5 steps toward digital efficiency
DESCRIPTION
These slides accompany a talk about five key ways to improve digital efficiency in order to get more done, savor life and have more time to be creative. The slides focus on specific systems and tools for improving digital efficiency.TRANSCRIPT
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5 Steps TowardDigital Efficiency
by @jeremycaplan
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Links, Notes + Slides: bit.ly/ninjasteps
by @jeremycaplan
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Please Contact [email protected] Me on Twitter: @jeremycaplan
bit.ly/ninjasteps = All links, notes and slides
Pulse Check
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Do you expect to have the same phone in two years?
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Do you receive more than 120 email messages a day?
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!6About Me
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Why Bother with Digital Efficiency?
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We Are Flooded
with Information
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INBOX = SWAMP
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Weekly Emails 500+
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Daily Bits of Info Notes, Phone Numbers, Tasks, Sites, Tweets...
50+
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We Have More Stuff to Keep Track Of, But Less Time
Year2008 2009 2010 2011 2012 2013 2014 2015
Number of Daily Info BitsAmount of Spare Time
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We Haven’t Even Mentioned...
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Manage this FLOOD = Make Time to: !
CREATE LEARN ENJOY
Einstein’s Desk !22
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Two Key Elements in Getting Things Done
Systems and Tools
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Systems Tools
Techniques, Practices, Behaviors and Frameworks
Sites, Software, Plug-Ins and Apps
Quick Summary Agenda5 Steps Toward Digital Efficiency
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Create an Extra Hour
Save your brain for what matters
Draw a Life Map
Turbocharge Your Email
Make the Most of Mobile
Sharpen Your Toolkit
Put the big stuff in perspective
Search, batch, filter, and act
Pick 10 apps & master them
Stay ahead with useful resources
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What’s a Digital Ninja?
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Someone who gets things done
Image By Justin Leibow
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… Who has time to be creative
Image By Justin Leibow
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… and time to savor life
Image By Justin Leibow
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Digital Ninja = !
Gets Things Done Savors Life
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Digital Ninja = !
Manages inflow and outflow of digital info
efficiently
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What Do Ninjas Need? Systems and Tools
Image By Justin Leibow
Two Key Elements in Getting Things Done
Systems and Tools
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Systems Tools
Techniques, Practices, Behaviors and Frameworks
Sites, Software, Plug-Ins and Apps
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1. CREATE AN EXTRA HOUR
Image By Justin Leibow
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SIMPLIFY
Image By Justin Leibow
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When it comes to tools, Pick. Stick. Dig.
Image By Justin Leibow
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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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The best way to create, edit and share documents Google Drive
Access Anywhere on Any Device Collaborate and Publish Efficiently Full Suite Integrates Well Reliable and Consistent
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Why Evernote AND
GDrive?
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Evernote = File Cabinet Google Drive = Docs
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Social Dashboard Master List‣ 3 Primary Streams: Home, Direct Messages & Mentions ‣ 3 Search Terms (i.e. Hashtags, Topic, Person) ‣ 3 Lists (i.e. Experts, Colleagues, Quality Topic Curators) ‣ 3 Key Accounts (i.e. Job, Mentor, Key Source, Competitor) ‣ 3 Other Networks (Facebook, LinkedIn, Instagram) ‣ 3 Aids: Scheduled Messages, Sent Messages, Drafts
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A good toolkit has more than a single hammer
Image By Justin Leibow
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Make Micro-Changes
Image By Luke Chesser
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Digital Assistants
Automate Repetitive TasksSpend your time, energy and brainpower where it’s needed or enjoyed
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Bill Payment Auto-Deposits Budget Tracking !
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Automate
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The best way to create triggers to automate common tasks IFTTT (IF This, Then That)
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Automate Typing
Automate TypingType something once, fine.
Type it twice, fine.
Type the same thing 50 times?
You’re wasting time.!58
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TextExpander
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Agileroute.com/clipboardhistory
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Focus on what works for you and stick with itPick and Stick To 10 Tools
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20
80
Primary ToolsExperiments
Source: Name of Data Provider
The 80/20 RuleWe do 80% of your work with our primary tools
The services I rely on mostKey Tools
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‣ Dropbox ‣ Evernote ‣ Toodledo ‣ Hootsuite ‣ TextExpander
‣ Gmail ‣ GDrive ‣ GCal/Contacts ‣ GVoice ‣ ClipboardHistory
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Streamline
Image By Justin Leibow
Keep it StreamlinedChoose tools that work well together
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Toolbox Tips
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Keep it ConsistentPick & stick to tools
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Toolbox Tips
Keep it SimpleChoose tools that suit your workflow
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Toolbox Tips
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2. Draw a Life Map
Image By Alejandro Escamilla
Simple life map
areas of focus (Family, job, Charity, Hobby)
Projects (Multi-Step work on the horizon)
Tasks (Individual To-Do Items)
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Draft your areas of focus, your projects and tasks
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Manage the Big Picture
‣ 4 Areas of Focus ‣ 10 Projects for Each Area ‣ 20 Tasks for Each Project
An example
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Manage the Big Picture
‣ My Areas of Focus: LEARN | CREATE | TEACH | LIVE ‣ 10 Key Projects in each Area: e.g. Learn Motion 5 ‣ 20 Tasks Per Project: e.g. 15 minutes Read Chap. 1
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Tools for Projects/Tasks
Trello and Toodledo
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Trello
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Toodledo
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Keep Task Lists Simple
Imminent vs. Someday
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A Smarter CalendarMeetings + Events + Tasks
Email Integration Mobile-Friendly
What About Willpower?
