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TIME HACKINGHow to be more productive

and optimize your time at work

@edolopez

June 17th, 2014@icalialabs

Tuesday, June 17, 14


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TIME is the most valuable asset we haveWe cannot restore it or buy it



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Theres always time.

Time is priorities.

Wants vs. Needs (Priorities)



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TIME IS ABOUT MANAGEMENT



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TIME IS ABOUT MANAGEMENT

HACKING



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1. TECHNIQUES



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1. TECHNIQUESA technique is a procedure that can be used

many times to take advantage of time in a wise way



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1. USE POMODORO

- Total focus on a specific activity for 25 minutes.- Dont get distracted with anything else.- Short or long breaks between to distract and retakemomentum



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2. TAKE ADVANTAGE

OF DEAD TIMES- A brief moment when you can talk about a pending topicwithout scheduling.- During the typical walk to the corner store, the restaurant,

etc.



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3. SET SPECIFIC TIMES TO

CHECK EMAIL- Biggest time-sucks known to modern man is checking andresponding to email- Email takes up 28% of the average workers day

- An email comes in and suddenly youre giving your best hoursto someone elses goals, not yours.- Email can turn you into a jerk.- Email can be more addictive than alcohol and tobacco.

... just set specific times for it!



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4. OPTIMIZE THE MOMENT

ON THE BATHROOM- You know you can do a lot...



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5. HAVE A MORNING

PLANNING MOMENT- Define your to-dos of the day.- Enjoy the daily standup meeting.- Read the news and blogs.- Manage your mood!



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6. OPTIMIZE TIME FOR

MEETINGS AND SESSIOS- Have an agenda.- Have time constrains and a facilitator.- Consider a goal and what you want to get from the session



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7. PROMOTE NO

DISTRACTORS- Special signals, such as heaphones to say you are busy.- Put the do-not-disturb mode in your phone (plane mode)- Turn off alerts and banners on Desktop.

- Return calls later.- People working from home can be understandable.



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2. TOOLS



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2. TOOLSTools are going to be the instrument to manage

and asses any activity in terms of time



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Prioritization and organization

Time Tracking

Mail management

Physical tools

2. TOOLS

Tools can be classified in:



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a) Prioritization and Organization

Mindmestierfor Mind Mapping - http://www.mindmeister.com/

http://www.mindmeister.com/http://www.mindmeister.com/


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Trelloas a Kanban board - http://www.trello.com

http://www.mindmeister.com/http://www.mindmeister.com/


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Evernote or Hackpadfor personal notes and TO-DOs



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Evernote or Hackpadfor personal notes and TO-DOs

* Even Basecamp or Google App forBusiness can be used

for reminders and personal notes



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Tomighty.org app for pomodoros



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Tomighty.org app for pomodoros

... picture doesnt make sense,but was tasty and I was hungry



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b) Time Hacking

RescueTime.comto monitor all your



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Toggl.comto contextualize your spent time



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Timelyapp.com andgetHarvest.comare other options



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Timelyapp.com andgetHarvest.comare other options

... if you have the money.



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c) Mail Management

Boomearng for Gmailto schedule an email to be

sent later. Easy email reminders.



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Inbox pause for Gmailto stop in certain time span

arrival emails



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d) Physical Tools

A more personal need.

If you need big monitors, to have good qualityheadphones or any other device, it is more a

personal way of be productive.



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d) Physical Tools

A more personal need.

If you need big monitors, to have good qualityheadphones or any other device, it is more a

personal way of be productive.Discover yourself!



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3. A PERSONAL SYSTEM



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3. A PERSONAL SYSTEMA combination of both techniques and tools

depending on the scenarios of your daily work



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A personal system means to have a strict routine

and procedures.

Depends on daily work activities, how your system isgoing to be set.

You can have multiple scenarios, for different days orsituations.

3. A PERSONAL SYSTEM



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EXAMPLE OF

PERSONAL SYSTEM

Set your mood and visualize your tasks for the day.

Plan your day the night before, or during the morning.

Start with your mind map or kanban, what am I goingto do today?

Daily standup to start your project prioritization.

Use pomodoro for every activity; no more than 25minutes. Take little breaks to distract your mind.



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Dont schedule meetings after certain hour. Tuesdaysare for project clients.

