Ian's Messy Desk

Posted by Ian McKenzie at 09:36 AM | Permalink | Comments (0) | TrackBacks (0)

Give yourself some time

People have no problem filling their schedules and to-do lists with a million things, but never leave time for themselves. Give yourself some time; say an hour per day. Use the time to go for a walk, read, listen to some music or whatever it is you love to do. Treat this appointment as your most important of the day.

Posted by Ian McKenzie at 09:42 AM | Permalink | Comments (0) | TrackBacks (0)

• Understand what keeps you from getting and staying organized
• Learn the two basic organizing formulas
• Create a unique action plan for yourself
• Attack your paper, space, and time troubles
• Know that you can succeed like never before

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Posted by Ian McKenzie at 04:26 PM | Permalink | Comments (0) | TrackBacks (0)

This may have been around for awhile, but I only noticed it last evening. I received an e-mail announcing a concert on May 14. On the right-hand side of the message was a link to “Add to Calendar” (see image below). Clicking the link popped up an event entry box for Google Calendar, with the event name and date completed. I’m guessing Google used a natural language feature to extract the data from the subject line of the message.

(click for larger image)

I also understand the you can send an SMS to GVENTS such as, “Mill Creek Colliery Band concert May 14 at 7:30pm” and it will add it to your calendar. This feature is currently only available in the US.

Posted by Ian McKenzie at 10:18 AM | Permalink | Comments (0) | TrackBacks (0)

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Posted by Ian McKenzie at 09:30 AM | Permalink | Comments (1) | TrackBacks (0)

Done.

What happens when your inbox is empty?

What happens when all the agenda items and all the incoming emails are cleared?

Time to go home.

A job well done. Congratulations, you earned your paycheck.

This is the factory mindset that has been drilled into us since kindergarten. You get assignments, you do your best, and you finish them.

It is at this point that we draw the line between workers and entrepreneurs, between people who work in marketing and marketers.

The challenge is NOT to empty your inbox. The challenge is not to get your boss to tell you what to do.

The challenge is to ask a two part question:

What next? What now?

Asking is the hard part.

Seth's Blog: Done.

Posted by Ian McKenzie at 10:58 AM | Permalink | Comments (0) | TrackBacks (0)

Dave may have been thinking of himself and not Richard when he posted this cartoon, but it seems appropriate for My Messy Desk.

Posted by Ian McKenzie at 08:47 AM | Permalink | Comments (2) | TrackBacks (0)

• 20 Resources on GTD software at Listible!
• Overcoming Procrastination - free Wikibook
• GTD with Google's New Calendar by Isaac Bowman
• The Epic Tale of Ivanhoe the Cat, not really GTD related, but an entertaining story from Doug at D*I*Y Planner
• bignoseduglyguy points to the Site Submission MultiTool
• TelegramSam posts some nifty Google Calendar SMS Tricks
  

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Posted by Ian McKenzie at 09:51 PM | Permalink | Comments (0) | TrackBacks (0)

Help Us Improve Recognition

Dear EverNote Users,

Periodically EverNote collects samples of handwriting to improve our recognizer technology. For this to be achieved we release some carefully crafted sentences and ask our users to help us by writing them out in their handwriting on a sheet of paper and submitting it to us.

In return for your efforts - we are willing to give a FREE version of EverNote Plus or ritePen 2.5 for all accepted samples.
Instructions

* Write the following sentences on a single sheet of paper (try to fit into a single sheet, but if you have to use 2 it is OK as long as you submit them as a single image)
* Please use a black-ink pen. We prefer that you avoid ball-point pens, because their ink is slightly reflective.
* Please start each sentence on a new line.
* A samples sheet can be seen here.

