Network Velocity » Time Management

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!

Virtual Assistants: Adventures in Delegation

Stuart — Sun, 17 Jan 2010 22:21:34 +0000

We all have limited time in each day. Looking to increase my productivity and free myself from mundane tasks I decided to try a Virtual Assistant service called AskSunday. With AskSunday you can delegate tasks like ordering food, flower delivery, purchasing event tickets, booking travel plans and many others.

My experience with AskSunday was not good. Here’s a breakdown.

Inputting Service Requests. To start a new request you can send an email, login via the AskSunday website or call. Since I am a heavy Internet user this sounded great. Unfortunately this was anything but great. Email notifications that my request was received were delayed. If I’m offloading a task from my todo list to AskSunday I want confirmation that they received that request immediately. The web interface was very slow. PAINFULLY slow. That is unacceptable. The design and user interface are circa 1999. The only positive is that at least they weren’t requesting you to fax in requests. OK, maybe there were no positives. Grade: F

Request #1: Resolving a billing dispute with TiVO. I requested that AskSunday resolve a billing dispute. I received no response other than the automated email that my request was received. That was 10 days ago. Grade: F

Request #2: Cancel a recurring subscription that was no longer needed. I requested AskSunday to contact a vendor and cancel my recurring subscription to their service. Again, 10 days later I have zero updates other than the fact my request was received. Grade: F

Request #3: Cancel appointment. Due to a hectic schedule I needed to cancel an appointment to see my physician. This task was completed, but I didn’t receive confirmation for 24 hours. Grade: C

Request #4: Book a hotel room. I requested that AskSunday book a hotel room and obtain a special group rate I was offered. 24 hours later I was informed the rate was no longer available and therefore AskSunday did not book a room. This would be OK if I received the information within a few hours but receiving it 24 hours later could have caused problems. Grade: D

The free trial. To sign up for the free trial you have to provide a credit card. Although AskSunday completely ignored two of my requests for 10 days they still charged my credit card when the free trial ran out. So, I’ve submitted one final request to have those charges reversed and my service canceled. Grade: F

I had high hopes for my virtual assistant. Unfortunately, 10 days later I feel like Donald Trump on The Apprentice because all I have to say is “You’re FIRED!”.

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.

Make the most of Google Apps

Stuart — Wed, 29 Apr 2009 18:19:38 +0000

Google Apps is a powerful platform, but to make it even more powerful these simple Mail settings will turn your email into a dashboard of information. We recommend giving these settings a try, we’ve found them to make a difference for our users:

Via the Settings Menu, click on Web Clips and click disable.
Via the Settings Menus, click on General and Enable Keyboard shortcuts.
Via Settings, the Labs tab enable Labs (if necessary).
From the Labs settings area click enable on the following:

Signature Tweaks
Right Side Chat
Right Side Labels
Default Reply to All
Forgotten Attachment Detector
Mark as Read Button
Send & Archive
Undo Send
Title Tweaks
Google Calendar Gadget
Google Docs Gadget

A few notes on our favorite settings:

-Keyboard shortcuts is incredibly handy, once enabled type a ? to bring up a quick link dialog of available shortcuts.
-Send & Archive. Simply the most powerful way to keep your Inbox clean. A must have.
-Undo Send. Give yourself 10 seconds to retrieve an email. Very handy for last second edits.
-Right side labels and chat. Get everything on one page with a dashboard look and feel.

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.