This presentation introduces the viewer to some of the more advanced concepts of information management, specifically for anyone using Microsoft Outlook, the ideas can be adapted to any email client. Any questions, find me at http://about.me/rdiver

1. Productivity
by Richard Diver

2. “I don’t have enough time!”

3. I got that done
“just in time”
“I have an
understanding
family”

4. Lifestyle | Balance
Are these problems created by the person?
Or by the work culture?
Working longer hours = better results?
Or just a perception?

5. “Drinking from the Fire-Hose”
There’s too much information
coming at me too fast!

6. I don’t like Organisation, it’s too stiff – I’m Creative!

7. Specialised Training
Self-Help Books
1:1 Sessions

8. http://www.TED.com - Carl Honoré

9. Effective Email Management
Productive Time Management
Tracking Information

10. To Learn
You Don’t Know what You Don’t Know.
Unconscious - Incompetent
Conscious - Incompetent
Conscious - Competent
Unconscious - Competent

11. A System of Productivity

12. Inbox 2 Zero
• Create a new folder with todays date
• Move all emails from inbox to this folder
• Process these emails over the next few days/weeks
• From now on dedicate 30 minutes to empty your inbox
• Don’t let your inbox grow more than 3 days of email

13. Reduce incoming flow
• Create a new folder called .Inbox-Other
• Create a rule to move all mail here, except if you are on
the To. Or Cc. line
• Allows you to focus on important/actionable emails
• This folder should still be emptied each day

14. Big clean out
• If your rules have become unmanageable, delete them
all and create this new one:

15. Email filter & rules
• Create new rules to automatically handle routine
emails that come into .Inbox-Other
• Example: All emails sent To: WORKLIFE, move to a
folder called “WLB Discussions”
• To prevent duplicate emails, ensure every rule
includes: “and stop processing more rules”
• Clean up your rules to ensure they process in the
correct order and minimise the complexity

16. Process Information
• To prevent missing important information, use favourites as
a dashboard:
• Add/Remove folders depending on current priorities
• All Unread Mail should be kept low, less than 100 is good

17. Take Control
Do it
Defer it
Delegate it
Delete it
File it

18. Reduce Distractions & Focus

19. Disable Notifications
• Click on the Outlook Taskbar Icon:

20. Work From Schedule
• Options, Other, Advanced Options:
• Change “Startup in this folder:” to Calendar

21. “Time is Money”
…so spend it wisely!

22. Routine = Productivity
Plan
Review
Action

23. Baseline Calendar
Include regular activities such as:
• Travel, Expenses, Training
• Exercise: Yoga, Running, Gym
• Processing Email, Reading RSS Feeds
• Meetings: Email/Phone/In-Person
• Projects, Research, Documentation
• And don’t forget: LUNCH!

24. Baseline Calendar

25. Focus Your Time
Drag items to the calendar and prioritise your time

26. Remember the following:
Divide your time into chunks
Reduced Distractions
Review your priorities & commitments
Reschedule incomplete work

27. by Richard Diver
If you would like further information or
advice please get in touch:
http://about.me/rdiver