Sentences to write:

1. Sympathizing would fix Quaker objectives.
2. Pack my box with five dozen liquor jugs!
3. The July sun caused a fragment of black pine wax to ooze on the velvet quilt.
4. How quickly daft jumping zebras vex?
5. Just keep examining every low bid quoted for zinc etchings...
6. The explorer was frozen in his 'Big Kayak' just after making queer discoveries.
7. Quick Brown Fox Jumped Over The Lazy Dogs.
8. Jackdaws Love My Big Sphinx Of Quartz!
9. Six Big Juicy Steaks Sizzled In A Pan As Five Workmen Left The Quarry.
10. The Five 'boxing' Wizards Jump Quickly Up.
11. While Making Deep Excavations, We Found Some Quaint Bronze Jewelry.
12. Whenever The "Red Fox" Jumped, The Squirrel Gazed Suspiciously.
13. Quick Zephyrs Blow, Vexing Daft Jim.
14. ~45% #342a $87 €60 7*(2^3) = 56 {27/9}=3
15. Nora@comcast.net; www.slashdot.org; Cecil@hotmail.com; c:\temp
16. [94085] 12:45 +1 (924) 572-3601 © EverNote 2006

Submit Instructions

* Take a digital picture or scan it (at 200dpi) as an JPG and email it to us.
* Submit by email to: training01@evernote.com
* Please include an email where we can contact you with your reward.
* Let us know if you want free EverNote Plus or ritePen

EverNote - Recognition Training.

Posted by Ian McKenzie at 05:24 PM | Permalink | Comments (0) | TrackBacks (0)

"With the introduction of a $10 countdown timer that one can purchase in any housewares department, we can create our own artificial deadlines that create that sense of urgency for us. By setting the timer for 15 minutes to allow us to complete a task, it seems easy to focus and weed out the unimportant. When I use this technique, I get much more work done and I hear myself telling others, "Call me back in 30 minutes. I'm in the middle of something!" Productivity soars."

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Posted by Ian McKenzie at 11:13 AM | Permalink | Comments (1) | TrackBacks (0)

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Posted by Ian McKenzie at 09:49 PM | Permalink | Comments (0) | TrackBacks (0)

Google Calendar is now available.

Posted by Ian McKenzie at 09:42 AM | Permalink | Comments (0) | TrackBacks (0)

Do you get too much email? Do you send too much email? Sick of spam?

Have you ever thought about how much time is lost just due to handling e-mail?

If you can relate, sign up for this free course with Kevin A. Miller, vice president of Christianity Today International, and author of Surviving Information Overload. In less than 15 minutes you'll learn seven expert strategies for reducing your e-mail overload.

Technorati Tags: GTD, E-mail, Computer Tips, Time Management, Productivity

Posted by Ian McKenzie at 08:28 PM | Permalink | Comments (2) | TrackBacks (0)

Set your routine and stick to it as much as possible.
Crises will arise and interruptions will occur, but it will be a lot easier to get things back on track if you have a routine in place.

Technorati : GTD. Getting Things Done, Organization, Time Management Tips

Posted by Ian McKenzie at 09:32 AM | Permalink | Comments (0) | TrackBacks (0)

Mix complex and simple tasks
Your to-do list is likely to include tasks with varying degrees of complexity. As you plan your daily schedule, look at the blocks of time available and slot in tasks, alternating complex with simple. You will find that you are will get through more on your list, with less effort and even have some energy left over.

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Posted by Ian McKenzie at 10:04 AM | Permalink | Comments (0) | TrackBacks (0)

Last week Time Magazine ran a cover story on The Multitasking Generation. Writer Claudia Wallis takes a look at the effects of technological multitasking on young people. Along the way, she also offers some tips on de-cluttering your life.

• Create uninterrupted time for concentrating.
• Manage your in-box.
• Plan on face time.
• Manage your desktop, both real and digital.

