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Overwhelmed at Work? Technology to the Rescue

Overwhelmed at Work? Technology to the Rescue. Alan Walker Prosser School District www.multiplication.com. What this Presentation IS. Step-by-step plan for: Relieving stress at work Get more done – with less anxiety – limited resources System that works Process Techniques

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Overwhelmed at Work? Technology to the Rescue

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  1. Overwhelmed at Work? Technology to the Rescue Alan Walker Prosser School District www.multiplication.com

  2. What this Presentation IS • Step-by-step plan for: • Relieving stress at work • Get more done – with lessanxiety – limited resources • System that works • Process • Techniques • Tools (Technology) • Experiences, Tricks, and Tips ~ . Overwhelmed at Work? Technology to the Rescue Alan Walker

  3. Alan • Technology/Data Director Overwhelmed at Work? Technology to the Rescue Alan Walker

  4. Alan • Technology/Data Director • Publishing Company • Books Overwhelmed at Work? Technology to the Rescue Alan Walker

  5. Alan • Technology/Data Director • Publishing Company • Books • Website Overwhelmed at Work? Technology to the Rescue Alan Walker

  6. Alan • Technology/Data Director • Publishing Company • Books • Website • Pilot • Building an airplane Overwhelmed at Work? Technology to the Rescue Alan Walker

  7. Do You Ever Feel Like… • OVERWHELMED – where do I begin • Can’t or won’t be able to complete the task, job, project • Not enough TIME • Not enough of the neededRESOURCES • Job too big for one person • If I could just get organized…~ Overwhelmed at Work? Technology to the Rescue Alan Walker

  8. Based on… • Getting Things Done &Ready for Anything(David Allen) Overwhelmed at Work? Technology to the Rescue Alan Walker

  9. Based on… • Getting Things Done &Ready for Anything(David Allen) • Upgrade Your Life(Gina Trapani) Overwhelmed at Work? Technology to the Rescue Alan Walker

  10. Based on… • Getting Things Done &Ready for Anything(David Allen) • Upgrade Your Life(Gina Trapani) • The 4-Hour Workweek(Timothy Ferriss) Overwhelmed at Work? Technology to the Rescue Alan Walker

  11. Based on… • Getting Things Done &Ready for Anything(David Allen) • Upgrade Your Life(Gina Trapani) • The 4-Hour Workweek(Timothy Ferriss) • Too Busy for YourOwn Good(Connie Merritt) Overwhelmed at Work? Technology to the Rescue Alan Walker

  12. Based on… • Getting Things Done &Ready for Anything(David Allen) • Upgrade Your Life(Gina Trapani) • The 4-Hour Workweek(Timothy Ferriss) • Getting Organized in Google Era (Douglas c Merrill) Overwhelmed at Work? Technology to the Rescue Alan Walker

  13. Based on… • Getting Things Done &Ready for Anything(David Allen) • Upgrade Your Life(Gina Trapani) • The 4-Hour Workweek(Timothy Ferriss) • Too Busy for YourOwn Good(Connie Merritt) Life Overwhelmed at Work? Technology to the Rescue Alan Walker

  14. Process • PROJECTS • Break into achievable TASKS • TASKS • Put TASKS into a TRUSTED SYSTEM • TRUSTED SYSTEM • Store, organize, and review TASKS~ Overwhelmed at Work? Technology to the Rescue Alan Walker

  15. Taking care of the OLD STUFF • Choose starting point • Systematically work your way through the room • Have organizing ‘stuff’ ready • School – file folders, post-its • Home – storage containers, dumpster • DEAL with EVERYTHING! • Put Away (Into File or List), Throw Away, Give Away • File – Long Term, Medium Term, Short Term • List – To Do~ Overwhelmed at Work? Technology to the Rescue Alan Walker

  16. Productivity Tips • EMAIL • TIPS • Delete it • Deal with it • 3 Minutes • Drag it • Folder • Calendar • To Do Overwhelmed at Work? Technology to the Rescue Alan Walker

