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10 Simple Productivity Tricks To Manage Overloaded Information

10 Simple Productivity Tricks To Manage Overloaded Information

Do you need to manage overloaded information? Simple productivity tricks can help you cope with information in your job and your personal and social life.

Here’s how to cope. You need systems to help you to keep track of everything. Once you have a trusted system in place, you can relax. Let’s look at ten simple productivity tricks which will help.

1. Get the list habit.

Lists are essential to help you to manage your overloaded information. You probably use To Do lists all the time; however, lists come in many different forms. Examples include: checklists, planning lists, password lists, reading lists, reference lists, back-burner lists, and goal lists. All your information can be added to a list, or to several lists.

You can even create lists to keep track of lists. For example, you might have a list of lists for “work” and another for “home.” Lists can be text-based, or visual. If you’re a visual person, you’ll find a mind mapping program like FreeMind useful.

I use Evernote to manage my lists. You can use Evernote anywhere, on many difference devices. Its “table of contents” feature is wonderful for lists. With this feature, you can select a number of notes which contain lists and you can create a table of contents note for them all with a couple of clicks. Just drag your list notes to the shortcut bar for easy access.

2. Create and manage collections of reference material and people.

You have reference material you need to access at work, such as price lists and operations manuals. You also have reference material for home. Your home reference material might include insurance policies and manuals for your car and security system.

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If your work reference material has been digitized, store it in Evernote. Keep printed material in a filing cabinet, or on a shelf.

Most of your home reference material won’t be digitized. Store insurance policies in a fireproof safe, and other material, like manuals and tax returns, on a shelf, or in a drawer. Digitize home reference material when you have time, but keep the originals.

Vital: make lists of your reference materials, so you know where a specific reference is stored. Keep these lists in Evernote.

3. Organize long lists and folders from A to Z.

You need a way to organize long lists and folders of material. The easiest way is to sort materials alphabetically. You can also sort your material by date. You may also want to use a combination of both.

For example, if you’re organizing work material on your computer, you may choose to create a new folder for each year, then sub-folders for each month, or sub-folders for each client.

4. Archive old and out-of-date materials.

Decide when you’ll archive materials you no longer need, both on your computer, and print materials. You can choose to archive once a year. However, archiving once a month can be more efficient.

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If you choose to archive once a month, schedule some time on the last working day of the month.

Move computer materials to archive folders. Buy large plastic archive boxes for print materials, and move materials from your filing cabinets to the archive boxes. Add labels to your boxes, so you can see what they contain at a glance.

5. Add tickler dates to bubble up key things to the top of your lists.

Some things need to happen on specific dates, so if you have lots of print materials, you need a tickler file. Ticklers are date-labelled folders, one for each day of the month. File your materials in the appropriate future day’s folder, so you can deal with the contents on that day. You can create separate tickler files for work and for home.

Need a computer tickler file? Evernote’s reminders work well. You’ll be reminded of notes on any date you choose.

6. Decide whether you’re optimizing material for storing or retrieving.

If you think you’ll rarely need to look at something again, archive it in an archive box, or in an archive folder on your computer. These kinds of materials include old tax returns, completed project files, materials for events like weddings after the big day, and photos.

Things you need daily, like passwords, timetables and price lists, need to be stored so you can retrieve them in seconds. Put print material within arm’s reach, and store digital materials so you can access them with just a click.

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7. Build productive habits: establish a daily routine to manage information.

Information arrives constantly. Email can be a hassle, so establish an “inbox zero” habit. Be ruthless. Delete, delete, delete. Schedule email replies, or reply immediately, with as short a response as possible. Check your email no more three times a day.

At work, if you’re not sure where a document belongs, store it on your physical or computer desktop. File everything on both desktops at the end of the working day.

At home, deal with the day’s mail immediately, and trash what you can. Put everything that needs a response in your tickler file.

8. Cut down on input so you can focus on output.

Consider going on an information diet so you can be more productive:

Like any good diet, the information diet works best if you think about it not as denying yourself information, but as consuming more of the right stuff and developing healthy habits.

How much of your information overload is just a habit? You may decide that you don’t need to check Facebook three times a day.

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9. Take regular breaks to avoid overwhelm.

Do Nothing for Two Minutes
    Do Nothing for Two Minutes

    Try this useful free Web app: Do Nothing for Two Minutes. As the name suggests, you’re encouraged to do nothing on your computer for two minutes. If you touch your mouse or your keyboard, you fail.

    This app encourages you to take breaks. Not only does a break clear your mind, it reduces stress. Think of the two minutes as a way of rebooting your brain.

    10. Prioritize items daily, weekly, and monthly.

    You’ll feel overwhelmed and overloaded with information unless you set priorities. At the start of each month, create a priorities list which will help you to achieve your goals. Then break the list down into weekly and daily priorities.

    Prioritize your tasks at the beginning of the day. Do the highest priority tasks first. If you need to complete a sales report for a board of directors meeting, that’s your main priority for the day. Checking your email can wait until you’ve completed the report.

