Académique Documents
Professionnel Documents
Culture Documents
Jer em yC
ap
Digital Efciency
36 Tips, Tools & Techniques for Streamlining Your Digital Life
NYPL 6/24/11
lan
TWITTER.COM/JEREMYCAPLAN QUESTIONS? E-MAIL JEREMY AT JEREMYCAPLAN.COM PHOTO BY .robbie
We are getting
FLOODED
With Info
100+
20
In a Month...
> 3,000 E-Mails > 5,000 Blog Posts > 500 InfoScraps + Documents + Pictures + Links...
% of Time When Info is Flowing Into My Life % of Time When No New Info Is Coming In
8.3%
.7% 91
75
82
88
82.5 # of Email Messages
55
27.5 2008
2009 Year
2010 2011
# of Important Things to Read Online Amount of Spare Time for Casual Reading
2008
2009
2010
2011
...Such is the flood that event things that might have done some good lose all their goodness... - Erasmus
Solutions
2 Approaches
Establishing systems
Implementing tools
Phone leashes
Taming Info
Overload
Strategies for staying sane and calm
Dont rely on
willpower
...We each have one reservoir of will and discipline, and it gets progressively depleted by any act of conscious selfregulation... - Tony Schwartz, Harvard Business Review http://bit.ly/rituals101
I. Check your reality II. set up your help III. prepare your systems
I. Reality check
automate
spend your time, energy and brainpower where its needed or enjoyed
6 Levels of focus
Longterm Goals
(Five Years)
Short-Term Goals
(This Year)
Projects
(Requiring multiple steps)
Tasks
(Individual To-Do Items)
break projects into pieces plan backwards from the deadline Specify the very next actions
Establish Rituals
It is a profoundly erroneous truism that we should cultivate the habit of thinking of what we are doing The precise opposite is the case. Civilization advances by extending the number of operations we can perform without thinking about them. - A.N. Whitehead, Philosopher, 1911
Rituals
first things first weekly review digital sabbath
Launching my work day by focusing rst on whatever I've decided the night before is the most important activity I can do that day. Then taking a break after 90 minutes to refuel... - Tony Schwartz, Harvard Business Review
Weekly Review
Projects
(Review Progress, Change tasks)
Tasks
(Individual To-Do Items)
tech sabbath
no-tech Sunday or No Tech before bed OR tech-free early morning
The 9 Buckets
The infoStuff that we manage
The 9 Buckets
Email Calendar Tasks
Docs
InfoScraps
Feeds
Links
Paper
Reading
Keep it simple
Choose basic tools that are good enough
Paper works
index cards and the hipster PDA
Google Calendar
Google Calendar
Tasks
Toodledo
toodledo
Google Docs
evernote
evernote
Evernote
Google reader
Instapaper
Trunk.ly
Google Contacts
Google Voice
Google Voice
Google Voice
The 9 Buckets
Email Calendar Tasks
Docs
InfoScraps
Feeds
Links
Contacts
VoiceMail
Mint
Betterment
bit.ly
GMAIL
MINIMIZE INTERRUPTIONS
FILTER
AUTOMATE
BATCH
STRENGTHEN SIGNATURES
BOOKMARK EMAIL
ADD CONTEXT
Mastering email
Settings Labs Filters & labels apps & Add-ons
Filtering
Fool me once, shame on you... fool me twice, I need a filter
Filtering
Clarify the characteristics of the email that needs to be filtered Examples: - Senders Name/Address - Subject Line - Recipients - Keywords
Automating
type it once, fine. Type it twice, fine. Type the same thing 50 times? Youre wasting time..
Textexpander
Textexpander
My Textexpander Stats:
Textexpander
My Textexpander Stats:
batching
Check and act on email periodically, not constantly. your attention and focus are valuable. dont squander them.
batching
some people find that checking every hour is a reasonable compromise. find a frequency that works for you.
One-Touch
When you act on email, dont just read. act. Either archive, reply or defer
One-Touch
3 basic options for acting on an email:
Archive = delete or label do = reply or take some action defer = Schedule for later or delegate
8 Gmail Shortcuts
c
=
compose r
=
reply a
=
reply
all f
=
forward e
=
archive l
=
label
v
=
move
with
label s
=
add
a
star
Juicing Up GMail
Gmail Settings
Gmail Labs
Add Gadgets
Boomerang
Boomerang
Nudgemail
Nudgemail
Bookmark email
Bookmark email
Rapportive
Rapportive
Rapportive
170
171
173