It’s Overrated
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“...We each have one reservoir of will and discipline, and it gets progressively depleted by any act of conscious self-regulation...” !- Tony Schwartz !!
Harvard Business Review!
http://bit.ly/rituals101
Establish Rituals
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Just Do. Don’t Overthink.
“It is a profoundly erroneous truism that we should cultivate the habit of thinking of
what we are doing” !!
“The precise opposite is the case. Civilization advances by extending the number of operations we can perform
without thinking about them.”!!
- A.N. Whitehead, Philosopher, 1911!
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RitualsFirst Things First
Mini Triggers Tech Sabbath
First Things FirstStart the day with the most important project
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“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
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Tech Sabbath
No-Tech Saturday Morning No Tech 1 Hour Before Bed No Tech Before Breakfast
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Up to a two line subtitle, generally used to describe the takeaway for the slide
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3. Turbocharge Your Email
Image By Vadim Sherbakov
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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
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FOLDERS
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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: #ej14
#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
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See five.sentenc.es = a plea for short email
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Sunday = Good day to reach people by email
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27% of Sunday emails are read
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Source: Yesware Study
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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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Or use a combo: has:attachment budget
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Batch, Don’t SquirrelFocus on 1 thing at a time. Your attention is valuable.
Don’t squander it.
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Don’t Be a Squirrel
Check email every hour, not every minute
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Schedule Email Time 12 messages per day on average require substantial effort. That takes an average of 90 minutes
Source: ReviveYourInbox.com
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#Chronoplan =
When’s your emailing sharpest?
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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/Delete
Do, Defer or Dump
Fool me once, shame on you...
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Fool me twice, I need a filter
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Filter By:
Sender’s Name or Address Subject Line Recipients Keywords
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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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The hottest thing in email keeps evolving...Email Adoption Curve
!121Innovators 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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Boomerang
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Nudgemail
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Nudgemail
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Rapportive
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Rapportive
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WiseStamp
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WiseStamp email signature
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Contactually.com
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Contactually.com
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4. Make the Most of Mobile
Image By Sebastian Müller
Digital Efficiency on the Go
Mastering Mobile
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Mobile Gear Key Apps More Tips & Tools
A look at mobile tools of use for digital efficiency
A quick tour through handy apps for
getting things done
Some additional resources for
mobile reporting
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Up to a two line subtitle, generally used to describe the takeaway for the slide
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Additional Notes: bit.ly/ninjamobile8 Handy Mobile Apps for Efficiency
TASKS CALENDAREMAIL READING
NOTES CAMERAPODCASTS PHOTO EDITING
TOODLEDO BOXER SUNRISE INSTAPAPER
EVERNOTE DOWNCAST CAMERA+ SNAPSEED
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A Google Doc with Mobile App Tips and Recommendations21 Tips for Mobile Ninjas
‣bit.ly/ninjamobile
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Quick Tips
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Stay Home.
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Airplane Mode.
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Go Wide.
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Pick. Stick. Dig.
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Camera+
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Camera+ Useful Features Easy to Master Efficient Workflow
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Fix Lighting... After Snapping Pix
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Snapseed.
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Snapseed Simple Interface Fast Edits Finger Gestures
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Instapaper
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Instapaper
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Olioclip
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Find Top Apps
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Netted.net
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Quora.com
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App apps.
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Hashtags.
#BestApps etc
ProductHunt.Co
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BetaLi.st
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pinterest.com/journalismtools
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5. Sharpen Your Toolkit
Image By Sebastian Müller
otranscribe.com
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picmonkey.com
bufferapp.com
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quickcast.io
cropp.me
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tagcrowd.com
typeform.com
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smore.com
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Lostphotosapp.com
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otixo.com
Useful 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
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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
Top 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
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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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Use EMailFuture.com to send yourself an email in 30 days w/ 3 objectives
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Contact [email protected] Me on Twitter: @jeremycaplan
bit.ly/ninjasteps = All links, notes and slides
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Links, Notes + Slides: bit.ly/ninjasteps
by @jeremycaplan