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Productivity for
        School Leaders
         IntegratED-Portland * February 18, 2013

Bill Carozza • Principal – Harold Martin School, Hopkinton,
                 NH • wcarozza@mac.com
  Twitter: @wcarozza • Blog: billcarozza.com • Hashtag:
                           #ipdx13
GOALS FOR TODAY

• Leave with a WORK FLOW plan, and
• Establish skill w/ a number of TOOLS that
  will help you accomplish that plan.
Agenda
•   Capture your ideas, expectations, and questions

•   Rationale for Productivity

•   Discuss Work Flow

•   Learn new tools-particular focus on Evernote, Google Reader, Diigo

•   Time to explore

•   Readjust based on your need

•   Special iPad apps and applications

•   Develop your work flow and share
TodaysMeet
ESTABLISHING THE
 RATIONALE FOR
    BEING A
  PRODUCTIVE
     LEADER
Why is Productivity
     Crucial?
GTD Steps

• Getting Things Done
 • Developed by David Allen in 2002.
 • A system of productivity that begins in a
    micro way.
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
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
P
R
O
C
E
S
S
I
N
G
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
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.
4. DO

• Consider the contexts (e.g. phone, email,
  meeting, talk to...)
• Consider time and energy.
• Consider priority.
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
Work Flow
                                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
CAPTURE
TO DO TOOLS:
web based: TOODLEDO
ALSO: WUNDERLIST
Remember the Milk
CLIENT PROGRAMS:
     THINGS
CLIENT PROGRAMS:
   OMNIFOCUS
Dragon Dictation
Exercise: Capture
• Web Based:
 • Toodledo
 • Wunderlist
 • Remember the Milk
• Client Programs:
 • Omnifocus
 • Things
INFORMATION
  STORAGE
Evernote
Diigo
Exercise: Info. Storage


• Evernote
• Diigo
KNOWLEDGE
ACQUISITION
Google Reader
Pocket
Exercise: Knowledge
       Acquisition

• RSS readers: Google Reader
• Article Storage: Pocket
COLLABORATION
Google Drive
Dropbox
Exercise: Collaboration


• Google Drive
• Dropbox
CALENDAR AND
  CONTACTS
Google Calendar
Smartr
Fantastical
Doodle
Due
iThoughts
HD(mindmapping)
Google Drive on iPad
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
Debrief!
Resources

All resources can be found at billcarozza.com, click tab:
                   “Workshop Resources”
                Email: wcarozza@mac.com
                    Twitter: @wcarozza

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