2. Overwhelmed at Work? Technology to the Rescue Alan Walker Prosser School District www.multiplication.com

3. Overwhelmed at Work? Technology to the Rescue Alan Walker 2 IS What this Presentation IS Step-by-step plan for: Relieving stress at work Get more done – with less anxiety – limited resources System that works Process Techniques Tools (Technology) Experiences, Tricks, and Tips ~.

4. Overwhelmed at Work? Technology to the Rescue Alan Walker 3 Alan Technology/Data Director

5. Overwhelmed at Work? Technology to the Rescue Alan Walker 4 Alan Technology/Data Director Publishing Company Books

6. Overwhelmed at Work? Technology to the Rescue Alan Walker 5 Alan Technology/Data Director Publishing Company Books Website

7. Overwhelmed at Work? Technology to the Rescue Alan Walker 6 Alan Technology/Data Director Publishing Company Books Website Pilot Building an airplane

8. Overwhelmed at Work? Technology to the Rescue Alan Walker 7 Do You Ever Feel Like… OVERWHELMED – where do I begin Cant or wont be able to complete the task, job, project Not enough TIME Not enough of the needed RESOURCES Job too big for one person If I could just get organized…~

9. Overwhelmed at Work? Technology to the Rescue Alan Walker 8 Based on… Getting Things Done & Ready for Anything Getting Things Done & Ready for Anything (David Allen)

10. Overwhelmed at Work? Technology to the Rescue Alan Walker 9 Based on… Getting Things Done & Ready for Anything Getting Things Done & Ready for Anything (David Allen) Upgrade Your Life Upgrade Your Life (Gina Trapani)

11. Overwhelmed at Work? Technology to the Rescue Alan Walker 10 Based on… Getting Things Done & Ready for Anything Getting Things Done & Ready for Anything (David Allen) Upgrade Your Life Upgrade Your Life (Gina Trapani) The 4-Hour Workweek The 4-Hour Workweek (Timothy Ferriss)

12. Overwhelmed at Work? Technology to the Rescue Alan Walker 11 Based on… Getting Things Done & Ready for Anything Getting Things Done & Ready for Anything (David Allen) Upgrade Your Life Upgrade Your Life (Gina Trapani) The 4-Hour Workweek The 4-Hour Workweek (Timothy Ferriss) Too Busy for Your Own Good Too Busy for Your Own Good (Connie Merritt)

13. Overwhelmed at Work? Technology to the Rescue Alan Walker 12 Based on… Getting Things Done & Ready for Anything Getting Things Done & Ready for Anything (David Allen) Upgrade Your Life Upgrade Your Life (Gina Trapani) The 4-Hour Workweek The 4-Hour Workweek (Timothy Ferriss) Getting Organized in Google Era Getting Organized in Google Era (Douglas c Merrill)

14. Overwhelmed at Work? Technology to the Rescue Alan Walker 13 Based on… Getting Things Done & Ready for Anything Getting Things Done & Ready for Anything (David Allen) Upgrade Your Life Upgrade Your Life (Gina Trapani) The 4-Hour Workweek The 4-Hour Workweek (Timothy Ferriss) Too Busy for Your Own Good Too Busy for Your Own Good (Connie Merritt)

15. Overwhelmed at Work? Technology to the Rescue Alan Walker 14 Process PROJECTS Break into achievable TASKS TASKS Put TASKS into a TRUSTED SYSTEM TRUSTED SYSTEM Store, organize, and review TASKS~

16. Overwhelmed at Work? Technology to the Rescue Alan Walker 15 Choose starting point Systematically work your way through the room Have organizing stuff ready School – file folders, post-its Home – storage containers, dumpster DEAL with EVERYTHING! Put Away (Into File or List), Throw Away, Give Away File – Long Term, Medium Term, Short Term List – To Do~ Taking care of the OLD STUFF

17. Overwhelmed at Work? Technology to the Rescue Alan Walker 16 Productivity Tips EMAIL EMAIL TIPS Delete it Deal with it 3 Minutes Drag it Folder Calendar To Do

18. Overwhelmed at Work? Technology to the Rescue Alan Walker 17 Productivity Tips EMAIL EMAIL MAIL MAIL TIPS Sort it before you sit it! FILE or FLING DO IT NOW! Deal with it ONCE!

