In this newsletter:•  The productivity tip that makes all the difference
•  Valerie’s tip: Easy way to manage your emails
•  Time savers: Paul’s shortcuts
•  Become an Excel guru in one day
•  BOOK recommendation: Getting Things Done by David Allen

Hi everyone,

FROM VALERIE AND PAUL:

Welcome to Productivity Plus, your weekly newsletter on how to get things done in less time. So many people say that they don’t want to be slaves to technology - and we agree! That can happen if you let it, but - if you’re smart about it - technology can help you achieve more, get ahead and make your life easier. In short, we believe technology can set you free.

And you don’t have to be a tech-geek to make this happen. Valerie isn’t a tech-geek! But we’ll admit that Paul is quite the tech-guru. Together, we want to make technology simple for you - and help you skyrocket your productivity.

Here’s one idea that can make a huge difference to what you get done each day. Valerie learnt it from international speaker and author Brian Tracy. He cites an old saying that if the first thing you do each morning is to eat a live frog, you'll have the satisfaction of knowing that it's probably the worst thing you'll do all day.

In other words, you should tackle your hardest task first - or the one you are dreading the most. The problem is that most people do the complete opposite! They put off the tough tasks. When that happens, you dreading the task all day (not a great feeling) and, sometimes, you don’t even get around to it at all. This makes you feel guilty and puts you behind schedule.

If you tackle your most challenging tasks first, you’ll get them over with - and you’ll feel great! Valerie says: “I learnt about this two years ago and it has made a huge difference to what I can achieve - particularly if I’m working on a daunting project. It’s changed the way I work.”

One of the useful techniques I use to manage my emails is the concept of “Inbox Zero”. It has transformed the way I use email and ensures I deal with emails in a clear, systematic way.

Clear your inbox
In summary, the concept of Inbox Zero is, unsurprisingly, to aim for zero emails in your inbox. So many people store all their emails in their inbox - and that’s not what it’s designed
for. Think of your Inbox as an in-tray - messages go in there
but they have to be cleared, filed or actioned.

Don’t go overboard creating folders
On the other hand, I know some people who clear their inbox successfully by moving their emails into one of dozens of folders they have created in Outlook. For example, they may file emails by client or project - or some other random category. That’s not the best approach either because the more folders you have, the more chance you’ll mis-file something or forget where you’ve stashed it.

So what’s a simple method?
I only have three main folders in Outlook:
•  @ACTION
•  @TO READ
•  @2008

• 

These are the three folders I use constantly. However, I do have some others which I use occasionally such as a folder for plane e-tickets or accommodation bookings. Most folder lists are alphabetical, so to keep the three main folders at the top of the folder list, I preface them with “@”, so they are listed right at the top.

Before I used this approach to email management, certain emails and tasks invariably slipped through the cracks. And I always felt overwhelmed by all the emails I received. However, since adopting the Inbox Zero approach about 18 months ago, I’ve found it so effective that I’ve trained all my staff in the concept. A clear, ordered structure helps you have a clear and ordered mind!

We recommend:
Getting the most out of Outlook
Outlook is so much more than an email application. It can help you can help you schedule tasks, keep track of multiple diaries, file your emails, coordinate meetings with colleagues, manage your contact information, and create task requests for others to perform. Inbox Zero is just the tip of the iceberg. You can learn so much more!

One-day course: Microsoft Outlook 2007
Date: Wednesday 5 November 2008
Time: 9.30am - 4.30pm
Fee: $325 (includes GST)
You will receive a comprehensive take-home manual which is a handy reference for the future.

Click here for more information or to enrol.

This is such a simple shortcut but many people don’t know about it. If you’ve typed a phrase in lower case but then realise that you should have typed it in CAPS, just highlight the phrase and press:

Both Paul and Valerie are big advocates of Excel. Paul’s certainly the expert and Valerie was lucky enough to be trained in basic Excel when she was in the corporate world. But so many people have just "picked it up along the way" and have, therefore, not only learnt some bad habits but also don’t realise they probably can achieve what they want in a fraction of the time.

In one day you can upskill in Excel for work - or play. Whether you are creating spreadsheets to handle multiple currency portfolios, forecasting budgets, modelling scenarios, (or determining a winner at footy tipping!) this course will help you solve problems in a fraction of the time you’re used to.

When it comes to using software, Paul’s mantra is: “If it’s slow and tedious, then there MUST is a better way ... Not only will we show you the better way, we’ll teach you the fastest way to find it!”

 
Instead of wasting your time using Excel inefficiently, you can become an Excel expert. Paul’s students invariably leave the course amazed by the shortcuts they have learnt and are excited about how much time they will save.

Here’s what people say about Paul’s courses:
"Fantastic, covered everything I expected and more, in
a friendly and approachable manner."
- Sonia Kim

"Excellent presenter who had a good knowledge of the subject. Very patient and willing to answer all questions asked."
- Andrew Taylor

"Paul is the master of all things technology. Not only is he extremely knowledgeable, but he has the wonderful quality you want in a teacher - patience. He shares his expertise of Microsoft Office applications in a way that gives you confidence to go back to your office and use them like a pro. You have to attend one of his courses - if not all!"
- Catriona Pollard

We recommend:
One-day course: Microsoft Excel 2007 Advanced
Date: Wednesday 29 October 2008
Time: 9.30am - 4.30pm
Fee: $325 (includes GST)
You will receive a comprehensive take-home manual which is a handy reference for the future.

Click here for more information or to enrol.

This is a popular blog by freelance writer Leo Babauta who covers range of topics from achieving goals to being productive. Leo lives in Guam but his blog has gained an international following. This father of six has managed to double his income in the past year - while still having time for a life!

Leo says he also writes about: "being organized, GTD, motivation, eliminating debt, saving, getting a flat stomach,
eating healthy, simplifying, living frugal, parenting, happiness,
and successfully implementing good habits."

Enjoy!

Valerie’s recommendation:
If you’re really serious about productivity, you can’t go past Getting Things Done by David Allen. It’s a best-seller and followers of David’s principles fondly refer to his “GTD” approach.

I first read this book when I was actually at Olivia Newton-John’s Gaia Retreat near Byron Bay last year. I was supposed to be relaxing and getting away from work. But I couldn’t put the book down - and I got more than a few dubious looks from staff and guests at my choice of reading material!

Never fear. I did get a chance to relax there. But when I got back, I began implementing aspects of the GTD philosophy that resonated with me. David writes: "It's possible for a person to have an overwhelming number of things to do and still function
productively with a clear head and a positive sense of relaxed control ... "

David says that it’s all about capturing what needs to be done. Then clarifying and organising these tasks into a system. His book is all about that system.