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Mark Shead - Agile Coach

Mark Shead
Mark Shead

Binge Productivity

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Glen at LifeDev writes about how is is trying out Binge Productivity.  Instead of dealing with a big todo list, he is working on whatever project he wants for as long as he wants.  If you have the flexibility to work like this, it can be a great way to take advantage of the intense focus that comes from getting into your work zone. … [Read more...] about Binge Productivity

Fixing the Mighty Mouse Finger Ball

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Apple's Mighty Mouse works reasonably well, but they didn't provide a way to clean the finger ball.  If the ball stops working it is probably because of dirt.  Sometimes you can fix it by turning off the mouse and pressing down on the ball very hard with your thumb.  Move it forward, backwards, and side to side.  So for this has worked for me in dislodging the internal dirt and getting it working again. … [Read more...] about Fixing the Mighty Mouse Finger Ball

Praise for the Procrastination Prevention Course

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Since its release the Procrastination Prevention course has quickly gained over 550 users.  Here is what some of them are saying: Thank you so much for these Procrastination Prevention emails, they have been very interesting and useful. Changing one small thing has had profound effects and I feel much less likely to procrastinate in the future now I have tools like the 5 minute contract to hand! - Dianne … [Read more...] about Praise for the Procrastination Prevention Course

Asking for a Discount

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One way to realize great savings is to simply ask for a discount. For example, when we were getting ready for our daughter to be born we asked the hospital if we could have a discount for paying the entire fee up front. They gave us 20% off what we would have paid otherwise. I've generally had good luck asking for discounts. Here are some tips to follow: Make sure you have something to offer - If you can pay in cash, but in bulk or offer some other type of incentive it is easier for the person selling to want to negotiate with you. Be prepared to walk away - If the sales person realizes that you might not make the purchase you have much better bargaining power. I've had car … [Read more...] about Asking for a Discount

Group Interview – Staying Organized

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What is your best piece of advice to help someone stay organized once they have gone through the initial effort? "Organization needs to be a habit rather than a one time event. Having a daily routine to maintain the system is as important as the initial effort. While some people cringe at the thought of a daily routine, it is really the secret to more than just organization. Daily routines keep us organized, help us to achieve goals, but most importantly, they allow us to live a balanced life. With the ultimate goal of balanced living, it is easier to view disciplines and habits of organization in proper perspective." Melissa Michaels from The Inspired Room (rss) This is an area where I … [Read more...] about Group Interview – Staying Organized

Changes at Productivity501

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We've made a lot of changes to Productivity501's look over the past week and I wanted to point out some of the changes. If you have any suggestions please post them in the comments. Since I haven't had a single comment about the new look, I've been worried that either everyone hates it or all of my readers are strictly using RSS. :) New Theme For those of you who only read Productivity501 in a feed reader or email, be sure to checkout our new look. The site has been redesigned in a way that will hopefully make it more usable and a little better looking. I'm still tweaking some things to try to make it a bit more user friendly. Main Page One of the biggest changes we've made is to the … [Read more...] about Changes at Productivity501

Photo Editing Options

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Adobe recently launched a free online version of Photoshop.  it appears to share the name of their regular photo application more than anything else.  From what I've see it is kind of like Flickr with some image editing capabilities aimed at the home user.  If you need a more powerful image editing, but don't need the full version of Photoshop, Photo Elements ($99) is a good choice for Mac or Windows. On Mac, there is a nice program called Pixelmator ($59) that I've been pleased with.  Serif Software also has a basic Windows photo editing program that will do what many people need.  They have free and paid versions ($10 to $79).  Also the Gimp is worth checking out.  It is open source (and … [Read more...] about Photo Editing Options

Group Interview – Dealing with Paper

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We asked a number of professional organizers to be part of a three question interview. This is the first of those questions that we will be publishing over the next few weeks. Thank you to everyone who participated and shared their perspective. What is the single most important tip you would give to someone who is having trouble managing all the paper in their lives? "Recycle most of it as soon as it comes in the door." Melissa Michaels from The Inspired Room (rss) My trash can is right next to the mailbox. I've found that I can often get by without even bringing junk mail into the house. I've heard other people recommend that you open your mail over the trash can or recycle bin to … [Read more...] about Group Interview – Dealing with Paper

Credit Card Skimming

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Today I got a call from my credit card company wanting to verify a few charges. They listed several purchases from a part of the country we haven't visited for years. The charges were all from a card that we don't use any more--we keep it just for emergencies (if other cards are declined or stolen). My wife and I both have our cards so it seems someone "skimmed" the number. Hi tech thieves will find a waiter or waitress and offer them $5 or $10 for each card they run through a small hand-held device. The thief then takes the device and downloads all the numbers into a computer and offers them for sale on the internet. Usually this will be done in a batch of cards say 100 or 1,000 card … [Read more...] about Credit Card Skimming

