The document discusses using cloud tools to be more productive as an educator. It provides an agenda for the meeting which includes capturing ideas, discussing work flow, learning new tools, and developing an individual work flow. It introduces the Getting Things Done productivity system and outlines collecting, processing, reviewing, and doing tasks. Specific tools are recommended for capturing tasks, storing information, acquiring knowledge, collaborating, and managing calendars and contacts. Tips are provided for using email more efficiently. Resources are offered to support implementing the discussed productivity strategies.

1. Using The Cloud to be
More Productive
LESCN * April 1, 2013
Bill Carozza • Principal – Harold Martin School, Hopkinton, NH
• wcarozza@mac.com
Twitter: @wcarozza • Blog: billcarozza.com •

2. GOALS FOR TODAY
• Leave with a WORK FLOW plan, and
• Establish skill w/ a number of TOOLS that
will help you accomplish that plan.

3. Agenda
• Capture your ideas, expectations, and questions
• Rationale for Productivity
• Discuss Work Flow
• Learn new tools
• Readjust based on your need
• Special apps and applications
• Develop your work flow and share
• Q&A

4. TodaysMeet

5. ESTABLISHING THE
RATIONALE FOR
BEING A
PRODUCTIVE
EDUCATOR

6. Big Picture Goal
• We can get more done in less time and
with less stress by leveraging
technology to be more productive.

7. GTD Steps
• Getting Things Done
• Developed by David Allen in 2002.
• A system of productivity that begins in a
micro way.

8. Work Flow Macro
COLLECT
Everything in the in-
box
PROCESS
Project? Store
Delegate
Calendar It Develop
Contexts
REVIEW
Daily
and
Weekly
DO
Consider:
contexts, time,
energy, priority

9. 1. Collect
• Put everything that might be considered a
to-do, in your “In Box:”
• emails, phone calls, reports, articles to
read, errands, meeting notes, walk
throughs, personnel stuff, thoughts,
upcoming projects

10. P
R
O
C
E
S
S
I
N
G

11. 2. Processing-outline
form
• Collect into In Basket (DUMP)
• More than action? It’s a PROJECT-then develop Project plan
with specific actions.
• Takes less than two minutes-DO IT
• Reference item if it’s not actionable but might need the info-
STORE
• Someone else should do it?-DELEGATE
• Becomes WAITING FOR
• Can it wait? CALENDAR IT
• Do it at scheduled time.
• Develop CONTEXTS for actionable items

12. 3. Review
• DAILY review your actionable items and
figure out what you can really accomplish
• WEEKLY review your Projects-eliminate
the projects that are complete, assess those
projects that are ongoing.

13. 4. DO
• Consider the contexts (e.g. phone, email,
meeting, talk to...)
• Consider time and energy.
• Consider priority.

14. Work Flow Macro
COLLECT
Everything in the in-
box
PROCESS
Project? Store
Delegate
Calendar It Develop
Contexts
REVIEW
Daily
and
Weekly
DO
Consider:
contexts, time,
energy, priority

15. Work Flow Tools
Phone calls
Conversations
Email
Data
Meetings
Routines
Reflection
Work Flow
Capture ToDos and Project Management
Info Storage Evernote, Diigo
Knowledge Acquisition RSS Readers, Pocket/Instapaper
Collaboration GoogleDrive, Dropbox
Calendar Google Calendar, Fantastical
Contacts Google, Apple Address Book, Smartr

16. CAPTURE

17. TO DO TOOLS:
web based: TOODLEDO

18. ALSO: WUNDERLIST

19. Remember the Milk

20. CLIENT PROGRAMS:
THINGS

21. CLIENT PROGRAMS:
OMNIFOCUS

22. Summary: Capture
• Web Based:
• Toodledo
• Wunderlist
• Remember the Milk
• Client Programs:
• Omnifocus
• Things

23. INFORMATION
STORAGE

24. Evernote

25. • Digital filing cabinet
• Client and mobile apps-syncs between devices
• Tags and Notebooks
• Crazy good search-even PDFs
• Paid and Free versions
• Notes on the web
• Can email into Evernote
• Can copy links and put in other programs

26. Diigo

27. Summary: Info. Storage
• Evernote
• Diigo

28. KNOWLEDGE
ACQUISITION

29. Google Reader

30. Pocket

31. Summary: Knowledge
Acquisition
• RSS readers: Google Reader
• Article Storage: Pocket

32. COLLABORATION

33. Google Drive

34. Dropbox

35. Summary: Collaboration
• Google Drive
• Dropbox

36. CALENDAR AND
CONTACTS

37. Google Calendar

38. Smartr

39. Fantastical

40. Dragon Dictation

41. Doodle

42. Due

43. iThoughts
HD(mindmapping)

44. Google Drive on iPad

45. Email Tips
• Process email just a few times a day.
• Make sure email downloads infrequently.
• Use Text shortening program (e.g.
TextExpander, PhraseExpress for Windows)
• Read an email once and process it

47. 43 Folders
• One folder for each day (31)
• One folder for each month (12)

48. Q and A!
• ....and resources...

49. Resources
I am your life long consultant free of charge.
All resources can be found at billcarozza.com, click tab:
“Workshop Resources”
Email: wcarozza@mac.com
Twitter: @wcarozza