Productivity Power User

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