19. Overwhelmed at Work? Technology to the Rescue Alan Walker 18 Productivity Tips EMAIL EMAIL MAIL MAIL PHONE PHONE TIPS Answering machine Headset Screen Calls Caller ID Hang Up RingCentral.com

20. Overwhelmed at Work? Technology to the Rescue Alan Walker 19 Productivity Tips EMAIL EMAIL MAIL MAIL PHONE PHONE PEOPLE PEOPLE Terrific TIPs Terrific TIPs Purposeful Pace Walk with conviction Prop under arm Bait and Switch

21. Overwhelmed at Work? Technology to the Rescue Alan Walker 20 Productivity Tips EMAIL EMAIL MAIL MAIL PHONE PHONE PEOPLE PEOPLE PAPER PAPER TIPS Dont shuffle paper DO IT ONCE DEAL with it DEFER it DUMP it

22. Overwhelmed at Work? Technology to the Rescue Alan Walker 21 TRUSTED SYSTEM Get information out of your head. TRUSTED system Safe storage Find it again ~

23. Overwhelmed at Work? Technology to the Rescue Alan Walker 22 LIST Make a LIST Write it down Carry notepad (Dad) Date it * Star important Sticky pads Palm (Peggy).

24. Overwhelmed at Work? Technology to the Rescue Alan Walker 23 LIST Make a LIST Day planner Calendar To Do List Contacts Notes www.DIYplanner.com

25. Overwhelmed at Work? Technology to the Rescue Alan Walker 24 LIST Make a LIST digitally Write it down digitally App: Noter 2 Desktop App Outlook (Auto Sync): Calendar Email Tasks RememberTheMilk.com

26. Overwhelmed at Work? Technology to the Rescue Alan Walker 25 LIST Make a LIST digitally Write it down digitally io2 Pen $100LiveScribe Pulse $120 LiveScribe Echo $170

27. Overwhelmed at Work? Technology to the Rescue Alan Walker 26 LIST Make a LIST My System - Basic Always carry legal pad Write everything down Put in Short Term Basket - Until Enter into Outlook Tasks, Calendar File

28. Overwhelmed at Work? Technology to the Rescue Alan Walker 27 LIST Make a LIST My System - Digital Cell Phone Laptop Carry Laptop (small) Enter as much as possible (source) Internet – Google Docs

29. Overwhelmed at Work? Technology to the Rescue Alan Walker 28 Synchronize Your Life Synchronize Work – Home (Calendar, Tasks, Contacts, Email) SchoolHome

30. Overwhelmed at Work? Technology to the Rescue Alan Walker 29 Synchronize Your Life Synchronize Work – Home (Folders) SchoolHome www.skydrive.com www.DropBox.com www.PowerFolder.com

31. Overwhelmed at Work? Technology to the Rescue Alan Walker 30 - FILE FLING STORE - FILE or FLING PAPER Keep it simple Short Term – Desk Basket Medium Term – Desk Rack Long Term – File Cabinet

32. Overwhelmed at Work? Technology to the Rescue Alan Walker 31 - Short Term STORE - Short Term SHORT TERM - Desk Basket Arranged by importance Deal with it Meeting notes To-do list Calendar 3 minute rule Remember File It dont pile File It dont pile.

33. Overwhelmed at Work? Technology to the Rescue Alan Walker 32 - Medium Term STORE - Medium Term MEDIUM TERM - Rack File folders Arranged by importance Remove when complete FILE IT dont PILE IT When completed… FILE IT dont PILE IT

34. Overwhelmed at Work? Technology to the Rescue Alan Walker 33 - Long Term STORE - Long Term LONG TERM - Cabinet Keep it simple Arrange alphabetically Hanging file folders Colored Tabs Tab Printer *Super Tip

35. Overwhelmed at Work? Technology to the Rescue Alan Walker 34 - Long Term STORE - Long Term Post-it on file

36. Overwhelmed at Work? Technology to the Rescue Alan Walker 35 - Long Term STORE - Long Term

37. Overwhelmed at Work? Technology to the Rescue Alan Walker 36 Electronic STORE – Electronic Digitize when possible Capture digitally Scanner Copier to Scan ioPen Find it digitally Print to PDF – Free programs PDF Creator PrimoPDF

38. Overwhelmed at Work? Technology to the Rescue Alan Walker 37 Electronic PROCESS – Electronic Electronic Filing Cabinet FILE IT or DELETE IT Error on the side of filing it! File Folders Desktop/File searches Google Yahoo

39. Overwhelmed at Work? Technology to the Rescue Alan Walker 38 Outlook ORGANIZE – Outlook MS OUTLOOK MS OUTLOOK as THE Organization TOOL (Trusted System) Email Calendar Tasks Contacts

40. Overwhelmed at Work? Technology to the Rescue Alan Walker 39 Outlook ORGANIZE – Outlook Email Email Folders Organization Archive Keep everything~

