegenerator.net/instance/62618133 and https://itunes.apple.com/us/album/mozart-for-brain-power/id283892359
Someone comes to your desk and asks you to build a ‘how to’ document for that great VLOOKUP tool you learned about at ECRUG 2016…
Kimberly
17/06/2016
Clarify app
Reference: http://www.clarify-it.com/
• Reduce ‘friction’ in building step-by-step documentation
• One application as opposed to multiple• SnagIt/Snipping Tool and Word
• Export to Word, PDF, HTML
Kimberly
17/06/2016
Tools to create screenshots and videos
Reference: http://www.clarify-it.com/
• Free
• More features than Windows Snipping Tool
• Capture both screenshots and videos
Kimberly
• Fee
• Powerful image editor and video editor
• Blur feature helpful when sharing personal information
17/06/2016
Bryan
17/06/2016
Lightning Round Tips and Tricks
• Show Desktop• Ctrl + D
• Return to application• Ctrl + D again
• Increase/decrease font size• Ctrl + Shift + < or >
• Command + Shift + < or > (Mac)
Bryan
17/06/2016
Lightning Round Tips and Tricks
• Launch applications with keyboard• Windows key (activates Start Menu)
• Start typing name of the program
• Scroll up and down with arrow keys
• Press Enter to select
Bryan
Wrapping up the day…
Bryan
… or in our case, the presentation…
Bryan
17/06/2016
Bryan
Image Source: http://archive.fedscoop.com/wp-content/uploads/2013/11/brain-info-data.jpg
17/06/2016
Objective• You take away at least two or three things to
try
1. Keyboard shortcutWindows Key + Left/Right Arrow
2. Email managementAn Inbox Zero technique to try
3. ExcelA new formula or function to explore
• You are encouraged to explore and add to your toolbox
Bryan
17/06/2016
Bryan [email protected]
Kimberly [email protected]
We would love to hear from you with additional tips and tricks to share
We will share them with hashtag #ECRUG16Tips
Image Source: http://verastic.com/site/wp-content/uploads/2015/08/Thank-You.jpg
Bryan
17/06/2016
Image Source: https://muhc.ca/newsroom/article/your-hospitals-your-questions
Bryan
Supplemental
17/06/2016 Image Source: http://knote.com/2014/11/18/mise-en-place-think-like-a-chef-be-more-productive/Reference: http://www.npr.org/sections/thesalt/2014/08/11/338850091/for-a-more-ordered-life-organize-like-a-chef
Mise-en-place
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References
• Merlin Mann - Inbox Zero Talkhttp://inboxzero.com/articles/
• David Allen – Getting Things Done®http://www.davidco.com/what_is_gtd.php
17/06/2016
Learning Resources
• Lynda https://www.lynda.com/
• Udemy https://www.udemy.com/
• Khan Academy* https://www.khanacademy.org/
• Code Academy* https://www.khanacademy.org/
* Free courses and resources
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Notepad++
• View > Show Symbol > Show All Characters
Reference: https://notepad-plus-plus.org/