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1 FIVE STEPS TOWARD DIGITAL SANITY by @jeremycaplan CUNYJ Orientation ‘14 2 FIVE STEPS TO A SUCCESSFUL FIRST SEMESTER by @jeremycaplan CUNYJ Orientation ‘14 SIMPLIFY Step 1 4 STREAMLINE YOUR STUFF Image By Justin Leibow 5 Pick. Stick. Dig. Image By Justin Leibow 6

5 Steps Toward Digital Sanity

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Tips and Tricks for working more efficiently and effectively in a world of information overload

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Page 1: 5 Steps Toward Digital Sanity

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FIVE STEPS TOWARD DIGITAL SANITY

by @jeremycaplan

CUNYJ Orientation ‘14

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FIVE STEPS TO A SUCCESSFUL FIRST SEMESTER

by @jeremycaplan CUNYJ Orientation ‘14

SIMPLIFY

Step 1

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STREAMLINE YOUR STUFF

Image By Justin Leibow 

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Pick. Stick. Dig.

Image By Justin Leibow  6

Page 2: 5 Steps Toward Digital Sanity

A powerful, flexible, easy-to-use digital file cabinetEvernote

Desktop: Store and Find Notes Web: Clip and Save Anything Email: Forward Key Messages Mobile: Collect on the Go

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Evernote

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GDRIVE = DOCS

DROPBOX = BACKUP

EVERNOTE = NOTES

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Page 3: 5 Steps Toward Digital Sanity

TOODLEDO Simple Task ListsSpecific, Small Next Steps

Imminent vs. Someday

Google Calendar Google Calendar

Trello

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Trello

Page 4: 5 Steps Toward Digital Sanity

GCAL = CALENDAR

TRELLO = PROJECTS

TOODLEDO = TASKS

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Some of the services I find useful

Key Tools

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‣ Dropbox ‣ Evernote ‣ Toodledo

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‣ Gmail ‣ GDrive ‣ GCalendar ‣ GContacts ‣ GVoice

SIMPLIFY

Step 1

BE AN EMAIL NINJA

Step 2

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Search, Don’t File Finding a message by hunting through folders takes 3.4 times as long as searching for it.

Source: IBM Research 24

FOLDERS

Page 5: 5 Steps Toward Digital Sanity

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Find Web Info = Google Search

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Find Email Info = EMail Search

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Use Email Tags: #fms

#projectx @pat

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Send @ 6am Not 4pm A message sent at 6am is three times as likely to have a link clicked on than one sent at 4pm

Source: ReviveYourInbox.com

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73 Seconds Email replies take an average of 73 secs to compose

Be Super Brief

Source: ReviveYourInbox.com 30

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47% of emails are read on a mobile device

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Source: Litmus Email Analytics Report April 2014

Page 6: 5 Steps Toward Digital Sanity

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See five.sentenc.es = a plea for short email

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4 Useful Searches: has:attachment

from:caren subject:budget newer_than:2d

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Or use a combo: has:attachment budget

4 Gmail ShortcutsC"="Compose"R"="Reply"A"="Reply"All"F"="Forward

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Batch, Don’t SquirrelFocus on one thing at a time.

Your attention is valuable. Don’t squander it.

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Page 7: 5 Steps Toward Digital Sanity

Check email every hour, not every minute

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Schedule Email Time 12 substantial messages per day take an average of 90 minutes for reading & response

Source: ReviveYourInbox.com

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Act, Don’t Postpone

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37% % of emails on which recipients defer action

Source: Carnegie Mellon Research

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Do = <2 Min Reply Defer = Sked/Delegate Dump = Archive

Do, Defer or Dump Inbox Diet = Filters

Sender’s Name or Address Subject Line Keywords

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Page 8: 5 Steps Toward Digital Sanity

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Unroll.me

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Use Email to Send to: Evernote

Instapaper Pocket

Dropbox Toodledo

super.cc = Add to calendar by email

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SendToDropbox.com = Email into Dropbox

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The hottest thing in email keeps evolving...Email Adoption Curve

47Innovators Early Adopters Early Majority Late Majority Laggards

The C

hasm

AOL The first email account many of us had: not fancy, but eye-opening

Hotmail The first mass-email product that got the attention of the masses

Gmail Revolutionary. Rethought everything - from account size to conversations.

