TWITTER.COM/JEREMYCAPLAN QUESTIONS? E-MAIL JEREMY AT JEREMYCAPLAN.

COM
PHOTO ABOVE BY .robbie
@jeremycaplan
an
pl
Ca
my

Your digital Life

for Streamlining
36 Tips, Tools &
re

with Less
Do More
Je

Techniques
by

1
About Me

2
3
 Follow Me On
Twitter:
@jeremycaplan

Email:
jeremy@
jeremycaplan.com
4
We are getting
flooded
with info

5
 110
E-Mail Messages
Per Day Per
Person
6
 100+
Sites/Blogs
Subscribed to in
Google Reader
7
 35
Bits of Info Jotted
Down
(Notes, Phone
Numbers, To-Do List
Items, etc)
8
 In a Month...
> 3,000 E-Mails
> 5,000 Blog Posts
> 1,000 InfoScraps
+ Documents
+ Pictures
+ Links...
9
 My Average # of Daily Incoming Email Messages

110
110

88

# of Email Messages
82
75 82.5

55

27.5

2008
2009
2010 0
2011
Year

10
 # of Important Things to Read Online
Amount of Spare Time for Casual Reading

2008
2009
2010
2011

11
% of Time When Info is Flowing Into My Life
% of Time When No New Info Is Coming In

. 3 %
8

. 7 %
9 1

12
We Haven’t Even
Mentioned...

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14
15
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17
Solutions

18
Establishing
systems

19
Implementing
tools

20
 Einstein’s desk
on the day he died
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22
23
Phone leashes
24
 Taming Info
Overload
Strategies for staying sane and calm

25
 Establish
Rituals
Don’t rely on willpower

Count on
habits and helpers
instead

26
Track Your Time
Gain Awareness with Time Maps and Timers

27
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29
Stay Focused
Set Limits. Simplify Concentration.

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31
32
 Establish a
weekly review
A Weekly Brain Refresh

Review: Calendar, Projects & Tasks

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34
6 Levels of focus

35
The Big Picture:
Life Overall
(Mission, Purpose)

Longterm Goals
(Five Years)

Short-Term Goals
(This Year)

36
Reality on the Ground:

areas of responsibility
(Family, Job, Charity)

Projects
(Requiring multiple steps)

Tasks
(Individual To-Do Items)

37
Weekly Review
Review Once a Week:

Calendar
(Upcoming Week & Previous Week)

Projects
(Review Progress, Change tasks)

Tasks
(Individual To-Do Items)

38
Empty your mind
Put everything into your system
= free up your mind for thought

39
 Streamline
your system
pick a set of infotools you like & stick to them

40
The 9 Buckets
The infoStuff that we manage

41
The 9 Buckets
Email Calendar Tasks

Docs InfoScraps Feeds

Links Contacts VoiceMail

42
Pick & Stick to a
capture tool
For random bits of info and thoughts

43
evernote

44
 Keep it simple
Choose basic tools that are good enough

45
Toodledo

46
Paper works
index cards and the hipster PDA

47
break projects
into pieces
plan backwards from the deadline

Specify the very next actions

48
Hunt for system
gaps
find the leaks

Identify your weaknesses

specify your adjustments

49
The 9 Buckets
Email Calendar Tasks

Docs InfoScraps Feeds

Links Paper Reading

50
Calendars
Reading
Paper
Docs
Links
Calendar
Feeds
Tasks
InfoScraps

51
Google Calendar

52
Google Calendar

53
Tasks
Reading
Paper
Docs
Links
Calendar
Feeds
Tasks
InfoScraps

54
Toodledo

55
toodledo

56
Docs
Reading
Paper
Docs
Links
Calendar
Feeds
Tasks
InfoScraps

57
Google Docs

58
InfoScraps
Reading
Paper
Docs
Links
Calendar
Feeds
Tasks
InfoScraps

59
evernote

60
evernote

61
evernote

62
Evernote

63
Feeds
Reading
Paper
Docs
Links
Calendar
Feeds
Tasks
InfoScraps

64
Google reader

65
66
Instapaper

67
Links
Reading
Paper
Docs
Links
Calendar
Feeds
Tasks
InfoScraps

68
Trunk.ly

69
70
Contacts
Reading
Paper
Docs
Links
Calendar
Feeds
Tasks
InfoScraps

71
Google Contacts

72
Voicemail
Reading
Paper
Docs
Links
Calendar
Feeds
Tasks
InfoScraps

73
Google Voice

74
Google Voice

75
Google Voice

76
 $$
Financial
Info
Reading
Paper
Docs
Links
Calendar
Feeds
Tasks
InfoScraps
$$

77
Mint

78
Betterment

79
The biggest bucket

Email
Reading
Paper
Docs
Links
Calendar
Feeds
Tasks
InfoScraps

80
 9 TIPS FOR E-MAIL NINJAS

DO, DELETE, DEFER JUICE UP YOUR MINIMIZE

GMAIL INTERRUPTIONS

FILTER AUTOMATE BATCH

STRENGTHEN BOOKMARK
SIGNATURES EMAIL ADD CONTEXT

81
Mastering email
Settings
Labs
Filters & Add-Ons

82
Settings &
Shortcuts

83
 8 Gmail
Shortcuts
c  =  compose
r  =  reply
a  =  reply  all
f  =  forward
e  =  archive
l  =  label
v  =  move  to  folder...
s  =  add  a  star

84
Juicing Up GMail

85
Gmail Settings

86
Reply from
other Email
Addresses

87
Send & receive Email
from work accounts

88
Customize your
email

89
Gmail
Labs

90
 6 best Gmail
Labs
Undo  Send Auto  Advance
Canned  Responses Send  and  Archive
Quick  Links Create  a  Doc

91
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93
94
95
96
97
98
More Gmail Labs

99
100
Filters & Beyond

101
Add Gadgets

102
103
Create a Filter
Step 1

104
Create a Filter
Step 2

105
Create a Filter
Step 3

106
Textexpander

107
Textexpander

My Textexpander Stats:

108
 Textexpander

My Textexpander Stats:

109
Boomerang

110
Boomerang

111
Nudgemail

112
Nudgemail

113
WiseStamp email
signatures

114
WiseStamp email
signatures

115
Bookmark email

116
Bookmark
email

117
Rapportive

118
Rapportive

119
Rapportive

120
121
122
123
124
125
126
127
128
129
Backing Up &
Sharing

130
131
132
133
134
135
136
137
bit.ly

138
139
LifeCaching

140
Memolane

141
Memolane

142
Intersect

143
Projeqt

144
Storify

145
Sharpening Your
toolkit

146
147
148
149
150
151
152
153
154
 Concluding
Thought:

Pick your gems,

Focus on those.

155
 My Audio Gems:

On the media
This American Life
Storycorps
NPR Technology
NPR Food
156
 Questions?

jeremy@
jeremycaplan.com

Twitter:
@jeremycaplan
157