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W10 - Additional Tools and Tips to save time - Coggle Diagram
W10 - Additional Tools and Tips to save time
Any Questions?
(about anything so far) :check:
How are you going with
Consistency?
T1
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How interested are you
in becoming more organised and productive? :check:
What are the benefits?
Time savings
How often do you catch yourself saying
I don't have time?
What does this really mean?
More energy due to less context switching
Where was I?
Where was it?
More energy by shedding boring repetitive tasks
Peace of mind -
leave it to the system
Example: when it's in your calendar
You don't have to carry it in your mind
Feeling more relaxed knowing a system is taking care of things so you don't have to
Others respect organised people
Do you have barriers?
I'm just not good at tech
Admin doesn't interest me
Don't confuse time on Admin
& becoming more organised
There are so many tools
It's overwhelming
Eat the elephant bite by bite
Change is time-consuming
Chop harder with a blunt axe?
Technology is unbelievably frustrating
Be patient
Get help
Start with tools
That are likely to make the biggest difference
That are simple and easy to use
Be opening to periodically
trying a new and better one
Where to start?
Are you "too busy" to sharpen the axe?
You won't be overwhelmed if
commit to small continuous steps
A journey of a 1000 miles
begins with a single step
You can find out just about anything
by Googling it
Note: As you learn new things, be willing to contribute & help others by sharing apps & hints and tips you discover. We all do better together!
What apps apps are you currently using?
What's your current workflow?
Could this continuously improve?
Tip: The best apps are the ones you will actually end up using!
How willing are you to try new things?
What's the current start of your computer hardware?
T2
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Consider investing in computer hardware :check:
What does hardware cost you vs
Employing people?
Examples
Dual large screens
AND
An extra portable monitor for your laptop
AND
Fast hardware & good internet
Do you see such investment as
an indulgence or a necessity?
What will this do for your mental health?
How much time will you save?
How much more productive and organised will you become?
With everything stored in the cloud
You can move seamlessly between different devices
The world is rapidly changing to
online meetings
T3
It's not essential but it's like moving from the horse and cart to the motor vehicle!
Tools of trade & reducing in price
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Your Calendar
Your Emails
Your Tasks
Your Notes :check:
These functions need to integrate
Although you can have separate apps for each of these tasks
Switching between apps takes deliberate effort.
Oops - forgot to go into my task app today!
Tasks often start with an email.
Simplify your online life
For example you could use Active Inbox
so that your tasks sit in your email rather than an app such as Todoist
That way you don't have to leave your inbox to go to a separate app
T4.1
Your Calendar
Google and Microsoft continually invest in their products
Lots of third party app providers want to integrate with them
Start with an app such as Google Calendar
Add the ability send a link so that can book a time in your calendar
Do you feel comfortable with that?
Your fears may already have been addressed!
For example you can block out time, add buffers, change your availability
The time for manually juggling diary times has already past!
Other professionals will expect you to have this functionality
Or they will call the shots by sending you a link to their diary - get on the front foot!
There are various apps -
Calendly
is a good place to start
Such apps have the ability to automatically create a link for a Zoom meeting
Are you going to use your Calendar to contain tasks as well as appointments?
This can overwhelm your brain
Especially as you will need something else to record tasks with no deadline - ideas to be considered etc
T4.2
Your Emails
Take the time to organise your inbox
to suit your workflow
Many emails result in tasks
Do now or do later?
Consider an add on that you can use in your inbox
Such as Active Inbox OR
An app that specialises in managing tasks and integrates with your email (such as TODOist)
Many emails result in content that you want to keep for later projects
Highly recommend Evernote or Onenote
You can send an email to Evernote
Easy to find later
You can also use Evernote for Tasks & Todo's
Tip: allocate blocks of time to do your emails
so that you are not continually context switching
This also allows you to become proactive
rather than continually being reactive
T4.3
Your tasks
What makes you start a task?
A meeting that generated ideas or requires response
An Email
A scheduled Zoom
And idea that popped into your head
Where are you going to keep your tasks?
How will you prioritise them?
When will you schedule time to get them done?
Form habits
Inbox?
Todoist?
Evernote?
It's probably wise to get this app regardless
Your calendar
T4.4
Your note-taking
Are you currently still taking notes on paper?
Advantages?
Feels good
More creative
Free flowing
It's the way I've always done it
Disadvantages
Not automatically organised unless you double handle (pen and then enter in your app)
Not integrated with your other online systems
Not easily accessible in one place
What do you keep notes for?
Records of conversations with your team
Reminders about things you need to follow-up on such as advocating to relevant others
Recording good new stories as they happen
Agreed action by your team member
Where is your team member up to in the syllabus?
Keeping content for future use
Required action (todos)
Rough drafts of projects, mind maps etc
Strongly recommend you use an app such as Evernote
Google docs has its place but horses for courses
T4.5
T4
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Other Great apps :check:
IF YOU HAVE:
An app you are using
Productivity hints (such as a feature of a commonly used app that is undiscovered by most)
A great talk, article or other content
Please email:
admin@connectcollaborative.com
Apps that help automate repetitive tasks
We highly recommend:
TextBlaze (Chrome extension)
Apps that help you remain consistent & help you form habits
We highly recommend:
Streaks
Apps that help you organise your browser tabs
(It's so easy to get overwhelmed and lost isn't it?)
We highly recommend:
Toby (brilliant for keeping tabs organised)
Cluster - just press Ctrl-M and you see all open windows and tabs
Password Manager
Rapidly becoming a necessity!
We highly recommend:
LastPass
A good Clipboard Manager is essential
Can save you many hours!
We highly recommend:
Ditto
Mind mapping
Helps get your own thoughts together
Helps communicate ideas to others
Just like this mindmap
We highly recommend:
Coggle
Mail Merge
Send regular or one-off personalised emails & SMS to a group of people
Beats doing them all by hand!
We highly recommend:
GMASS for Gmail
Works from lists stored in Google Sheets
Helps keep you team updated about team meetings etc
Arnie the Analyser
After obtaining a filtered list of candidates on LinkedIn
Further analyse the list by automatically allocating points based on words in various sections of their LinkedIn profile
Automatically send personalised invitations to connect to the top 25%
Cut your workload by 75%
Although this process is extremely effective and efficient, the downside is that the set up can be complex
Check with your Connector as to whether it's appropriate for you
T5
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W10 Quiz
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