Track with context every activity. At the end of theweek you will see when you are more productive anddoing what.

12pm and 6pm are email hours.

Meal time is always at certain time.



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CONCLUSIONS



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Use techniques, tools and combine them

to define a personal systemto manage betteryour time.

Stick to a routine!

Start with short tasks to get the ball rolling. Stop

multitasking, it merely kills your focus.



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Were always more focused and productive withlimited time. Set deadlines for everything,dont let the work get indefinitely.

More work doesnt mean productivity. Useconstrains as opportunities.

Reminder apps for everything, dont trustyour brain.



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This is for your life and for the

people who care about you

Girl/Boy-friend.

Colleagues.

Family.

Friends.

Customers.



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THANKS!

CEO - @edolopez

June 17th, 2014@icalialabs



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REFERENCES

Quora: As a startup CEO, what is your favorite productivity hack?. http://www.quora.com/Productivity/As-a-startup-CEO-what-is-your-favorite-productivity-

hack

Forbes: 7 Productivity Hacks that succesful people use everyday. http://www.forbes.com/sites/jaysondemers/2014/01/08/7-productivity-hacks-that-successful-people-use-every-day/

Your most valuable asset is time. http://www.inc.com/robert-kaplan/robert-kaplan-your-most-valuable-asset-is-time.html

Martin Fowler Blog: How to leverage a Daily Standup Meeting. http://martinfowler.com/articles/itsNotJustStandingUp.html

http://www.inc.com/robert-kaplan/robert-kaplan-your-most-valuable-asset-is-time.htmlhttp://www.inc.com/robert-kaplan/robert-kaplan-your-most-valuable-asset-is-time.htmlhttp://www.forbes.com/sites/jaysondemers/2014/01/08/7-productivity-hacks-that-successful-people-use-every-day/http://www.forbes.com/sites/jaysondemers/2014/01/08/7-productivity-hacks-that-successful-people-use-every-day/http://www.quora.com/Productivity/As-a-startup-CEO-what-is-your-favorite-productivity-hackhttp://www.quora.com/Productivity/As-a-startup-CEO-what-is-your-favorite-productivity-hackhttp://martinfowler.com/articles/itsNotJustStandingUp.htmlhttp://martinfowler.com/articles/itsNotJustStandingUp.htmlhttp://martinfowler.com/articles/itsNotJustStandingUp.htmlhttp://martinfowler.com/articles/itsNotJustStandingUp.htmlhttp://www.inc.com/robert-kaplan/robert-kaplan-your-most-valuable-asset-is-time.htmlhttp://www.inc.com/robert-kaplan/robert-kaplan-your-most-valuable-asset-is-time.htmlhttp://www.inc.com/robert-kaplan/robert-kaplan-your-most-valuable-asset-is-time.htmlhttp://www.inc.com/robert-kaplan/robert-kaplan-your-most-valuable-asset-is-time.htmlhttp://www.forbes.com/sites/jaysondemers/2014/01/08/7-productivity-hacks-that-successful-people-use-every-day/http://www.forbes.com/sites/jaysondemers/2014/01/08/7-productivity-hacks-that-successful-people-use-every-day/http://www.forbes.com/sites/jaysondemers/2014/01/08/7-productivity-hacks-that-successful-people-use-every-day/http://www.forbes.com/sites/jaysondemers/2014/01/08/7-productivity-hacks-that-successful-people-use-every-day/http://www.forbes.com/sites/jaysondemers/2014/01/08/7-productivity-hacks-that-successful-people-use-every-day/http://www.forbes.com/sites/jaysondemers/2014/01/08/7-productivity-hacks-that-successful-people-use-every-day/http://www.quora.com/Productivity/As-a-startup-CEO-what-is-your-favorite-productivity-hackhttp://www.quora.com/Productivity/As-a-startup-CEO-what-is-your-favorite-productivity-hackhttp://www.quora.com/Productivity/As-a-startup-CEO-what-is-your-favorite-productivity-hackhttp://www.quora.com/Productivity/As-a-startup-CEO-what-is-your-favorite-productivity-hackhttp://www.quora.com/Productivity/As-a-startup-CEO-what-is-your-favorite-productivity-hackhttp://www.quora.com/Productivity/As-a-startup-CEO-what-is-your-favorite-productivity-hack


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