Sparrow, Mailbox, Boxer New email tools are recognizing how email has changed

Boomerang

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Page 9: 5 Steps Toward Digital Sanity

Boomerang

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Nudgemail

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Nudgemail

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Rapportive

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Page 10: 5 Steps Toward Digital Sanity

Rapportive

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WiseStamp

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WiseStamp email signature

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BE AN EMAIL NINJA

Step 2

SHARPEN YOUR PHONE

Step 3

Page 11: 5 Steps Toward Digital Sanity

Additional Notes: bit.ly/ninjamobile8 Handy Mobile Apps for Efficiency

TASKS CALENDAREMAIL READING

NOTES CAMERAPODCASTS PHOTO EDITING

TOODLEDO BOXER REFRESH INSTAPAPER

EVERNOTE DOWNCAST CAMERA+ SNAPSEED 62

Snapseed

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Quora

Up to a two line subtitle, generally used to describe the takeaway for the slide

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UPDATE YOUR TOOLKIT

Step 4

Page 12: 5 Steps Toward Digital Sanity

picmonkey.com bufferapp.com

quickcast.io otranscribe.com

typeform.com GetCloudApp.com

Page 13: 5 Steps Toward Digital Sanity

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otixo.comUseful resources for staying up to dateNew Sites and Startups

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BetaLi.st ProductHunt.co JournalismTools

New Sites and Resources New Startups Ranked pinterest.com/JournalismTools

ProductHunt

BetaLi.st

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BetaLi.st

pinterest.com/journalismtools

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Useful resources for staying up to dateTech Updates

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Netted Lynda.com MakeUseOf

A daily tech tools newsletter Top-notch online learning Free guides and tip sheets

Page 14: 5 Steps Toward Digital Sanity

NettedTop news sources for new sites, apps, and toolsUseful Tech Resources

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ReadWriteWeb The Next Web Alltop

Smart tech industry news Rising star in tech coverage Aggregator of top blogs

Help for queriesFiguring Stuff Out

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Quora Lifehacker Mashable

Expert questions and answers Great tech pointers Social media news

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A good toolkit has more than a single hammer

Image By Justin Leibow 

CREATE TIME

Step 5

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Page 15: 5 Steps Toward Digital Sanity

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Agileroute.com/clipboardhistory

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Up to a two line subtitle, generally used to describe the takeaway for the slide

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Automate TypingType something once, fine.

Type it twice, fine.

Type the same thing 50 times?

You’re wasting time.89 90

Page 16: 5 Steps Toward Digital Sanity

TextExpander

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The best way to create triggers to automate common tasks IFTTT (IF This, Then That)

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Page 17: 5 Steps Toward Digital Sanity

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The best way to create triggers to automate common tasks IFTTT (IF This, Then That)

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someone who gets things done

Image By Justin Leibow 

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someone who has time to be creative

Image By Justin Leibow  100

… and time to savor life

Image By Justin Leibow 

First Things FirstStart the day with the most important project

“Launching my work day by focusing first on whatever I've decided the night before is the most important activity I can do that day. Then taking a break after 90 minutes to refuel...”!!

- Tony Schwartz, !Harvard Business Review

Page 18: 5 Steps Toward Digital Sanity

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Tech Sabbath

No-Tech Saturday Morning No Tech 1 Hour Before Bed No Tech Before Breakfast

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[email protected] from this Schedule a Meeting: bit.ly/meetjeremy

Follow Me on Twitter: @jeremycaplan

bit.ly/ninjasanityToday’s Notes and Links

@jeremycaplan