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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 December 7, 2018

    10 Steps For Success: Applying The Power Of Your Subconscious Mind

    10 Steps For Success: Applying The Power Of Your Subconscious Mind

    How big is the gap between you and your success?

    What is the difference between successful people and unsuccessful people?

    It is as simple as this: successful people think and talk about what they are creating, and unsuccessful people focus on and talk about what they’re lacking.

    So how do you bridge that gap between wanting success and having your success? Let’s make an important distinction. You see, there is a big difference between “Wanting” and “Having” something.

    Wanting: means lacking or absent. Deficient in some part, thing or aspect.

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    Having: means to possess, to hold, to get, to receive, to experience.

    You can have one OR the other, but not both at the same time with any particular object of your desire. You either have it or you don’t.

    When it comes to your subconscious, if you’re focusing on the “wanting”, i.e. the not having, guess what, you will build stronger neural networks in your brain around the “wanting.” However, through the power of your subconscious mind, you can focus on the “having” as if it has already happened. Research has shown that your brain doesn’t know the difference between what you’re visualizing inside your mind versus what is happening out there in your reality.

    This is a regular practice of elite athletes. They spend as much timing creating the internal mental imagery of their success playing out as they do actually physically practicing. This helps create both the neural pathways in their brain and the muscle memory to consistently deliver on that success.

    Here are 10 “brain hack” steps for success that you can take to create your version of a happy life. Make these steps a regular habit, and you will be astonished at the results.

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    Step 1: Decide exactly what you want to create and have

    This is usually the biggest problem that people have. They don’t know what they want and then they’re surprised when they don’t get it.

    Step 2: Write down your goal clearly in every technicolor detail

    A goal that is not written down is merely a wish. When you write it down in full detail, you signal to your subconscious mind that you really want to accomplish this particular goal.

    Step 3: Write your goal in simple, present tense words

    …that a three year old can understand on a three-by-five index card and carry it with you. Read it each morning after you awake and just before you go to sleep.

    Step 4: Backwards planning

    See your goal achieved and identify all the steps required that it took to bring it to life. Making a list of all these steps intensifies your desire and deepens your belief that the attainment of the goal is already happening.

    Step 5: Resolve to take at least one step every day from one of the items on your list

    Do something every day, even if it is just one baby step, that moves you toward your goal so you can maintain your momentum.

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    Step 6: Visualize your goal repeatedly

    See it in your mind’s eye as though it were already a reality. The more clear and vivid your mental picture of your goal, the faster it will come into your life.

    Step 7: Feel the feeling of success as if your goal were realized at this very moment

    Feel the emotion of happiness, satisfaction, and pleasure that you would have once you have achieved your goal. Visualize and feel this success for at least 20 seconds at a time.

    Step 8: “Fake it till you make it!”

    Confidently behave as if your subconscious mind was already bringing your goal into reality. Accept that you are moving toward your goal and it is moving toward you.

    Step 9: Relax your mind

    Take time to breathe, pray or mediate each day. Disengage the stress response and engage the relaxation response. A quiet state of mind allows your brain to access newly formed neural pathways.

    Step 10: Release your goal to your subconscious mind

    When you turn your goal over to the power of the universe and just get out of the way, you will always know the right actions to take at the right time.

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    Starting today, try tapping into the incredible power of your subconscious mind.Start with just one goal or idea, and practice it continually until you succeed in achieving that goal. Make it a game and have fun with it! The more lightly you hold it, the easier it will be to achieve. By doing so, you will move from the “positive thinking” of the hopeful person to the “positive knowing” of the totally successful person.

    Hit reply and let me know what you’re creating!

    To your success!

    Featured photo credit: use-your-brain-markgraf via mrg.bz

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