Read: TIME.com —Four Tips to Unclutter Your Life

[composed and posted with BlogJet]

Posted by Ian McKenzie at 09:38 AM | Permalink | Comments (0) | TrackBacks (0)

Posted by Ian McKenzie at 08:41 AM | Permalink | Comments (0) | TrackBacks (0)

A couple of days ago I made an on-line purchase from my laptop. At the end of the transaction the final screen told me to print the receipt as it would be unavailable after the window was closed. I wasn’t connected to a printer, so I right-clicked on the page and selected the “Add to EverNote” Firefox extension. A copy of the receipt web page stored in my EverNote database for printing, if needed.

EverNote is Free note-taking software that lets you easily store and quickly access typed and handwritten memos, webpage excerpts, emails, phone messages, addresses, passwords, brainstorms, sketches, documents and more!

EverNote Plus includes all of the above features plus handwriting and shape recognition, Advanced Note Recognition (ANR) and Ink-Note Search, for $34.95.

I have posted EverNote links a couple of times, but thought I’d like to collect the links in one place, that I use regularly:

• EverNote - A single place for all your notes!
• EverNote User Forum
• EverNote User Forum —Template Specific Questions
• Download EverNote Default Template Collection
• GTD Wannabe —EverNote user
• GTD Wannabe —EverNote Templates Page
• GTD Wannabe —EN Template Catalogue
• Nontrivial Exercises: EverNote
• Kids’ Turn Central: EverNote®
• Personal Technology from The Wall Street Journal —EN Review
• I still dig EverNote » Slacker Manager
• EverNote and note management » Slacker Manager
• Technorati Tag: EverNote
• del.icio.us Tag: EverNote
• Using EverNote with GTD
• Getting Things Done Forum: EverNote
• Wacom Graphire Tablets: EverNote Plus

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Posted by Ian McKenzie at 12:05 PM | Permalink | Comments (0) | TrackBacks (0)

..	.	.
	Print this assessment then complete it to determine how effectively you manage your time. Determine your tendency for each of the following items.
	.

Scale	.	Question
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Are your daily plans often interrupted by the emergencies and needs of other's?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Do you find yourself rushing at the last minute to meet deadlines?
..
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Do you do work that your staff or other's should do because it's easier than finding the time to teach them?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Are you reluctant to interrupt or cut short unexpected visitors and interruptions?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Are you constantly searching for the same phone numbers and other vital information over and over?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Do you forget or double book appointments?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Do you find yourself taking work home because you're anxious about getting caught up?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Do meetings that you attend often start late and run over?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Do you regularly set clear priorities for work you have to accomplish?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Do you have definite short-term and long-term goals set for yourself and your department/company?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Do you often drop what you're doing to assist another person with their request or problem?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Do you set time aside specifically for planning both short and long-term?
.
__ Frequently 1 pt __ Occasionally 2 pts __ Rarely 3 pts		Are you satisfied with the work that you accomplish?

.. ..30-39 points ..	.	Good time management skills but can always improve
.. ..21-29 points ..		Average time management skills with several opportunities for improvement
.. ..Below 21 ..		Poor time management skills - it's a wonder you had time to complete this assessment

Source unknown: if you have information on this assessment, let me know

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Posted by Ian McKenzie at 10:13 AM | Permalink | Comments (0) | TrackBacks (0)

Posted by Ian McKenzie at 08:47 AM | Permalink | Comments (0) | TrackBacks (0)

Meetings can often seem to be the antithesis of getting things done. Susan M. Heathfield outlines a series of tips for getting the most out of your meeting time.

Making meetings effective:

• Effective Meetings Produce Results: Tips for Meeting Planning
• Effective Meetings Produce Results: Tips for Meeting Implementation
• Effective Meetings Produce Results: Tips for Meeting Follow-up and Success

Posted by Ian McKenzie at 11:00 AM | Permalink | Comments (0) | TrackBacks (0)

Guard your schedule. Learn to say no. We can be quick to ‘respect’ time demands from others while putting personal requirements on hold. Recognize the importance of your schedule and develop respect for your own time demands.

