Network Velocity » GTD

Time Management via The Pomodoro Technique

Stuart — Mon, 16 Aug 2010 23:30:28 +0000

The Pomodoro Technique helps you focus on a single task 25 minutes at a time. In today’s world with the constant onslaught of information something simple like The Pomodoro Technique can help you ignore distractions and focus on getting things done.

Time management is nothing new, but Pomodoro has some advantages in it’s simplicity. From their website:

Choose a task to be accomplished
Set the Pomodoro to 25 minutes (the Pomodoro is the timer)
Work on the task until the Pomodoro rings, then put a check on your sheet of paper
Take a short break (5 minutes is OK)
Every 4 Pomodoros take a longer break

That’s very simple! There are several small software applications to help you adjust to the Pomodoro Technique but for a quick test drive of the Pomodoro Technique simply visit this site and click on play. Then concentrate on a single task for 25 minutes. Reward yourself with a 5 minute break. I think you’ll find this addictive and rewarding.

Enjoy your new levels of productivity!

Setting up Email Filters will reign in an unruly Inbox

Stuart — Sun, 03 Jan 2010 00:22:58 +0000

One of the most powerful ways to get control of your incoming email is to use filters. I’m not talking about filtering SPAM because Postini already does that for us. We’re talking about automatically filtering email that you want to receive to a folder other than your Inbox. Automatically filtering your incoming mail ensures that less important email does not get in the way of messages that matter or are time sensitive.

My current filters automatically divert ~20 messages per day to a folder I scan once or twice a week. While I do want to receive these emails, they are mostly automated informational emails that do not require action on my part. With automatic filters routing these emails to a special folder I can check these messages on my schedule, not the senders. I regain control of my email and my time. It’s a refreshing change!

What are the best critieria for setting up a filter? First, resist the temptation to create dozens of filters. The goal is to simplify. We suggest a single filter for all automated emails. This would be any newsletter (except ours!), mailing list or other email that is not sent by a human. Try this filter for a week. If it’s done right, you’ll notice email is less of a burden as you are managing the flow instead of the flow managing you!

You can read Google’s tutorial on creating Filters here.

We can provide assistance on setting up filtering and many more tips that will transform your relationship to Email.

How do you get to Inbox Zero?

Stuart — Thu, 26 Mar 2009 22:22:34 +0000

Ever hear the term Inbox Zero? How about Getting Things Done, or simply GTD?

Both GTD and Inbox Zero are popular time, task and email management methodologies. Inbox Zero focuses on the challenges of managing an unmanageable amount of email. Getting Things Done is broader based, focusing on simple next step actions: Collect, Process, Organize, Review and Do.

We encourage you to take a few minutes to review the website for Inbox Zero and the Amazon reviews for Getting Things Done.

Using technology to further your business sometimes requires also reevaluating your processes and techniques for more efficient ways of managing information. Considering the current state of most people’s email boxes we find starting with email is a great first step!

Along with these techniques also consider the extra advantage of Google Apps. Simply put, Google Apps email is more GTD and Inbox Zero friendly than Microsoft Exchange and Outlook.

To learn more about any of these items or discuss Google Apps for your business, please contact us! 858-270-3595.

Multitasking and you

Stuart — Fri, 20 Mar 2009 22:03:57 +0000

Multitasking, once considered a viable qualification for employment, has been increasingly under attack as an inefficient way of conducting business. Unfortunately, most of us still work in environments where multitasking is common.

In a study on multitasking the University of London found that “Workers distracted by e-mail and phone calls suffer a fall in IQ more than twice that found in marijuana smokers.” That’s not very comforting!

Multitasking is actually the ability to shift between tasks very quickly. Also known as timeslicing, these transitions happen so quickly it appears like multitasking. However, each time you switch between tasks you must back up just a bit and review where you left off to make sure you don’t miss any critical information, essentially doing the same work over and over. The constant starting and stopping of tasks leads to “mental friction” and increased stress.

How do you combat this problem? As an exercise, try working without your email open for an hour a day. Then try two hours a day. Another option is to put your phone on “Do Not Disturb.” Go ahead, let a few emails and voicemails pile up. You’ll be surprised to learn no one expects an answer within 5 minutes. Creating time for yourself free from frequent distrations will lower your stress and increase productivity.

We’ll be covering advanced techniques for effectively managing information in future blog posts.