Time Management for Marketers - The Mozinar

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Don’t get whacked out poo brain
Ian Lurie – CEO & Founder, Portent, Inc.
Tweet with webinar attendees:
#mozinar
Technical ...

THESE ARE THE LINKS
http://portent.co/poobrain

I AM NOT A GURU

OH MY GLOB!!!!!
ADVENTURE TIME.
GREATEST. SHOW. EVER.

MY DAY

Workout or
bike to work
pew

200+ ‘real’ e-mails
love your blog.
I have an article
you might want
to publish...

Questions from
the team
?

Answer 20-30
tweets
ian, you misspelled
'floccinaucinhiliphification'
on your last post

Curate some
cool stuff
whoa.

2 hours on
tools
!=, not <>,
dammit.

2-3 sales calls
yessir. nosir. yessir.
right away, sir.

Presentation or
blog post
or SEOMOZ Q&A
or Quora
losing… grip… on
reality...

The kids

The spouse

The cats
feed us, furless 2-
legged oppressor.
we've had a hard day.

The guinea pig
nobody knows the
troubles i've seen...

The hamster
seeds! want seeds!
now now!

Work shit
Home shit
Random shit
Sleep

whacked
out poobrain
i no crazy. I
just getz all
the jokes.

Assignments
Whoopsies
Questions
Interruption cost
Small projects

TIME MANAGEMENT

WHY MOST TIME
MANAGEMENT METHODS
SUCK

HINT: THEY’RE NOT TIME
MANAGEMENT METHODS

Random shit to ignore
Random shit to ignoreRandom shit to ignore
Random shit to ignorRandom shit to ignor
Random shit to i...

Projects
Milestone
Task Task Task Task
Milestone
From PopHangover.com

Task
Task
Task
Task
Task
Task
Task
TaskTask Task
Task
Task
Task
Task
Task
Task
INTERRUPTION
INTERRUPTION

METHODS THAT DON’T SUCK

PARETO ANALYSIS
80% of the tasks can be handled in 20% of your time.

ABC
Prioritization

GTD
Have a trusted system for getting stuff out of your head.

KANBAN
Another good task management technique with
backlog/working/done as its structure.
image from wikipedia.org

POMODORO
Work in sprints.

WARHAMMER 40K
Of course… wait. What.

Time management is a game...

...and we’re all gamers.

Time management makes you
better at what you do.

Time management is
part of your job.

Time management is
part of your life.

THE GOALS

Assignments
Whoopsies
Questions
Interruption cost
Small projects
CONTROL WHAT YOU CAN

REDUCE INTERRUPTION COST
5:00 interruption
5:00 to get back on track

MINIMIZE REPEAT WORK
6 screws per
foot? I thought
you said mile?!!!

PRIORITIZE
1.  Fly to distant planet on a guess.
2.  Pet nasty-looking alien snake
creature.
3.  Act surprised when it eat...

ASK ?S ONCE

EMPTY YOUR HEAD

THE STRUCTURE

PROJECTS
MILESTONES
TASKS

PROJECTS
Major objectives, goals or jobs
requiring completion with multiple
milestones and an established
due date.

Deliverables that change the
status of something, specify a
recipient, and have a due date.
MILESTONES

“Have doctor check weird
rash before Friday.”
MILESTONES

“Have doctor check weird
rash before Friday.”
MILESTONES
Implicit deliverable:
Report identifying rash

“Have doctor check weird
rash before Friday.”
MILESTONES
Dr. is recipient.

MILESTONES
Status from “unknown” to
“known”
“Have doctor check weird
rash before Friday.”

MILESTONES
Due date
“Have doctor check weird
rash before Friday.”

MILESTONES
A correctly defined milestone
reduces repeat work.

TASKS
Let you record & prioritize
little bits of your day, so you
can empty your head.

Some tasks are...

BUT NOT ALL

Everything you do, all day, every day.
Tasks are...

OK, not everything

The basic unit of productive time.
Tasks are...

