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Productivity & Organizing Myth #4 – Only Handle it Once

Productivity & Organizing Myth #4 – Only Handle it Once
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    The forth in a series of 10 myths to help you see clearly past the myths to get things done!

    Myth: You should handle papers and view emails only once.
    Reality: You should handle papers and view emails an efficient number of times. In some cases an assistant should handle them for you and you should never view them.

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    Only Handle It Once (o.h.i.o.) applies to junk mail which should go straight in the trash. Beyond that, you should consciously evaluate the right number of times to view emails and handle a document. In society’s affection for acronyms this little phrase has staying power but it misleads followers! The idea behind o.h.i.o is efficiency but can lead to wasted time.

    Let’s look at an example ~ an email regarding the ‘Rebuilding Project’. Subject: Rebuilding Project action items. In this email is a list of three action items intended for you. If you are to handle this email only once, you will stop reading your mail, evaluate the recommended actions, and then take the viable steps.
    Such attention to one email has derailed you from handling all your email and redirected you to doing work on the Rebuilding Project. If you do handle the Rebuilding Project email immediately, you might miss some important instruction, information or request from your boss or someone else on the Project. Perhaps your attendance at a 2:00 meeting regarding the Project is required and because you spend so much time handling this one email, you don’t even see the invite for the meeting.

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    The efficient management of this email would be to move it to a folder called ‘Rebuilding Project”. An all-star productivity system would use email filters or rules to have all email regarding the Rebuilding Project (RP) automatically moved to the RP folder so that you can look at the entire collection of related email when you turn to the Project.

    A couple of tips:

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    • The active folders should be on your screen without scrolling down your list of folders.
    • Precede the active folders with a symbol (such as a * ) to have them sort at the top of a list.
    • Folders in Outlook with unread messages will be bold – so you will know when new email has arrived.
    • In Outlook 2003 there will be a copy of the unread email in your Unread Mail Folder so you’re sure to see it provided you review this folder.

    Efficient handling of email is best mirrored in paper mail. When any useful paper comes in regarding the Rebuilding Project, slide it in your paper folder called Rebuilding Project. Use the same name on the computer as you do on a file folder so that you don’t have to remember and use both names and so that other people can use your system and help you out.

    Now, when it’s time to work on the Rebuilding Project you simply open your computer folder called Rebuilding Project and your paper folder called Rebuilding Project and get to work assimilating and taking actions. At this point you’re on your second handling of the paper and because it’s in context you’re likely to use it effectively. This will give you access to the background and supporting documentation for your next step to be effective. You won’t have to spend time searching and find emails to see if you’ve got the latest information in front of you. Related papers and emails will all be together and at your disposal.

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    Now, extend the method illuminated above to your paper mail and the clutter on your counter. (Move them to group them, then use them).

    Previous Myths:

    Susan Sabo is an intrepid traveler who has organized her life to be out of the country for months at a time. Antarctica is the only unvisited continent (so far). She’s the author at www.productivitycafe.com, consults with professionals on the personal productivity and present productivity techniques & tips to groups.

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    Last Updated on May 14, 2019

    8 Replacements for Google Notebook

    8 Replacements for Google Notebook

    Exploring alternatives to Google Notebook? There are more than a few ‘notebooks’ available online these days, although choosing the right one will likely depend on just what you use Google Notebook for.

    1. Zoho Notebook
      If you want to stick with something as close to Google Notebook as possible, Zoho Notebook may just be your best bet. The user interface has some significant changes, but in general, Zoho Notebook has pretty similar features. There is even a Firefox plugin that allows you to highlight content and drop it into your Notebook. You can go a bit further, though, dropping in any spreadsheets or documents you have in Zoho, as well as some applications and all websites — to the point that you can control a desktop remotely if you pare it with something like Zoho Meeting.
    2. Evernote
      The features that Evernote brings to the table are pretty great. In addition to allowing you to capture parts of a website, Evernote has a desktop search tool mobil versions (iPhone and Windows Mobile). It even has an API, if you’ve got any features in mind not currently available. Evernote offers 40 MB for free accounts — if you’ll need more, the premium version is priced at $5 per month or $45 per year. Encryption, size and whether you’ll see ads seem to be the main differences between the free and premium versions.
    3. Net Notes
      If the major allure for Google Notebooks lays in the Firefox extension, Net Notes might be a good alternative. It’s a Firefox extension that allows you to save notes on websites in your bookmarks. You can toggle the Net Notes sidebar and access your notes as you browse. You can also tag websites. Net Notes works with Mozilla Weave if you need to access your notes from multiple computers.
    4. i-Lighter
      You can highlight and save information from any website while you’re browsing with i-Lighter. You can also add notes to your i-Lighted information, as well as email it or send the information to be posted to your blog or Twitter account. Your notes are saved in a notebook on your computer — but they’re also synchronized to the iLighter website. You can log in to the site from any computer.
    5. Clipmarks
      For those browsers interested in sharing what they find with others, Clipmarks provides a tool to select clips of text, images and video and share them with friends. You can easily syndicate your finds to a whole list of sites such as Facebook, Twitter and Digg. You can also easily review your past clips and use them as references through Clipmarks’ website.
    6. UberNote
      If you can think of a way to send notes to UberNote, it can handle it. You can clip material while browsing, email, IM, text message or even visit the UberNote sites to add notes to the information you have saved. You can organize your notes, tag them and even add checkboxes if you want to turn a note into some sort of task list. You can drag and drop information between notes in order to manage them.
    7. iLeonardo
      iLeonardo treats research as a social concern. You can create a notebook on iLeonardo on a particular topic, collecting information online. You can also access other people’s notebooks. It may not necessarily take the place of Google Notebook — I’m pretty sure my notes on some subjects are cryptic — but it’s a pretty cool tool. You can keep notebooks private if you like the interface but don’t want to share a particular project. iLeonardo does allow you to follow fellow notetakers and receive the information they find on a particular topic.
    8. Zotero
      Another Firefox extension, Zotero started life as a citation management tool targeted towards academic researchers. However, it offers notetaking tools, as well as a way to save files to your notebook. If you do a lot of writing in Microsoft Word or Open Office, Zotero might be the tool for you — it’s integrated with both word processing software to allow you to easily move your notes over, as well as several blogging options. Zotero’s interface is also available in more than 30 languages.

    I’ve been relying on Google Notebook as a catch-all for blog post ideas — being able to just highlight information and save it is a great tool for a blogger.

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    In replacing it, though, I’m starting to lean towards Evernote. I’ve found it handles pretty much everything I want, especially with the voice recording feature. I’m planning to keep trying things out for a while yet — I’m sticking with Google Notebook until the Firefox extension quits working — and if you have any recommendations that I missed when I put together this list, I’d love to hear them — just leave a comment!

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