Productivity for School LeadersIntegratED-Portland * February 18, 2013

Bill Carozza • Principal – Harold Martin School, Hopkinton, NH • wcarozza@mac.com

Twitter: @wcarozza • Blog: billcarozza.com • Hashtag: #ipdx13

GOALS FOR TODAY

• Leave with a WORK FLOW plan, and

• Establish skill w/ a number of TOOLS that will help you accomplish that plan.

Agenda

• Time plan for today.

• Capture your ideas, expectations, and questions

• Rationale for Productivity

• Discuss Work Flow

• Learn new tools-particular focus on Evernote, Google Reader, Diigo

• Time to explore

• Readjust based on your need

• Special iPad apps and applications

• Develop your work flow and share

• EXPLAIN

• EXERCISE

•DEBRIEF

TodaysMeet

ESTABLISHING THE RATIONALE FOR

BEING A PRODUCTIVE

LEADER

Big Picture Goal

• We can get more done in less time and with less stress by leveraging technology to be more productive.

Why is Productivity Crucial?

GTD Steps

• Getting Things Done

• Developed by David Allen in 2002.

• A system of productivity that begins in a micro way.

Work Flow Macro

COLLECT

Everything in the in-

box

PROCESSProject? Store

DelegateCalendar It Develop

Contexts

REVIEW

Daily

and

Weekly

DO

Consider:

contexts, time,

energy, priority

1. Collect

• Put everything that might be considered a to-do, in your “In Box:”

• emails, phone calls, reports, articles to read, errands, meeting notes, walk throughs, personnel stuff, thoughts, upcoming projects

PROCESSING

2. Processing-outline form

• Collect into In Basket (DUMP)

• More than action? It’s a PROJECT-then develop Project plan with specific actions.

• Takes less than two minutes-DO IT

• Reference item if it’s not actionable but might need the info-STORE

• Someone else should do it?-DELEGATE

• Becomes WAITING FOR

• Can it wait? CALENDAR IT

• Do it at scheduled time.

• Develop CONTEXTS for actionable items

3. Review

• DAILY review your actionable items and figure out what you can really accomplish

• WEEKLY review your Projects-eliminate the projects that are complete, assess those projects that are ongoing.

4. DO

• Consider the contexts (e.g. phone, email, meeting, talk to...)

• Consider time and energy.

• Consider priority.

Work Flow Macro

COLLECT

Everything in the in-

box

PROCESSProject? Store

DelegateCalendar It Develop

Contexts

REVIEW

Daily

and

Weekly

DO

Consider:

contexts, time,

energy, priority

Work Flow

Data

Phone calls

Conversations

Email

Meetings

Routines

Reflection

Capture ToDos and Project Management

Info Storage Evernote, Diigo

Knowledge Acquisition RSS Readers, Pocket/Instapaper

Collaboration GoogleDrive, Dropbox

Calendar Google Calendar, Fantastical

Contacts Google, Apple Address Book, Smartr

Work Flow

CAPTURE

TO DO TOOLS:web based: TOODLEDO

ALSO: WUNDERLIST

Remember the Milk

CLIENT PROGRAMS:THINGS

CLIENT PROGRAMS:OMNIFOCUS

Dragon Dictation

Exercise: Capture

• Web Based:

• Toodledo

• Wunderlist

• Remember the Milk

• Client Programs:

• Omnifocus

• Things

INFORMATION STORAGE

Evernote

• Digital filing cabinet

• Client and mobile apps-syncs between devices

• Tags and Notebooks

• Crazy good search-even PDFs

• Paid and Free versions

• Notes on the web

• Can email into Evernote

• Can copy links and put in other programs

Diigo

Exercise: Info. Storage

• Evernote

• Diigo

KNOWLEDGEACQUISITION

Google Reader

Pocket

Exercise: Knowledge Acquisition

• RSS readers: Google Reader

• Article Storage: Pocket

COLLABORATION

Google Drive

Dropbox

Exercise: Collaboration

• Google Drive

• Dropbox

CALENDAR AND CONTACTS

Google Calendar

Smartr

Fantastical

Doodle

Due

iThoughts HD(mindmapping)

Google Drive on iPad

Email Tips

• Process email just a few times a day.

• Make sure email downloads infrequently.

• Use Text shortening program (e.g. TextExpander, PhraseExpress for Windows)

• Read an email once and process it

43 Folders

• One folder for each day (31)

• One folder for each month (12)

Debrief!

Resources

I am your life long consultant free of charge. All resources can be found at billcarozza.com, click tab:

“Workshop Resources”Email: wcarozza@mac.com

Twitter: @wcarozza