Group Interview – Organized Computer

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Everyone has a different approach to organizing their computer files.What single tip would you give someone to stay productive in their computer organization? Take time to think about the top-level folders. How do you normally refer to, or think about, things? Then label the top level accordingly and put the ensuing files where you intuitively would refer to them. I confess, I tried to convince myself that because it is a computer, somehow it would organize me! Alas, I find that I have to be intentional and schedule weekly sessions with the computer just like a would a client. Steve Roesler from All Things Workplace (rss) I’ve actually had good luck with self organization using DEVONThink. … [Read more...] about Group Interview – Organized Computer

Reader Question – Organization & Saving

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How can being organized save you money? If time is money and being organized saves you time, it saves you money. Lets say you look for 6 things each day that take you on average 5 minutes apiece. You reorganize your office and reduce the time to 1 minute search for each item. You are now saving 24 minute each day or about 146 hours each year. Even if you have to invest half of that time staying organized that still gives you 73 hours of extra time from being organized. This is an extra 9 days each year. You can reinvest your extra time back into work to try to earn more money, spend it with your family, or just take some extra time to relax. … [Read more...] about Reader Question – Organization & Saving

Procrastination Prevention Course – Now Live!

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Previously I announced that we were testing the Procrastination Prevention Course. I took the feedback from the testing group and made some changes. The course is now live. If you have trouble with procrastination, you need to go through this course. It is designed to give you some simple strategies for preventing procrastination. Each day you get a short email with a simple assignment to help you practice breaking the procrastination habit. The funny thing about a procrastination course is that the people who most need it are the ones most likely to put it off. If you are reading this and thinking "Maybe I'll do that some day" I strongly recommend that you sign up for it right … [Read more...] about Procrastination Prevention Course – Now Live!

Group Interview – Productive Software

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If you made a list of the software that helps you stay productive, what do you think people would be most surprised to find on that list? That is the question Productivity501 asked a number of productivity experts. Below are their responses. A little program called On The Job from Stunt Software. It's a simple time tracker and invoice generator for projects. But here's how I also use it: I have entered what would be my hourly rate based on my projects and income. Then, as I field phone calls, do tasks, and muck around, I click the starter button on the timer, the "Stop" at the end. The value of what I just did immediately appears on the screen. Wow. After one day of seeing how I was using … [Read more...] about Group Interview – Productive Software

Books

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Earlier today I mentioned a book by the Wall Street Journal about personal finance, but failed to actually point people to the book. I've added the book to the Productivity501 store. The book is designed to give you a good financial foundation.  It doesn't go into great depth on subjects, but it seems to do a great job of making sure you aren't missing anything in your financial foundation of understanding. Another book that I'd recommend is called Founders At Work.  It is a series of interviews with people who started various companies.  It is a great read and very enlightening to hear the stories behind all these different businesses. One thing I've been fascinated by in the book … [Read more...] about Books

Being Financially Literate

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One of the best investments you can make in yourself is to increase your financial literacy.  In fact if you only have 10 hours this year that you can invest in self-improvement there are very few ways you can better spend that time than reading a book on investing and financial management. Go ahead and take the time to visit your library and find a few books on investing and financial management.  Even if you just skim the parts that look interesting you'll find this small investment can make a big difference in your ability to plan financially for the future. The Wall Street Journal has a good book on investing that I'd recommend.  What do other people suggest?  Is there a financial … [Read more...] about Being Financially Literate

Group Interview – Distraction Free Internet

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The internet can help your productivity, but it can also be a distraction. How do you obtain the benefits while avoiding the downsides?. I finally had to do two things that are working for me: In the Bookmark Bar, I narrowed the categories to only those related to business. I allow myself a set amount of time (20 minutes) to check the newsfeeds and other favorite sites for 20 minutes maximum 4 times during the day. On minute 21, I close the browser window.That means I potentially "lose" 1:20 minutes of work. As a result of the routine, it never amounts to that much. Steve Roesler from All Things Workplace (rss) Steve's suggestion to allow a certain amount of time for … [Read more...] about Group Interview – Distraction Free Internet

Reader Question – Checking Email Abroad

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How do I access my email from a foreign country? In most countries you can check your email just like you do in the US. If you are using a web mail provider like Gmail or Yahoo, you just have to find an internet connection. Many countries have internet cafes where you can use their computer for the internet by paying an hourly fee. If you are in China or another country where they limit citizen's access to certain sites on the internet, it might be more difficult to check your email. If you are traveling with a laptop and want to download your mail, things should still work about the same as in the US. Many internet cafes will let you connect into their network with your laptop for the … [Read more...] about Reader Question – Checking Email Abroad

