#ACR15 Presentation: Introduction to Automation and Workflows to Save Time and Increase Office...
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Transcript of #ACR15 Presentation: Introduction to Automation and Workflows to Save Time and Increase Office...
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Introduction to Automation and Workflows to Save Time and Increase Office Productivity
Paul Sufka M.D. paulsufka.com @psufka
flickr.com/quacktaculous
Disclosures:Own Apple shares
(<0.000025% of the company)
flickr.com/quacktaculous
Slides and links to essential material:
paulsufka.com/automation
Overview
Productivity: 7 Principles
Getting Things Done (GTD)
Automation Tools
flickr.com/whoisthatfreakwiththecamera
Why Productivity?
Get the most possible out of your time
Eliminate wasted effort
Not about cutting corners
Don’t work harder. Develop a system.
flickr.com/64894594@N08
–Abraham Lincoln
“Give me six hours to chop down a tree and I will spend the first four
sharpening the axe.”
flickr.com/bigberto
Mise en Place (The importance of preparation)
flickr.com/afireinwinter
How Different Groups Spend Their Day
http://www.nytimes.com/interactive/2009/07/31/business/20080801-metrics-graphic.html
xkcd.com/1205
Parkinson’s law“Work expands so as to fill the time
available for its completion”
Decision Fatigue
Pareto Principle (80/20 Rule)
Input ≠ Output
20% Effort 80% Results
URGENTNot Urgent
IMPO
RTA
NT
Not
Impo
rtan
t
“Interruptions”Delegate
“Distractions”Avoid
“Goals”Schedule
“Critical”Do Now
Batching TasksAvoid the time-consuming
“switching cost”
Batching: Schedule Non-urgent Items
Phone calls
Prescription refills
Forms
Pomodoro TechniqueBreak down work into intervals (25 min),
separated by short breaks (5 min)
Perils of Interruption
GTD
1.Capture2.Clarify3.Organize4.Reflect5.Engage
Capture
ClarifyActionable?
No Yes <2 min?
Do it now
or
OrganizeSpecific date?
Projects Contexts+
Reflect
Review tasks on a regular basis
Engage
守破離(shuhari)
Most Important Tasks (MITs)
flickr.com/photography-andreas
flickr.com/stevecorey
–John F. Kennedy
“Man is still the most extraordinary
computer of all.”
Automation Tools
flickr.com/florianric
Task Management
Omnifocus(Mac & iOS)
Omnifocus: Projects
Omnifocus: Contexts
Clear(Mac & iOS)
Due(Mac & iOS)
Workflowy(All Platforms)
Trello(Mac, iOS, Android, Web)
Other Task Management Apps
Notes Apps
flickr.com/mcgraths
Evernote(All Platforms)
Evernote(All Platforms)
Other Notes AppsSimplenote (iOS, Mac, Android, Web)
Microsoft Onenote (All Platforms)
Notability (iOS, Mac)
Time Tracking
flickr.com/raneko
–Peter Drucker“What gets measured, gets managed.”
RescueTime(Mac & Windows)
Timing(Mac)
Text Expansion
flickr.com/theleetgeeks
iOS Text ReplacementSettings »General »Keyboard »Text Replacement
TextExpander(Mac)
Windows Text Expansion
ActiveWords
Phase Express
Speech to Text
flickr.com/evanforester
WPM
0 40 80 120 160
Typing
Speaking
Apple Siri
Windows Cortana
Dragon
Keyboard Automationflickr.com/mecookie
CheatSheet(Mac)
Keyboard Maestro(Mac)
Windows Keyboard Automation
AutoHotKey
Mac Trackpad Automation
BetterTouchTool
Password managers
Dilbert: November 27, 1995
1Password(Mac, iOS, Windows, Android)
1Password⌘ + /
Email Tricks & Automation
Email filters and rulesGmail Outlook
Archive/delete
Grouping
Forwarding
Automatic responses
Unroll.Me
Boomerang for Gmail
Schedule email:
to send later
to return later
Automating meeting scheduling
Doodle
Automating the InternetGoogle Data Center
IFTTT
Zapier
Workflow app
Questions?Slides and links
paulsufka.com/automation