Posted by Ian McKenzie at 08:50 AM | Permalink | Comments (1) | TrackBacks (0)

Arrange your activities in order of priority based on their impact on your personal and organizational goals.

Tags: Time Management, Productivity, GTD

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Posted by Ian McKenzie at 10:33 AM | Permalink | Comments (0) | TrackBacks (0)

A new AJAX-based calendar that generated some buzz during its closed-beta stage is now open for general beta testing. It looks pretty useful, but I’m not much of a calendar-sharing type, so I’m not able to give a more definitive review.

Posted by Ian McKenzie at 11:04 AM | Permalink | Comments (0) | TrackBacks (0)

Have a plan

There a plenty of time-management quotes and adages about the need to plan. Having a daily plan lets you make educated decisions about where to focus your efforts during a day.

Posted by Ian McKenzie at 09:08 AM | Permalink | Comments (0) | TrackBacks (0)

by Nancy Twigg

For those of you who consider yourselves organizationally challenged, here are Ten Commandments of Organization:

1. Thou shalt think things through.
2. Thou shalt find a place for everything, and put everything in its place.
3. Thou shalt use space efficiently.
4. Thou shalt multi-task whenever possible.
5. Thou shalt group like things together.
6. Thou shalt routinize.
7. Thou shalt prioritize.
8. Thou shalt delegate.
9. Thou shalt simplify.
10. Thou shalt not procrastinate.

Posted by Ian McKenzie at 11:06 AM | Permalink | Comments (2) | TrackBacks (0)

“Tomorrow is, perhaps, one of the most important and neglected holidays of the year: National Clean Off Your Desk Day.”

“It's true - the second Monday in January has been set aside to deal with a year's worth of clutter, papers and dust bunnies. I'm a little fuzzy on how this all became official, but, well, it is official and probably a pretty good idea.”

National Clean Off Your Desk Day

Posted by Ian McKenzie at 02:54 PM | Permalink | Comments (0) | TrackBacks (0)

Posted by Ian McKenzie at 03:57 PM | Permalink | Comments (0) | TrackBacks (0)

"Out of sight, out of mind." The reverse of that is true too. When it's in sight, it's in mind and we cannot help but be distracted.

Studies have shown that a person working with a messy desk will spend, on average, one and a half hours per day either being distracted by things in their view or looking for things. That's seven and a half hours per week.

Keep the clutter before you at a minimum and you will have a more accurate focus on what you need to do to increase your daily productivity.

Posted by Ian McKenzie at 01:48 PM | Permalink | Comments (2) | TrackBacks (0)

In his classic book, The Time Trap, Alec Mackenzie identifies these 20 behaviours that lead to wasted time:

1. Management by Crisis
2. Telephone Interruptions
3. Inadequate Planning
4. Attempting Too Much
5. Drop-in Visitors
6. Ineffective Delegation
7. Personal Disorganization
8. Lack of Self Discipline
9. Inability to Say "No"
10. Procrastination
11. Meetings
12. Paper Work
13. Unfinished Tasks
14. Inadequate Staff
15. Socializing
16. Confused Authority
17. Poor Communication
18. Inadequate Controls
19. Incomplete Information
20. Travel

Technorati Tags: GTD, Time+management, Getting+Things+Done, Productivity, Organization

Posted by Ian McKenzie at 08:57 AM | Permalink | Comments (1) | TrackBacks (0)

December 24, 2005 strip — Dilbert Comic Strip Archive

Tags: GTD, Humour, Dilbert, Powerpoint, Productivity

Posted by Ian McKenzie at 03:12 PM | Permalink | Comments (0) | TrackBacks (0)

HOW TO MAKE NEW YEAR'S RESOLUTIONS STICK
By: Dr. Donald E. Wetmore

At the beginning of each year so many of us commit to changes and worthy goals to be accomplished in the next twelve months only to be disappointed come next December 31 when we discover we are no closer to achieving those resolutions than we were on January 1. The noble resolutions we made early-on became unstuck. So I looked at this dilemma and created four useful suggestions to increase the probability that your New Year's resolutions will stick this year.