  17. Productivity Tips • EMAIL • MAIL • TIPS • Sort it before you sit it! • FILE or FLING • DO IT NOW! • Deal with it ONCE! Overwhelmed at Work? Technology to the Rescue Alan Walker

  18. Productivity Tips • EMAIL • MAIL • PHONE • TIPS • Answering machine • Headset • Screen Calls • Caller ID • Hang Up • RingCentral.com Overwhelmed at Work? Technology to the Rescue Alan Walker

  19. Productivity Tips • EMAIL • MAIL • PHONE • PEOPLE • Terrific TIPs • Purposeful Pace • Walk with conviction • ‘Prop’ under arm • Bait and Switch Overwhelmed at Work? Technology to the Rescue Alan Walker

  20. Productivity Tips • EMAIL • MAIL • PHONE • PEOPLE • PAPER • TIPS • Don’t shuffle paper • DO IT ONCE • DEAL with it • DEFER it • DUMP it Overwhelmed at Work? Technology to the Rescue Alan Walker

  21. TRUSTEDSYSTEM • Get information out of your head. • TRUSTED system • Safe storage • Find it again ~ Overwhelmed at Work? Technology to the Rescue Alan Walker

  22. Make a LIST • Write it down • Carry notepad (Dad) • Date it • * Star important • Sticky pads • Palm (Peggy) . Overwhelmed at Work? Technology to the Rescue Alan Walker

  23. Make a LIST • Day planner • Calendar • To Do List • Contacts • Notes • www.DIYplanner.com Overwhelmed at Work? Technology to the Rescue Alan Walker

  24. Make a LIST • Write it down digitally App: Noter 2 Desktop App Outlook (Auto Sync): Calendar Email Tasks RememberTheMilk.com Overwhelmed at Work? Technology to the Rescue Alan Walker

  25. Make a LIST • Write it down digitally io2 Pen $100 LiveScribe Pulse $120 LiveScribe Echo $170 Overwhelmed at Work? Technology to the Rescue Alan Walker

  26. Make a LIST • My System - Basic • Always carry legal pad • Write everything down • Put in Short Term Basket - Until • Enter into Outlook • Tasks, Calendar • File Overwhelmed at Work? Technology to the Rescue Alan Walker

  27. Make a LIST • My System - Digital • Cell Phone • Laptop • Carry Laptop (small) • Enter as much as possible (source) • Internet – Google Docs Overwhelmed at Work? Technology to the Rescue Alan Walker

  28. Synchronize Your Life Synchronize Work – Home (Calendar, Tasks, Contacts, Email) School Home Overwhelmed at Work? Technology to the Rescue Alan Walker

  29. Synchronize Your Life Synchronize Work – Home (Folders) www.skydrive.com www.DropBox.com www.PowerFolder.com School Home Overwhelmed at Work? Technology to the Rescue Alan Walker

  30. STORE - FILE or FLING • PAPER • Keep it simple • Short Term – Desk Basket • Medium Term – Desk Rack • Long Term – File Cabinet Overwhelmed at Work? Technology to the Rescue Alan Walker

  31. STORE - Short Term • SHORT TERM - Desk • Basket • Arranged by importance • Deal with it • Meeting notes • To-do list • Calendar • 3 minute rule • Remember • File It don’t pile . Overwhelmed at Work? Technology to the Rescue Alan Walker

  32. STORE - Medium Term • MEDIUM TERM - Rack • File folders • Arranged by importance • Remove when complete • When completed…FILE IT don’t PILE IT Overwhelmed at Work? Technology to the Rescue Alan Walker

  33. STORE - Long Term • LONG TERM - Cabinet • Keep it simple • Arrange alphabetically • Hanging file folders • Colored Tabs • Tab Printer *Super Tip Overwhelmed at Work? Technology to the Rescue Alan Walker

