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Productivity Tip: How Not to Overspend Your Time On a Task

Productivity Tip: How Not to Overspend Your Time On a Task
Overspending Time

    Have you ever felt that you spend way too much time on something? You started reading a book, but eventually realized that the time you spend on it far exceeds the value you get. Or maybe you worked on a project, but after completing it you realized that the project could actually be finished much sooner.

    Why do such things happen? While there might be external factors that contribute to the situation, I believe that there is one main cause: we waste our time on unnecessary stuff. We spend our time on things which do not contribute to the final results, and that eventually causes us to overspend our time. Obviously, the cure is:

    Do no more than what is necessary

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    It is easier said than done though. Here are some tips to help you do that:

    1. Set a clear expected output

    An important reason why we overspend our time on something is not knowing precisely what the final result we expect is. If we don’t even know what we want, how can we decide whether or not something is necessary? As a result, we do things which will later be found as unnecessary. So the important first step is to set a clear expected output. It should be specific so that you can know for sure whether or not you have achieved it.

    2. Write down the expected output in a prominent place

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    Google Desktop

      Having a clear expected output is good, but it’s often not enough. The problem is we may forget it once we dive into work. So we need to somehow remind ourselves about it.

      One way to do so is by writing the expected output in a prominent place you can easily see. For example, if you are working on computer and use Google Desktop, you can write it in Scratch Pad (see screenshot). Since Scratch Pad is always visible, you can easily reread the expected output of what you are doing.

      3. Realign yourself with the expected output every now and then

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      While you are busy working on something, it’s easy to get off track. So you need to regularly realign yourself with the expected output. To do so, whenever you are about to do a subtask you should ask: “Do I really need to do this to get the job done? Can I just skip it or do it in a different – more efficient – way?” These questions help you evaluate the way you work and get yourself back on track.

      If asking these questions before doing a subtask is difficult, you can alternatively ask them at a regular interval. For example, if you usually do 50 minutes of work followed by 10 minutes of break time, you can then ask these questions whenever you enter the break time.

      4. Set a deadline and work with inverted pyramid structure

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      Setting a deadline is another way to help you do only what is necessary. By setting a deadline, you are forced to prioritize the things you are doing. The best way to work within a deadline is using inverted pyramid structure: do the subtasks from the most important down to the least important. This way, if the time is up you can still deliver the best possible output.

      Working in this way is actually similar to the way newspaper articles are written. By placing the most important facts first and the least important ones later, a newspaper editor can easily trim an article to fit into the available space. Similarly, by using the inverted pyramid structure you can easily trim your work when you hit the deadline.

      5. Stop when you already get the expected output

      It may seem obvious, but when we already get the output and still have some time left, we may be tempted to spend more time to polish it. At the end, it may introduce some unnecessary stuff into your otherwise productive day.

      Donald Latumahina is an avid learner who blogs regularly about personal growth and effectiveness. Read his articles on 26 Tips to Stay Calm When Situation Goes Bad, and How to Develop Your Ideas Exponentially.

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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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