41. Overwhelmed at Work? Technology to the Rescue Alan Walker 40 Outlook ORGANIZE – Outlook Email – Do It Once Email – Do It Once DRAG IT or DELETE IT Appropriate folder Task Add priority Delegate it Calendar (Copy)

42. Overwhelmed at Work? Technology to the Rescue Alan Walker 41 Outlook ORGANIZE – Outlook Calendar Calendar Drag from email or enter Appointments (Reminder) Meetings Schedule Reminder Day specific actions Tickler (Recurrence)

43. Overwhelmed at Work? Technology to the Rescue Alan Walker 42 Outlook ORGANIZE – Outlook Tasks!! Tasks!! Drag from email or enter Prioritize Group by Priority High – School Medium – Home Low – Medium & Long Term Start task with # Delegate (if possible) Recurrence

44. Overwhelmed at Work? Technology to the Rescue Alan Walker 43 Outlook ORGANIZE – Outlook Tasks!! Tasks!! Scan and prioritize each morning REVIEW all weekly

45. Overwhelmed at Work? Technology to the Rescue Alan Walker 44 Outlook ORGANIZE – Outlook Contacts Contacts Contacts Other info~

46. Overwhelmed at Work? Technology to the Rescue Alan Walker 45 Capture Time Mail Walk sorting Junk on bottom – sideways Prioritize rest Phone call – multi-task Mark items complete File items on desk

47. Overwhelmed at Work? Technology to the Rescue Alan Walker 46 Capture Time Work from home (beach, lake, mountains) LogMeIn.com GoToMyPC.com Virtual Meetings Mikogo.com (Free) GoToMeeting.com WebEx.com

48. Overwhelmed at Work? Technology to the Rescue Alan Walker 47 Capture Time Passwords A = @, E = 3, I = 1, O = 0, S = $ Search = $3@rch Add letters of the site to the beginning or end of password YAHOO = SearchYa = $3@rchY@ Write down password as SearchYa Secure Password Storage Program KeePass

49. Overwhelmed at Work? Technology to the Rescue Alan Walker 48 Capture Time Keyboard commands SAVE TIME Ctrl+C = Copy text to clipboard Ctrl+X = Cut text to clipboard Ctrl+V = Paste (Velcro) text to document Ctrl+S = Save Document Ctrl+P = Print Document Ctrl+B = Bold the selected text Ctrl+I = Italicize selected text Ctrl+U = Underline selected text

50. Overwhelmed at Work? Technology to the Rescue Alan Walker 49 Capture Time Meetings Multitask Laptop or cell phone Wireless access point Alt-Tab! Agreement nod

51. Overwhelmed at Work? Technology to the Rescue Alan Walker 50 Automation SCOTTY: Shes all yours, sir. All systems automated and ready. A chimpanzee and two trainees could run her! CAPTAIN KIRK: Thank you, Mr. Scott. Ill try not to take that personally. Star Trek

52. Overwhelmed at Work? Technology to the Rescue Alan Walker 51 Automation Microsoft Outlook Rules and alerts RingCentral.com Intelligent answering machine and call forwarding Automated Calls VoiceShot.com

53. Overwhelmed at Work? Technology to the Rescue Alan Walker 52 Automation I not only use all the brains that I have, but all that I can borrow. - Woodrow Wilson Outsource Guru.com Natasha (Game development)

54. Overwhelmed at Work? Technology to the Rescue Alan Walker 53 Work Smarter, Not Harder Workspace Pleasant environment Efficient Should work FOR YOU not against you Conquer Clutter Neat workspace Clean desktop (computer too) Ergonomic

55. Overwhelmed at Work? Technology to the Rescue Alan Walker 54 Work Smarter, Not Harder Pavlov Pressure: Technology is there to serve you, not the other way around!

56. Overwhelmed at Work? Technology to the Rescue Alan Walker 55 Work Smarter, Not Harder Hott Notes - Sticky notes for your desktop Reminders

57. Overwhelmed at Work? Technology to the Rescue Alan Walker 56 Work Smarter, Not Harder IGoogle Personalized Gadgets

58. Overwhelmed at Work? Technology to the Rescue Alan Walker 57 Work Smarter, Not Harder Dual Monitors Two apps open at same time!

59. Overwhelmed at Work? Technology to the Rescue Alan Walker 58 Thank You Alan.Walker@prosserschools.org www.TheOrganizedEducator.com for this presentation, links, templates, and tipswww.TheOrganizedEducator.com www.Multiplication.com for teaching students the Times Tables!www.Multiplication.com