Overwhelmed at work technology to the rescue
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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

Overwhelmed at Work? Technology to the Rescue

Alan Walker

Prosser School District

www.multiplication.com


What this presentation is

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


Overwhelmed at work technology to the rescue

Alan

  • Technology/Data Director

Overwhelmed at Work? Technology to the Rescue Alan Walker


Overwhelmed at work technology to the rescue

Alan

  • Technology/Data Director

  • Publishing Company

    • Books

Overwhelmed at Work? Technology to the Rescue Alan Walker


Overwhelmed at work technology to the rescue

Alan

  • Technology/Data Director

  • Publishing Company

    • Books

    • Website

Overwhelmed at Work? Technology to the Rescue Alan Walker


Overwhelmed at work technology to the rescue

Alan

  • Technology/Data Director

  • Publishing Company

    • Books

    • Website

  • Pilot

    • Building an airplane

Overwhelmed at Work? Technology to the Rescue Alan Walker


Do you ever feel like

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


Based on

Based on…

  • Getting Things Done &Ready for Anything(David Allen)

Overwhelmed at Work? Technology to the Rescue Alan Walker


Based on1

Based on…

  • Getting Things Done &Ready for Anything(David Allen)

  • Upgrade Your Life(Gina Trapani)

Overwhelmed at Work? Technology to the Rescue Alan Walker


Based on2

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


Based on3

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


Based on4

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


Based on5

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


Process

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


Taking care of the old stuff

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


Productivity tips

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


Productivity tips1

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


Productivity tips2

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


Productivity tips3

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


Productivity tips4

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


Trusted system

TRUSTEDSYSTEM

  • Get information out of your head.

  • TRUSTED system

    • Safe storage

    • Find it again ~

Overwhelmed at Work? Technology to the Rescue Alan Walker


Make a list

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


Make a list1

Make a LIST

  • Day planner

    • Calendar

    • To Do List

    • Contacts

    • Notes

    • www.DIYplanner.com

Overwhelmed at Work? Technology to the Rescue Alan Walker


Make a list2

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


Make a list3

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


Make a list4

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


Make a list5

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


Synchronize your life

Synchronize Your Life

Synchronize Work – Home

(Calendar, Tasks, Contacts, Email)

School

Home

Overwhelmed at Work? Technology to the Rescue Alan Walker


Synchronize your life1

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


Store file or fling

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


Store short term

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


Store medium term

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


Store long term

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


Store long term1

STORE - Long Term

  • Post-it on file

Overwhelmed at Work? Technology to the Rescue Alan Walker


Store long term2

STORE - Long Term

Overwhelmed at Work? Technology to the Rescue Alan Walker


Store electronic

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


Process electronic

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


Organize outlook

ORGANIZE – Outlook

MS OUTLOOK as THE Organization TOOL (Trusted System)

  • Email

  • Calendar

  • Tasks

  • Contacts

Overwhelmed at Work? Technology to the Rescue Alan Walker


Organize outlook1

ORGANIZE – Outlook

  • Email

    • Folders

      • Organization

    • Archive

      • Keep everything~

Overwhelmed at Work? Technology to the Rescue Alan Walker


Organize outlook2

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


Organize outlook3

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


Organize outlook4

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


Organize outlook5

ORGANIZE – Outlook

  • Tasks!!

    • Scan and prioritize each morning

    • REVIEWallweekly

Overwhelmed at Work? Technology to the Rescue Alan Walker


Organize outlook6

ORGANIZE – Outlook

  • Contacts

    • Contacts

    • Other info~

Overwhelmed at Work? Technology to the Rescue Alan Walker


Capture time

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


Capture time1

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


Capture time2

Capture Time

  • Passwords

    • A = @, E = 3, I = 1, O = 0, S = $

    • Search = [email protected]

    • Add letters of the site to the beginning or end of password

    • YAHOO = SearchYa = [email protected]@

    • Write down password as SearchYa

    • Secure Password Storage Program

      • KeePass

Overwhelmed at Work? Technology to the Rescue Alan Walker


Capture time3

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


Capture time4

Capture Time

  • Meetings

    • Multitask

      • Laptop or cell phone

      • Wireless access point

      • Alt-Tab!

      • Agreement nod

Overwhelmed at Work? Technology to the Rescue Alan Walker


Automation

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


Automation1

Automation

  • Microsoft Outlook

    • Rules and alerts

  • RingCentral.com

    • Intelligent answering machine and call forwarding

  • Automated Calls

    • VoiceShot.com

Overwhelmed at Work? Technology to the Rescue Alan Walker


Automation2

Automation

I not only use all the brains that I have, but all that I can borrow.

- Woodrow Wilson

  • Outsource

    • Guru.com

    • Natasha (Game development)

Overwhelmed at Work? Technology to the Rescue Alan Walker


Work smarter not harder

Work Smarter, Not Harder

  • Workspace

    • Pleasant environment

    • Efficient

    • Should work FOR YOU not against you

    • Conquer Clutter

      • Neat workspace

      • Clean desktop (computer too)

    • Ergonomic

Overwhelmed at Work? Technology to the Rescue Alan Walker


Work smarter not harder1

Work Smarter, Not Harder

Pavlov Pressure:

Technology is there to serve you, not the other way around!

Overwhelmed at Work? Technology to the Rescue Alan Walker


Work smarter not harder2

Work Smarter, Not Harder

Hott Notes

- Sticky notes

for your desktop

Reminders

Overwhelmed at Work? Technology to the Rescue Alan Walker


Work smarter not harder3

Work Smarter, Not Harder

  • IGoogle

    • Personalized

    • Gadgets

Overwhelmed at Work? Technology to the Rescue Alan Walker


Work smarter not harder4

Work Smarter, Not Harder

  • Dual Monitors

  • Two apps open

    at same time!

Overwhelmed at Work? Technology to the Rescue Alan Walker


Thank you

Thank You

  • [email protected]

  • www.TheOrganizedEducator.com for this presentation, links, templates, and tips

  • www.Multiplication.com for teaching students the Times Tables!

Overwhelmed at Work? Technology to the Rescue Alan Walker


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