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by Jeremy CaplanDo More with Less36 Tips, Tools &
Techniquesfor Streamlining Your digital Life
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@je
rem
ycaplan
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About Me
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Follow Me On Twitter:
@jeremycaplan
Email: jeremy@
jeremycaplan.com
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We are getting
floodedwith info
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E-Mail Messages Per Day Per
Person
110
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Sites/Blogs Subscribed to in Google Reader
100+
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Bits of Info Jotted Down
(Notes, Phone Numbers, To-Do List
Items, etc)
35
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In a Month...> 3,000 E-Mails
> 5,000 Blog Posts> 1,000 InfoScraps
+ Documents+ Pictures+ Links...
9
0
27.5
55
82.5
110
# of Email M
essages
75 82 88
110
20082009
20102011
Year
My Average # of Daily Incoming Email Messages
10
20082009
20102011
# of Important Things to Read OnlineAmount of Spare Time for Casual Reading
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8.3%
91.7%
% of Time When Info is Flowing Into My Life% of Time When No New Info Is Coming In
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We Haven’t Even Mentioned...
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Solutions
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Establishing systems
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Implementing tools
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Einstein’s desk on the day he died
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Phone leashes24
Taming Info Overload
Strategies for staying sane and calm
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Establish Rituals
Don’t rely on willpower
Count on
habits and helpers instead
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Track Your TimeGain Awareness with Time Maps and Timers
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Stay FocusedSet Limits. Simplify Concentration.
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31
32
Establish a weekly review
A Weekly Brain Refresh
Review: Calendar, Projects & Tasks
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6 Levels of focus
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The Big Picture:
Life Overall(Mission, Purpose)
Longterm Goals (Five Years)
Short-Term Goals (This Year)
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Reality on the Ground:
areas of responsibility (Family, Job, Charity)
Projects (Requiring multiple steps)
Tasks (Individual To-Do Items)
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Review Once a Week:
Calendar(Upcoming Week & Previous Week)
Projects(Review Progress, Change tasks)
Tasks (Individual To-Do Items)
Weekly R
evie
w
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Empty your mindPut everything into your system= free up your mind for thought
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Streamline your system
pick a set of infotools you like & stick to them
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The 9 BucketsThe infoStuff that we manage
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The 9 Buckets
Docs
TasksCalendar
FeedsInfoScraps
Contacts VoiceMailLinks
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Pick & Stick to a capture tool
For random bits of info and thoughts
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evernote
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Keep it simpleChoose basic tools that are good enough
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Toodledo
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Paper worksindex cards and the hipster PDA
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break projects into pieces
plan backwards from the deadline
Specify the very next actions
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Hunt for system gaps
find the leaks
Identify your weaknesses
specify your adjustments
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The 9 Buckets
Docs
TasksCalendar
FeedsInfoScraps
Paper ReadingLinks
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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksCalendars
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Google Calendar
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Google Calendar
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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksTasks
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Toodledo
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toodledo
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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksDocs
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Google Docs
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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksInfoScraps
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evernote
evernote
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evernote
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Evernote
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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksFeeds
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Google reader
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Instapaper
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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksLinks
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Trunk.ly
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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksContacts
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Google Contacts
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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksVoicemail
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Google Voice
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Google Voice
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Google Voice
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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinks
$$ Financial
Info$$
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Mint
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Betterment
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The biggest bucket
DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksEmail
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9 TIPS FOR E-MAIL NINJAS
DO, DELETE, DEFER JUICE UP YOUR GMAIL
MINIMIZE INTERRUPTIONS
FILTER AUTOMATE BATCH
STRENGTHEN SIGNATURES
BOOKMARK EMAIL ADD CONTEXT
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Mastering emailSettings
LabsFilters & Add-Ons
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Settings & Shortcuts
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8 Gmail Shortcuts
c = composer = replya = reply allf = forwarde = archivel = labelv = move to folder...s = add a star
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Juicing Up GMail
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Gmail Settings
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Reply from other Email Addresses
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Send & receive Email from work accounts
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Customize your email
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Gmail Labs
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6 best Gmail Labs
Undo Send
Canned Responses
Quick Links
Auto Advance
Send and Archive
Create a Doc
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More Gmail Labs
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Filters & Beyond
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Add Gadgets
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Create a FilterStep 1
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Create a FilterStep 2
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Create a FilterStep 3
106
Textexpander
107
Textexpander
My Textexpander Stats:
108
Textexpander
My Textexpander Stats:
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Boomerang
110
Boomerang
111
Nudgemail
112
Nudgemail
113
WiseStamp email signatures
114
WiseStamp email signatures
115
Bookmark email
116
Bookmark email
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Rapportive
118
Rapportive
119
Rapportive
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125
126
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128
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Backing Up & Sharing
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131
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133
134
135
136
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bit.ly
138
139
LifeCaching
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Memolane
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Memolane
142
Intersect
143
Projeqt
144
Storify
145
Sharpening Your toolkit
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147
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149
150
152
153
154
Concluding Thought:
Pick your gems, Focus on those.
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My Audio Gems:
On the mediaThis American Life
StorycorpsNPR Technology
NPR Food156
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