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
