the productivity shift: doing productive vs. being productive (the marketing event 2013)

DOING PRODUCTIVE VS BEING PRODUCTIVE

W: productivityist.com E: info@productivityist.com T: @mikevardy

THE PRODUCTIVITY SHIFT

ABOUT ME

ABOUT THIS SESSION

you’ve got proposals to do… …meetings to attend…

…award submissions… …lunches…

…and so on…

TIME MANAGEMENT

WHAT IS TIME?

there are 14 different definitions of time... !

...and that’s just when it is used as a noun.

THE BOTTOM LINE?time is incredibly big.

MANAGING TIMEmeans managing you AND your energy

"YOU CAN DO ANYTHING BUT YOU CAN'T DO EVERYTHING.”

DAVID ALLEN

FOCUS ON TASK(not on time)

LET’S TALK ABOUT...time chunking

TIME CHUNKINGit’s what makes time less than big

YOU CAN TIME CHUNKby the week

by the day by the hour

A PROJECT IS...anything that requires more than a single action to complete.

THE IMPORTANCE OF CONTEXTS

CONTEXTS ADD VALUEto your tasks, projects, and goals

TASK MANAGEMENTTools

EVERNOTE

REMINDERS HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-REMINDERS-AS-A-TASK-MANAGER/

30/30 HTTP://PRODUCTIVITYIST.COM/HOW-TO-USE-3030-LIKE-THE-EMERGENT-TASK-PLANNER/

THE POMODORO TECHNIQUE HTTP://WWW.POMODOROTECHNIQUE.COM/DOWNLOAD/PDF/POMODORO-CHEAT-

SHEET.PDF

There are five basic steps to implementing the technique: !

1. Decide on the task to be done 2. Set the pomodoro (timer) to 25 minutes

3. Work on the task until the timer rings; record with an x 4. Take a short break (3-5 minutes)

5. Every four "pomodori" take a longer break (15–30 minutes)

LET’S NOT FORGETanother piece of technology...

DAVE SEAH’S EMERGENT TASK PLANNER HTTP://DAVIDSEAH.COM/BLOG/NODE/THE-EMERGENT-TASK-PLANNER/

THE STRIKETHROUGH SYSTEM

TASK TASK TASK

CAPTURE CONTEXTS USE COLOR

EMAIL MANAGEMENT

THE EMAIL PROBLEM

The problem with email isn’t the platform. !

The problem with email is the users of the platform.

WHAT EMAIL REALLY IS(it’s not what you think)

An email can be one of two things... !

1. An action item !

2. A reference item

EMAIL MANAGEMENTTactics

1. BUILDING BETTER SUBJECT LINES 2. FIRST IN, FIRST OUT 3. TEXT EXPANSION/CANNED RESPONSES 4. CHECK EMAIL “SECOND THING” IN A.M. 5. SET BOUNDARIES

LET’S TALK ABOUT...Inbox Zero

email isn’t the real work but... !

...we give it that power every time we let it steal our focus.

THE IDEA OF MULTIPLE INBOXES

EMAIL MANAGEMENTTools

DISPATCH

KEYMAILS

AWAYFIND

CALENDAR MANAGEMENT

WHAT GOES ON A CALENDAR?

HYPERSCHEDULING(or “The About A Boy Syndrome”)

DUE DATESare not as important as “Do Dates”

THE WEEKLY REVIEW PROCESS

THEMING YOUR MONTHS

CALENDAR MANAGEMENTTactics

1. USE DIFFERENT CALENDAR VIEWS (DAY, WEEK, MONTH)

2. SCHEDULE APPOINTMENTS WITH YOURSELF 3. COLOUR-CODE WHERE POSSIBLE 4. CREATE AN “IDEA CALENDAR” 5. DON’T MARRY YOURSELF TO THE GREGORIAN

CALENDAR

CALENDAR MANAGEMENTTools

DOODLE

SCHEDULEONCE

FANTASTICAL

5 THINGS YOU CAN DO NOW: !

1. “FLIP THE SWITCH” ON EMAIL 2. BUILD THE CAPTURE HABIT 3. START FOCUSING ON TASK, NOT ON TIME 5. GO “DEVICE/ENVIRONMENT SPECIFIC” 6. USE TOOLS TO BLOCK THE WEB

YOU NEED TO BUILDAn Achievement Structure

BECAUSE WHEN YOU SET UPyou won’t upset.

- Q&A - THANKS FOR ATTENDINGW: productivityist.com E: info@productivityist.com T: @mikevardy

the productivity shift: doing productive vs. being productive (the marketing event 2013)

email isnt

lets talk

infoproductivityist

time chunking

email

productivityist

time

problem

Technology

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