American Express Concierge 3

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On Mondays we've been discussing working with a remote assistant.  We've taken a brief side trail for a few weeks looking at actually trying to use American Express' concierge service.  This week I'm going to show an attempt to use the service to find housing in Mexico.  My wife and I lived in Durango Mexico for a few months and couldn't seem to find any type of furnished housing.  I figured the concierge would be good at locating this type of thing--especially since dealing with lodging in other countries seems to be something American Express advertises they do well. Here is the message I sent:  I am looking at spending some time in Mexico next fall. Specifically I am looking at the … [Read more...] about American Express Concierge 3

Reader Question – Credit Cards

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Why do people use credit cards? If you have financial self discipline, using a credit card can be much safer than using cash or debit cards. Credit cards offer you better protection from fraud. They are also setup to protect your rights as a consumer because you can leverage the credit card company against a merchant who sold you a defective product. In a previous post, I discussed 4 Reasons You Should Use A Credit Card. Many people are conditioned to avoid credit cards at all costs. This is a good strategy if you have no financial discipline--just a like an alcoholic should steer clear of even driving near a bar. If you treat your credit card like a checking account and keep track of … [Read more...] about Reader Question – Credit Cards

American Express Concierge 2

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Last Monday we looked at using the American Express concierge service for scheduling a tuneup on my car. This week we will try something else. I have been looking for radiometers to send as a corporate gift to some of my clients. (A radiometer looks light a light bulb but instead of a filament it has metal vanes that spin in the sunlight.) Unfortunately most of the ones I've found for sale were packaged for kids science experiments. The radiometers are fine, but the packaging doesn't look very "corporate". I figured this sounded like a job for super concierge, so I called them with a request. I explained what I was looking for and in particular asked them to find a radiometer with … [Read more...] about American Express Concierge 2

Reader Question – Desk Organization

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What should you have on your desk? Everything you need to do your job and as little as possible to distract you. Is a clean desk an organized desk? Not necessarily. If you clean your desk simply be stuffing everything into your drawers, your clean desktop may just be superficial. The best measurement of organization is how quickly you can find anything you need. If you have to spend a lot of time hunting for files and bits of information, you are not organized--no matter how clean your desktop is. Also see the post 12 Tips for an Organized Desk. On Fridays we publish questions from our readers. If you have a question you'd like to see answer here, please send it to … [Read more...] about Reader Question – Desk Organization

Michael Sampson on the Dvorak Keyboard

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We've talked about the Dvorak keyboard before when I learned Michael Sampson was making the switch. Since it has been a few months, I thought it would be interesting to checkup and see how it was going so I sent him a few questions about the change. checkout his responses below. What promoted you to switch to the Dvorak keyboard? There was one main reason that I switched: I was suffering from severe RSI in my left lower arm and hand, and I needed to find a better way of doing things. I knew of the Dvorak layout, and had recently read Mark Hurst's excellent book (Bit Literacy) in which he talked about his own transition from QWERTY to Dvorak. So I did some online study on the Dvorak … [Read more...] about Michael Sampson on the Dvorak Keyboard

Reader Question – Lighting for your office

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I have an office in my basement. My desk is a table with a fluorescent light over it. My question: should my desk be parallel or perpendicular to the light for best lighting? Thank you for your time and attention to this question.Sincerely,Lou Sartori Louisville, KY If the light is over the table, you will probably get the most even light by having the light parallel to the table. If it is perpendicular to the table your body and objects will tend to cast more of a shadow. With the parallel arrangement you have more light hitting your workspace from different directions which will help keep shadows off your work surface. I'm assuming you are talking about a 3 or 4 foot fluorescent light … [Read more...] about Reader Question – Lighting for your office

The Promise of Sleep — Book

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Sometimes we focus on the wrong things.  For example, it is easy to focus on trying to do more during the day while short changing our sleep at night.  This book looks at how and why we sleep. It is based on a lot of sleep research, but the writing style is very accessible and makes for an interesting read. For example, the author explores the right balance of sleep to let you fall asleep quickly and wake up without feeling worn out.  He talks about situations where people sleep too much and then suffer from insomnia until their body gets tired enough to fall asleep again. One of the more interesting concepts in the book is the idea of a "sleep debt".  This theory basically says … [Read more...] about The Promise of Sleep — Book

Passive Income

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Last week we talked about defining wealth in terms of long you can go without a job before running out of money. With this definition of wealth we can increase our wealth from two sides. One side is to reduce our spending the other is to increase our savings and our income that isn't tied to work. Money that you don't have to work for is usually called passive income. This includes interest and other types of income that you get more or less automatically. Here is a list of some passive income sources: Interest income - Money that the bank pays you for the use of your money. Rental income - Real estate lease or other sources of income in exchange for the use of property. Royalties … [Read more...] about Passive Income

