presents

presented by

Technology for Personal Efficiency

Brian Bluff President & Co-Founder, Site-Seeker, Inc.

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What We Will Cover •  How we spend our time •  Where we need help •  Principles of time management •  How technology can help

–  Time tracking –  Email management –  Browsers –  Cool apps –  Multi-Screens –  File sharing and cloud storage –  Search engines –  Appointments –  Communication tools

“Life Is So Busy These Days”

How Do You Spend Your Day

Source: entrepreneur.com

How Do You Find Extra Time? Time Management Matrix

"What is important is seldom urgent and what is urgent is seldom important” Former US President Eisenhower

Top Ten Time Management Tips

1.  Plan your week 2.  Plan your day 3.  Plan for emergencies 4.  Say no 5.  Remember your ABCDE’s 6.  Finish what you start 7.  When at work, work 8.  Take a break! 9.  Limit distractions 10. Make tomorrow’s list today

Eat the frog first!

What Are Your Frogs? “Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day.” - Mark Twain

Important Technology

•  Laptops, desktops, smartphones, tablets – Platforms – Operating systems

•  Browser •  File sharing & collaboration •  Communication tools •  Apps •  More coming!

Evaluate Your Use Of Time

What Tool Do You Use?

Time management method •  Francesco Cirillo 1980s •  25 minute intervals - “pomodori” •  Short break

Breaks increase mental agility •  Plan •  Track •  Record •  Process •  Visualize

Image: http://pomodorotechnique.com/

Pomodoro Technique

Desktop $4.99, iPhone $2.99 (or free – ticking sound)

Pomodoro Time Pro - App

Email Management

How many emails are in your inbox? •  0 •  100 •  1000 •  More?

Email Management

•  Keep it closed •  Check twice a day •  Can you say distraction?

Email Management

Limit yourself to four options •  Delete (or archive) •  Delegate •  Defer •  Respond

Email Management

Delete •  Declutter •  Archive – option to delete •  Use search to find later

Delegate •  Do you need to do it? •  Add to your waiting folder if

you need to follow up

Unroll.Me

Email Management

Two minute rule •  Less then 2 minutes –

respond •  More than 2 minutes - defer

•  Action folder •  Todo List

Keep your inbox empty

One more rule – Don’t write “thanks”, or “sounds good”…

The more you respond, the more email you will receive!

Email Management

Three folders max! •  Action required •  Archived •  Waiting for

Stay offline while in folders

Email Management

Mobile email management •  Clear inbox when you can

o  Counts as one of your two times per day

•  Sync •  Turn off alerts – avoid

distractions •  Don’t cheat

Browsers

Source: http://en.wikipedia.org/wiki/Usage_share_of_web_browsers

Which browser do you use?

Will you really learn it?

Browsers – Google Chrome

•  Access to Google products •  Preferences available on

any device when logged in to Google – Bookmarks – Apps – Extensions – Theme – Other (Autofill,

Passwords, Open tabs)

Google Drive

Tabs

Drag Tabs to open an new window •  Firefox, Chrome, Safari •  IE

Browsers: Tabs

Instapaper

PC: Ctrl F Mac: Cmd F

Browsers - Find

Right Click to Search

Highlight a keyword, right click and search Google

Works in •  Firefox •  Chrome •  Safari •  Internet Explorer?

Use History to Find Your Spot

Open closed tabs – History, recently closed tab

Browser Addons, Extensions, Plugins

Increase Efficiency - Multiple Screens

Cloud Storage

Cloud Storage

Advance Search Operators

•  Exact phrase "search query" •  Exclude a word -query •  Include similar words ~query •  Search within a site site: query •  Include a "fill in the blank” query * query •  Search for either word query OR query •  Search for a number range number..number

Source: http://support.google.com/websearch/bin/answer.py?hl=en&answer=136861

Advance Search Operators

Advance Search Operators

Advance Search Operators

Google Tips and Tricks

Source: http://www.google.com/insidesearch/tipstricks/all.html

Password Management

Scheduling Meetings

Scheduling Meetings

Scheduling Meetings

Instant Messaging

Instant message •  Audio chat •  Video chat One-on-one Multi-person

Skype

Making Videos

Making Videos

Mobile Apps

Mobile Apps

Task Management/Planner

Meeting Tools

•  Adobe connect – corporate $42 per month •  Any meeting Review – Free to $18 per month (Pro25) •  FreeConferenceCall – Free (now has screen share

too) •  Fuze – Free (up to 3) to $20/month (25) •  Google+ (Hangout) – Free (max of 10 devices) •  GoToMeeting – Free 3 attendees - $39 per month

(25) •  Join.Me – Free to $29 per month •  MeetingBurner – Free (10) to $39 per month (50) •  Webex - Free (3) to $49 per month (25)

Summary 1.  One minute planning saves ten minutes in execution 2.  Eat your frogs first 3.  Establish a baseline – track your time 4.  Set improvement goals 5.  Email is a time suck 6.  Embrace technology – learn, explore, implement

a.  Devices b.  Browser c.  Hardware d.  The cloud e.  Apps f.  Communication tools

Thank You!

Let’s connect on LinkedIn

Brian Bluff President & Co-Founder Site-Seeker, Inc. brianbluff@site-seeker.com @BrianBluff w: 315.732.9281 x 11 m: 315.525.5416

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