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This presentation introduces the viewer to some of the more advanced concepts of information management, specifically for anyone using Microsoft Outlook, the ideas can be adapted to any email client. Any questions, find me at http://about.me/rdiver
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Productivity
by Richard Diver
“I don’t have enough time!”
“I have an understanding family”
I got that done
“just in time”
Lifestyle | Balance
Are these problems created by the person? Or by the work culture?
Working longer hours = better results? Or just a perception?
“Drinking from the Fire-Hose” There’s too much information coming at me too fast!
I don’t like Organisation, it’s too stiff – I’m Creative!
Specialised Training
Self-Help Books
1:1 Sessions
http://www.TED.com - Carl Honoré
Effective Email Management
Productive Time Management
Tracking Information
To Learn You Don’t Know what You Don’t Know.
Unconscious - Incompetent Conscious - Incompetent Conscious - Competent Unconscious - Competent
A System of Productivity
Inbox 2 Zero
• Create a new folder with todays date
• Move all emails from inbox to this folder
• Process these emails over the next few days/weeks
• From now on dedicate 30 minutes to empty your inbox
• Don’t let your inbox grow more than 3 days of email
Reduce incoming flow
• Create a new folder called .Inbox-Other
• Create a rule to move all mail here, except if you are on the To. Or Cc. line
• Allows you to focus on important/actionable emails
• This folder should still be emptied each day
Big clean out
• If your rules have become unmanageable, delete them all and create this new one:
Email filter & rules • Create new rules to automatically handle routine
emails that come into .Inbox-Other
• Example: All emails sent To: WORKLIFE, move to a folder called “WLB Discussions”
• To prevent duplicate emails, ensure every rule includes: “and stop processing more rules”
• Clean up your rules to ensure they process in the correct order and minimise the complexity
Process Information
• To prevent missing important information, use favourites as a dashboard:
• Add/Remove folders depending on current priorities
• All Unread Mail should be kept low, less than 100 is good
Do it
Defer it
Delegate it
Delete it
File it
Take Control
Reduce Distractions & Focus
• Click on the Outlook Taskbar Icon:
Disable Notifications
• Options, Other, Advanced Options:
• Change “Startup in this folder:” to Calendar
Work From Schedule
“Time is Money”
…so spend it wisely!
Routine = Productivity
Plan
Action
Review
Include regular activities such as:
• Travel, Expenses, Training
• Exercise: Yoga, Running, Gym
• Processing Email, Reading RSS Feeds
• Meetings: Email/Phone/In-Person
• Projects, Research, Documentation
• And don’t forget: LUNCH!
Baseline Calendar
Baseline Calendar
Drag items to the calendar and prioritise your time
Focus Your Time
Remember the following:
Divide your time into chunks
Reduced Distractions
Review your priorities & commitments
Reschedule incomplete work
by Richard Diver
If you would like further information or advice please get in touch:
http://about.me/rdiver
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