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Productivity for
        School Leaders
         IntegratED-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
                  PROCESS
                Project? Store
                   Delegate
              Calendar 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
P
R
O
C
E
S
S
I
N
G
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
                  PROCESS
                Project? Store
                   Delegate
              Calendar It Develop
                   Contexts

                             REVIEW
                              Daily
                               and
                             Weekly

                                          DO
                                       Consider:
                                     contexts, time,
                                     energy, priority
Work Flow
                                Phone calls


                                Conversations


                                Email
            Data
                                Meetings


                                Routines


                                Reflection
Work Flow
            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
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
KNOWLEDGE
ACQUISITION
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

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Productivity for School Leaders

  • 1. Productivity for School Leaders IntegratED-Portland * February 18, 2013 Bill Carozza • Principal – Harold Martin School, Hopkinton, NH • wcarozza@mac.com Twitter: @wcarozza • Blog: billcarozza.com • Hashtag: #ipdx13
  • 2. GOALS FOR TODAY • Leave with a WORK FLOW plan, and • Establish skill w/ a number of TOOLS that will help you accomplish that plan.
  • 3. 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
  • 6. ESTABLISHING THE RATIONALE FOR BEING A PRODUCTIVE LEADER
  • 7. Big Picture Goal • We can get more done in less time and with less stress by leveraging technology to be more productive.
  • 9. GTD Steps • Getting Things Done • Developed by David Allen in 2002. • A system of productivity that begins in a micro way.
  • 10. Work Flow Macro COLLECT Everything in the in- box PROCESS Project? Store Delegate Calendar It Develop Contexts REVIEW Daily and Weekly DO Consider: contexts, time, energy, priority
  • 11. 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
  • 13. 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
  • 14. 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.
  • 15. 4. DO • Consider the contexts (e.g. phone, email, meeting, talk to...) • Consider time and energy. • Consider priority.
  • 16. Work Flow Macro COLLECT Everything in the in- box PROCESS Project? Store Delegate Calendar It Develop Contexts REVIEW Daily and Weekly DO Consider: contexts, time, energy, priority
  • 17. Work Flow Phone calls Conversations Email Data Meetings Routines Reflection Work Flow 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
  • 19. TO DO TOOLS: web based: TOODLEDO
  • 23. CLIENT PROGRAMS: OMNIFOCUS
  • 25. Exercise: Capture • Web Based: • Toodledo • Wunderlist • Remember the Milk • Client Programs: • Omnifocus • Things
  • 28. 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
  • 29. Diigo
  • 30. Exercise: Info. Storage • Evernote • Diigo
  • 34. Exercise: Knowledge Acquisition • RSS readers: Google Reader • Article Storage: Pocket
  • 39. CALENDAR AND CONTACTS
  • 44. Due
  • 47. 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
  • 48. 43 Folders • One folder for each day (31) • One folder for each month (12)
  • 50. 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