  34. STORE - Long Term • Post-it on file Overwhelmed at Work? Technology to the Rescue Alan Walker

  35. STORE - Long Term Overwhelmed at Work? Technology to the Rescue Alan Walker

  36. STORE – Electronic • Digitize when possible • Capture digitally • Scanner • Copier to Scan • ioPen • Find it digitally • Print to PDF – Free programs • PDF Creator • PrimoPDF Overwhelmed at Work? Technology to the Rescue Alan Walker

  37. PROCESS – Electronic • Electronic Filing Cabinet • FILE IT or DELETE IT • Error on the side of filing it! • File Folders • Desktop/File searches • Google • Yahoo Overwhelmed at Work? Technology to the Rescue Alan Walker

  38. ORGANIZE – Outlook MS OUTLOOK as THE Organization TOOL (Trusted System) • Email • Calendar • Tasks • Contacts Overwhelmed at Work? Technology to the Rescue Alan Walker

  39. ORGANIZE – Outlook • Email • Folders • Organization • Archive • Keep everything~ Overwhelmed at Work? Technology to the Rescue Alan Walker

  40. ORGANIZE – Outlook • Email – Do It Once • DRAG IT or DELETE IT • Appropriate folder • Task • Add priority • Delegate it • Calendar (Copy) Overwhelmed at Work? Technology to the Rescue Alan Walker

  41. ORGANIZE – Outlook • Calendar • Drag from email or enter • Appointments (Reminder) • Meetings • Schedule • Reminder • Day specificactions • Tickler (Recurrence) Overwhelmed at Work? Technology to the Rescue Alan Walker

  42. ORGANIZE – Outlook • Tasks!! • Drag from email or enter • Prioritize • Group by Priority • High – School • Medium – Home • Low – Medium & Long Term • Start task with # • Delegate (if possible) • Recurrence Overwhelmed at Work? Technology to the Rescue Alan Walker

  43. ORGANIZE – Outlook • Tasks!! • Scan and prioritize each morning • REVIEWallweekly Overwhelmed at Work? Technology to the Rescue Alan Walker

  44. ORGANIZE – Outlook • Contacts • Contacts • Other info~ Overwhelmed at Work? Technology to the Rescue Alan Walker

  45. Capture Time • Mail • Walk sorting • Junk on bottom – sideways • Prioritize rest • Phone call – multi-task • Mark items complete • File items on desk Overwhelmed at Work? Technology to the Rescue Alan Walker

  46. Capture Time • Work from home (beach, lake, mountains) • LogMeIn.com • GoToMyPC.com • Virtual Meetings • Mikogo.com (Free) • GoToMeeting.com • WebEx.com Overwhelmed at Work? Technology to the Rescue Alan Walker

  47. Capture Time • Passwords • A = @, E = 3, I = 1, O = 0, S = $ • Search = $3@rch • Add letters of the site to the beginning or end of password • YAHOO = SearchYa = $3@rchY@ • Write down password as SearchYa • Secure Password Storage Program • KeePass Overwhelmed at Work? Technology to the Rescue Alan Walker

  48. Capture Time • Keyboard commands SAVE TIME • Ctrl+C = Copy text to clipboard • Ctrl+X = Cut text to clipboard • Ctrl+V = Paste (Velcro) text to document • Ctrl+S = Save Document • Ctrl+P = Print Document • Ctrl+B = Bold the selected text • Ctrl+I = Italicize selected text • Ctrl+U = Underline selected text Overwhelmed at Work? Technology to the Rescue Alan Walker

  49. Capture Time • Meetings • Multitask • Laptop or cell phone • Wireless access point • Alt-Tab! • Agreement nod Overwhelmed at Work? Technology to the Rescue Alan Walker

  50. Automation • SCOTTY: “She’s all yours, sir. All systems automated and ready. A chimpanzee and two trainees could run her! • CAPTAIN KIRK: “Thank you, Mr. Scott. I’ll try not to take that personally. Star Trek Overwhelmed at Work? Technology to the Rescue Alan Walker

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