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by Jeremy CaplanDo More with Less36 Tips, Tools &

Techniquesfor Streamlining Your digital Life

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@je

rem

ycaplan

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About Me

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Follow Me On Twitter:

@jeremycaplan

Email: jeremy@

jeremycaplan.com

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We are getting

floodedwith info

5

E-Mail Messages Per Day Per

Person

110

6

Sites/Blogs Subscribed to in Google Reader

100+

7

Bits of Info Jotted Down

(Notes, Phone Numbers, To-Do List

Items, etc)

35

8

In a Month...> 3,000 E-Mails

> 5,000 Blog Posts> 1,000 InfoScraps

+ Documents+ Pictures+ Links...

9

0

27.5

55

82.5

110

# of Email M

essages

75 82 88

110

20082009

20102011

Year

My Average # of Daily Incoming Email Messages

10

20082009

20102011

# of Important Things to Read OnlineAmount of Spare Time for Casual Reading

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8.3%

91.7%

% of Time When Info is Flowing Into My Life% of Time When No New Info Is Coming In

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We Haven’t Even Mentioned...

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Solutions

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Establishing systems

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Implementing tools

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Einstein’s desk on the day he died

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Phone leashes24

Taming Info Overload

Strategies for staying sane and calm

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Establish Rituals

Don’t rely on willpower

Count on

habits and helpers instead

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Track Your TimeGain Awareness with Time Maps and Timers

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Stay FocusedSet Limits. Simplify Concentration.

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31

32

Establish a weekly review

A Weekly Brain Refresh

Review: Calendar, Projects & Tasks

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6 Levels of focus

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The Big Picture:

Life Overall(Mission, Purpose)

Longterm Goals (Five Years)

Short-Term Goals (This Year)

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Reality on the Ground:

areas of responsibility (Family, Job, Charity)

Projects (Requiring multiple steps)

Tasks (Individual To-Do Items)

37

Review Once a Week:

Calendar(Upcoming Week & Previous Week)

Projects(Review Progress, Change tasks)

Tasks (Individual To-Do Items)

Weekly R

evie

w

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Empty your mindPut everything into your system= free up your mind for thought

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Streamline your system

pick a set of infotools you like & stick to them

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The 9 BucketsThe infoStuff that we manage

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The 9 Buckets

Email

Docs

TasksCalendar

FeedsInfoScraps

Contacts VoiceMailLinks

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Pick & Stick to a capture tool

For random bits of info and thoughts

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evernote

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Keep it simpleChoose basic tools that are good enough

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Toodledo

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Paper worksindex cards and the hipster PDA

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break projects into pieces

plan backwards from the deadline

Specify the very next actions

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Hunt for system gaps

find the leaks

Identify your weaknesses

specify your adjustments

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The 9 Buckets

Email

Docs

TasksCalendar

FeedsInfoScraps

Paper ReadingLinks

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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksCalendars

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Google Calendar

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Google Calendar

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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksTasks

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Toodledo

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toodledo

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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksDocs

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Google Docs

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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksInfoScraps

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evernote

evernote

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evernote

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Evernote

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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksFeeds

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Google reader

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Instapaper

67

DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksLinks

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Trunk.ly

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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksContacts

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Google Contacts

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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksVoicemail

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Google Voice

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Google Voice

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Google Voice

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DocsTasksCalendarFeedsInfoScrapsPaperReadingLinks

$$ Financial

Info$$

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Mint

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Betterment

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The biggest bucket

DocsTasksCalendarFeedsInfoScrapsPaperReadingLinksEmail

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9 TIPS FOR E-MAIL NINJAS

DO, DELETE, DEFER JUICE UP YOUR GMAIL

MINIMIZE INTERRUPTIONS

FILTER AUTOMATE BATCH

STRENGTHEN SIGNATURES

BOOKMARK EMAIL ADD CONTEXT

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Mastering emailSettings

LabsFilters & Add-Ons

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Settings & Shortcuts

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8 Gmail Shortcuts

c  =  composer  =  replya  =  reply  allf  =  forwarde  =  archivel  =  labelv  =  move  to  folder...s  =  add  a  star

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Juicing Up GMail

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Gmail Settings

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Reply from other Email Addresses

87

Send & receive Email from work accounts

88

Customize your email

89

Gmail Labs

90

6 best Gmail Labs

Undo  Send

Canned  Responses

Quick  Links

Auto  Advance

Send  and  Archive

Create  a  Doc

91

92

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More Gmail Labs

99

100

Filters & Beyond

101

Add Gadgets

102

103

Create a FilterStep 1

104

Create a FilterStep 2

105

Create a FilterStep 3

106

Textexpander

107

Textexpander

My Textexpander Stats:

108

Textexpander

My Textexpander Stats:

109

Boomerang

110

Boomerang

111

Nudgemail

112

Nudgemail

113

WiseStamp email signatures

114

WiseStamp email signatures

115

Bookmark email

116

Bookmark email

117

Rapportive

118

Rapportive

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Rapportive

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Backing Up & Sharing

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131

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133

134

135

136

137

bit.ly

138

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LifeCaching

140

Memolane

141

Memolane

142

Intersect

143

Projeqt

144

Storify

145

Sharpening Your toolkit

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147

148

149

150

151

152

153

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Concluding Thought:

Pick your gems, Focus on those.

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My Audio Gems:

On the mediaThis American Life

StorycorpsNPR Technology

NPR Food156

Questions?

jeremy@jeremycaplan.com

Twitter: @jeremycaplan

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