No in-focus task > 45 minutes.
TASKS

Not all tasks have milestones, but
all milestones have tasks.
TASKS

Are atomic
Are planned daily
Come into focus over time
TASKS

The consistent building block of
your milestone.
Atomic

Can’t easily be broken down into
smaller parts.
Atomic

“Add TED video to POCKET”
is atomic
Atomic

“Create presentation”
is not atomic
Atomic

Every day.
Daily

Tasks planned 7 days ahead,
maximum.
Focus over time

More focused
30-45 min each.
Less focused
More like milestones.

AN EXAMPLE

SEO CAMPAIGN

Project: SEO for Nazgul Cyclery
Milestones:
Initial site audit 7/24
Tasks:
Crawl site
Collate js blocks
Find soft redirect...

HEY, FRANK, GOT A
SECOND…
OH GOD NO!!!!
BUT… INTERRUPTIONS

HAVE A ROUTINE

THE SWEEP

INPUTS

Can you do it in 3 minutes or less?
Do it now.
Should someone else handle it?
Delegate.
Will it take longer? Make a task/
...

SUNDAY/MONDAY
LIST & PRIORITIZE
Sweep
Projects
Milestones/project
Tasks/milestone
Tasks w/ no project/milestone

EVERY MORNING
SWEEP
Take the next 3-4 tasks/milestones. If
necessary, break them up and bring them into
focus. That’s your...

DURING THE DAY
45 minutes on your next to-do.
5-10 minutes doing another sweep, etc.

DURING THE DAY
Ask a question? Record the answer.
Answer a question? Record the question.
Have an idea? Record it.

INVEST 15 MINUTES
TO SAVE 30
FIND BETTER WAYS TO DO STUFF.

EXAMPLES

FIND/PRINT/LEARN GMAIL SHORTCUTS
5:00, ONCE
TIME SAVED PER DAY
15:00

FIND/INTALL/LEARN TEXTEXPANDER
1 HOUR
TIME SAVED PER DAY
30:00, OR 3.5 HOURS/WEEK

CONGRATS! YOU CAN
WATCH 2 MORE EPISODES!

MEASUREMENT & IMPROVEMENT

MEASURING

TOGGL.COM

RescueTime
RESCUE TIME

POMODORO

OLD-FASHIONED

OLD-FASHIONED

THIS IS NOT BILLABLE
HOURS TRACKING!!
IT’S MEASUREMENT.

MEASURE AS YOU
WORK, NOT AFTER.
(EMPTY YOUR HEAD)

TOOLS THAT REDUCE
REPEAT WORK

USE THE MOUSE LESS
REDUCE REPEAT WORK

learn your keyboard shortcuts

Texter for Windows

,ga = http://www.google.com/analytics

,p = <p></p>

;jewwatch
Our ﬁrst step is getting links removed from sites that had no intention of helping Jew Watch rank. I've
built a ...

lorem3
Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et
dolore magn...

CONSOLIDATE INPUTS
REDUCE REPEAT WORK
EMPTY YOUR BRAIN

LEARN TO USE EXCEL &
WORD THE RIGHT WAY
REDUCE REPEAT WORK

tables

vlookup

pivot tables

TOOLS FOR TASKS, LISTS
AND STUFF
ASK QUESTIONS ONCE
EMPTY YOUR HEAD

Workflowy
Task management

TeuxDeux
Task management

Evernote
Personal knowledge base
Task manager
Everything

Evernote

Todo.txt

Todo.txt
Uses pure text files.
Totally future-proof.
Never crashes.

emacs & org mode

emacs & org mode
super l33t nerd cred

1Password

Dropbox
Use it to stay in sync
todo.txt
dropbox
laptop
phone
pc
1Password

WHAT’S IN IT
FOR ME?

HANDLE INTERRUPTIONS

LESS TIME ON THIS

FEWER OF THESE

From Wikipedia.org

THESE ARE THE LINKS
http://portent.co/poobrain

Q+A Time!
@seomoz + @portentint
www.seomoz.org
help@seomoz.org
http://seomoz.org/webinars

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