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Overwhelmed at Work? Technology to the Rescue

Feeling overwhelmed at work? This presentation offers a step-by-step plan to relieve stress, increase productivity, and utilize technology tools effectively. Learn techniques, tricks, and tips to manage tasks and resources efficiently. Based on productivity books by David Allen, Gina Trapani, Timothy Ferriss, and others, this session provides practical advice to upgrade your work life. Discover strategies to break projects into manageable tasks, organize your workload, and enhance productivity with trusted systems. Improve your email and task management with productivity tips including efficient sorting, filing, and scheduling techniques. Embrace technology solutions such as digital notepads, calendars, and task management apps to streamline your workflow and stay organized. Take control of your workload and conquer overwhelm with the power of technology and productivity strategies.

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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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