    Try these simple productivity tricks. Although you have no way of avoiding a constant flood of information, you can manage it, and feel in control.

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    Last Updated on August 10, 2020

    15 Simple Things You Can Do To Turn Your Life Around

    15 Simple Things You Can Do To Turn Your Life Around

    Life can be difficult. It can seem like nothing goes your way and the world is against you. The world can be a very cruel and lonely place. But there are things that you can do to begin turning your life around.

    Whether you’re in a job you hate, struggling with a loss, or just not on the path you expected, only you hold the key to turning your life around. Here are 15 simple things you can do to turn your life around.

    1. Read Daily

    Reading lets you escape to a different place within your mind. It can be relaxing and calming. And it helps stimulate brain activity and keeps you sharp.

    Reading daily can help you spend time away from the problems of the day and allow you to escape into a world of endless possibilities. Changing your perspective can help you turn around your life, and reading is a great place to start.

    Here’re some recommendations: 20 All-Time Best Motivational Books to Inspire You

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    2. Put Your Goals in Writing

    When thoughts are banging around in our heads, they can easily slip away. Walk from one room to another and you forget what you were doing!

    Make sure your goals are concrete and written down. This will help you stay accountable to yourself and is the first step in completing your goal. By writing it on a piece of paper, you must put in the thought of how you should word it, what exactly you want to accomplish, and will make you consider if it’s truly worth it.

    3. Prune Your Relationships

    Too often, relationships can be destructive. This is often looked at through the scope of romantic relationships, but also consider life-long friends, family, and acquaintances. Are the people you spend time with bringing you down? Are they helping you achieve your goals or hindering? It can be difficult, but pruning your relationships can be the quickest catalyst in turning your life around.

    4. Make New Friends

    Don’t underestimate how a new person or group of friends in your life can change your outlook. Be open to meeting new people, both at work and in your personal life.

    5. Get Healthy

    When you feel great, good things seem to come your way. Working out helps you feel better about yourself and can help change your outlook on life. Eating right can help you have the energy to do more. Getting healthy can improve your entire outlook on life and help turn your life around.

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    6. Start Saving

    For many, financial struggle can weigh heavy and be the cause of many problems. Without a change of job or career, changing your financial situation will take time and effort. Start saving with each paycheck to help build toward your future. Even if it’s a small amount each check, consistency in saving can help you change your path in the future.

    7. Start a Business

    Working for others can be tough. You may be underemployed, under-utilized, and under-appreciated. Starting a business can help you take control of your financial future.

    Understand that you don’t have to quit your current job to start a business. Find something you love and have skills at and do it in your free time. If you’re in creative services, freelance. If you’re great at carpentry, build tables to sell. If you are a talented painter or crafty, start an Etsy store.

    You may find that your side passion business can turn into more. Or, if you have the opportunity and skills, take the plunge and go all in. Working for yourself is challenging, but a great opportunity to change your life.

    Here’re some tips for you: How to Start a Small Business with Little to No Money

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    8. Find Opportunities to Help Others

    Helping others can change your outlook and help turn your life around. Changing the way you think about the world can play a part. But helping others can also open up doors you never had available. Being a good person can help you get out of a funk and can be the catalyst for change.

    9. Learn a New Skill

    When you have more skills, additional opportunities will be presented. If you’re tired of your blue collar job, take classes to learn computer skills. If you’re struggling to move up in your company, find a skill that makes you more valuable. And if you want financial freedom, learn a skill that can help you change your life. Knowledge is power.

    10. Stop Watching TV

    Watching TV can keep you distracted and take up a lot of time. Cutting out the time you spend watching TV and replacing it with more productive activities can help you accomplish more and stay focused.

    11. Listen to Inspirational Content

    You can learn much about yourself from others. Find inspirational and educational content that matches your needs and give it a listen. You may find that the advice from others in similar situations can give you the boost you need to change your life.

    12. Stop Complaining

    Negative thoughts and talk can turn people against you and make your outlook grim. Stop complaining so much and make the best out of your situation.

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    13. Find or Rekindle Your Passion

    Doing what you love can change your entire outlook on life. When you’re doing things you hate, you can be more stressed and make life much harder than it needs to be. Find things you’re passionate about and rekindle the love for what you enjoyed in the past. Doing what you love can turn your life around and make each day more rewarding.

    14. Take a Vacation (or Staycation)

    Sometimes, hitting the reset button is all it takes to improve your situation. Taking a vacation, or staycation, is a great way to get away from the stress of the daily grind and recharge your battery. A vacation can give you the perspective you need to change your life.

    15. Re-evaluate Your Attitude

    How you view the world will often reflect in how you treat yourself. Re-evaluate your attitude and ensure that you’re doing all you can to make the most out of every situation. A change in how you view your situation can often be the push that helps you change your life for the better.

    More Tips to Help You Change Your Life

    Featured photo credit: Conner Ching via unsplash.com

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