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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

slide3
Alan
  • Technology/Data Director

Overwhelmed at Work? Technology to the Rescue Alan Walker

slide4
Alan
  • Technology/Data Director
  • Publishing Company
    • Books

Overwhelmed at Work? Technology to the Rescue Alan Walker

slide5
Alan
  • Technology/Data Director
  • Publishing Company
    • Books
    • Website

Overwhelmed at Work? Technology to the Rescue Alan Walker

slide6
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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