1. Quantify it.
2. Set a deadline.
3. Change one or two things at a time.
4. Be realistic.

Read on Resolution.

Technorati Tags: New+Year's+Resolutions, Getting+Things+Done, GTD, Personal+Development

Posted by Ian McKenzie at 12:55 PM | Permalink | Comments (1) | TrackBacks (0)

Do you need a little help for the holidays? Use these idea and planning resources to stay organized!

Christmas Planning at About.com

Posted by Ian McKenzie at 04:00 PM | Permalink | Comments (0) | TrackBacks (0)

I pointed to an EverNote upgrade yesterday and mentioned that I was using it to organise all manner of data. I use it to store all manner of data might be a more accurate statement. I tend to clip or copy information and dump it into EverNote and use categories and search to recall the data.

Evernote has a useful template feature that allows users to design custom templates that can bring more structure to individual notes in EN. A user can export a template as an XML file, which can then be imported by other KN users. Once imported, ctrl-key combinations allow you to quickly add a template to your database.

The Evernote user forum has an area for Template Specific Questions that includes templates for download. GTD Wannabe has a Template Catalogue with some of the templates from the user forum and some GTD Wannabe creations.

Posted by Ian McKenzie at 08:49 PM | Permalink | Comments (0) | TrackBacks (0)

More and more, I’m using EverNote to organize all manner of data. I have a Wacom tablet that I can use with EverNote’s handwriting recognition. The only other feature I would like is the ability to synchronize EverNote with my Tungsten T3. An upgrade was released today with a number of new features and some bug fixes.

EverNote - EverNote Release Notes

Public Release 1.1.0.150 (Nov. 10, 2005)

New Features:

• Global Hotkeys: With EverNote running in the background, the following keystroke combinations are now available system-wide, across all applications:
• Ctr+Alt+V pastes the Windows system Clipboard contents into a new EverNote note -- behind the scenes. To use this feature, press Ctrl-C or choose Edit>Copy for the selected content in any application, then press Ctrl+Alt+V.
• Ctrl+Alt+N calls up a new EverNote note for convenient typing or pasting.
  (To activate these features, add checkmarks to these options at Tools>Options>Tape)
• Other Shortcut Keystrokes:
• Ctr+Shift+O duplicates right-click command in the body of a note, creates an ordered list
• Ctrl+Shift+B duplicates right-click command in the body of a note, creates a bulleted list
• Advanced Find Features: When using SmartSearch, every found keyword is now displayed when you use the new "Find Next" and "Find Previous" features (press F3 and Shift+F3).
• Pin EverNote on Top: EverNote now provides the choice in Tools>Options>General to "Keep EverNote on top of all other windows"
• Web Clipper: The Web Clipper that EverNote automatically installs in Internet Explorer, for one-click copying of web content to EverNote, is now automatically installed in Firefox as well.
• Category Colors: A new Label Color property now lets you color your category names in the Category Panel.
• Ink Note Colors: Custom colors and grid step are now available for background paper and grid in ink notes.
• Default Note Type: Users can now choose their preferred default note type through Tools>Options>Tape.
• Delete Note: A new Delete Note command is now available when you right-click the content of any note. You can also now Ctrl+click on any note bar Delete button or Ctrl+click on the note bar's right-click Delete command to permanently delete that note, without moving it first to Deleted Notes.
• Copy Image to the Clipboard: Users can now select and right-click an image in a note and use the Copy command to copy it to the clipboard.
• Default Note Author: Users can now designate a default note author name in Tools>Options>General that appears in notes when they are exported or emailed.
• Flash Demo: A flash demo now appears for new EverNote users upon Install, providing a short intro to EverNote. This demo c