Remote Executive Assistant – Some Lessons

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Last Monday I wrote about my experience with using a remote executive assistant in the US. It didn't work out so well, but the experiment provided a lot of insight into how to work with a remote assistant. Here are some takeaways from that experience. 1. Make sure you have a good project management system in place. You need a way to track the work assigned and keep track of time spent. If you don't know how much time is being spent on each project it is going to be very difficult to understand what is working well and what isn't. Without a good time tracking system, you may not know something is wrong until you've spent a considerable amount of money. It is possible to keep track of all … [Read more...] about Remote Executive Assistant – Some Lessons

Reader Question – Uncompleted Tasks

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I've been an avid enthusiast (not to say follower) of GTD and productivity blogs in general. (This one has long been chief on that list; keep up the good material without diluting it.) Currently I just started a new role at work where I have a bit more responsibility.To keep track, I've been using tasks--via Outlook 2007 and Remember the Milk. Both are great ways to quickly catalog things to be done. However, the other side of my job is that I can get "interrupted" with urgent things that legitimately take precedence over my (usually) non-urgent tasks. So days can go by without me getting any tasks completed. This feels pretty crummy. What do I do with that? Any mentality tips you can … [Read more...] about Reader Question – Uncompleted Tasks

Portable Scan Snap S300

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Fujitsu has released a portable version of the ScanSnap line of scanners.  It can run on its own power cable or use power from the USB connection.  This is particularly useful if you are traveling or working of your laptop with a battery. When running off the USB power it is a little slower to scan. When plugged into its own power connection it can handle 8 pages per minute. The S300 is only for Windows.  It is fairly new, so they may release a S300M version sometime in the future.  You can buy the S300 from our online store for $291. … [Read more...] about Portable Scan Snap S300

Definition of Wealth

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One of the most important things you can do in aligning your finances to be more productive is define what wealth means to you.  Obviously being wealthy is something of a relative term.  Someone at the poverty line in the US would be seen as extremely rich in other parts of the world. The Rich Dad Poor Dad books give an interesting definition of wealth.  They say that wealth is determined by how long you can survive at your current standard of living if you quit your job today.  So once you stop getting  your regular paycheck, how long can you live off your savings and passive income sources before you go broke. I think this is a very healthy description of wealth because instead of … [Read more...] about Definition of Wealth

Subprime Problem Explained

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Thanks to everyone who helped answer my questions in the previous subprime post I now have a much better understanding of what is going on. I thought I'd go ahead and explain it here. The first reason is to share with anyone who is interested. The second is so the financial wizards among my readers can correct me if I got anything wrong. Over the past several decades home prices have been going up. This has made them a fairly safe investment. If someone can't make their payments they can always sell the house--usually at a profit--and pay the mortgage company back. In order to create as many loans as possible, mortgage companies will take a group of mortgages and turn them into a special … [Read more...] about Subprime Problem Explained

Remote Executive Assistant – First Try

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I find that I have a lot more ideas of things I'd like to do than I have time to do them. I get all the important stuff done, but there are many smaller things that I'd like to accomplish that I simply don't have enough time. I looked at a lot of the companies that provide remote executive assistants, but decided I'd rather work with someone directly. I found a paralegal from Texas who was looking for work as a virtual assistant. My thinking was that someone who grew up in the US would be easier to communicate with than someone from a foreign country.   I also wanted to keep the work in the USA if I could instead of sending it out of the country. When I spoke with I called one of her … [Read more...] about Remote Executive Assistant – First Try

Reader Question – Working from Home

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Why would it be valuable to work from home? Lets say you commute 30 minutes to work each day. Working from home will save you at least 5 hours per week of drive time. If you apply this time to your job, you should be able to pull ahead of people who have to invest those 5 hours in driving to work. You can also choose to invest those extra 5 hours in sleep, your family, a hobby or whatever you like. Sometimes working from home can help you focus. Being out of the office means it is more difficult for people to distract you--they can't just pop into your office or cubicle. Of course if your home work environment is distracting, you may not see much benefit. If you want to know more … [Read more...] about Reader Question – Working from Home

Another Scanner

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A reader pointed me to the Fujitsu 6140.  It is faster than the Scan Snap at 80 to 120 ppm (each side counts as one page) and seems to be a little more heavy duty in its construction. It looks like it uses dual rollers where the Scan Snap 510 and 510M only use one.  This might help guard against misfeeds and paper jams. The 6140 comes with Kofax workgroup software that will handle some scanning tasks including processing bar codes scanned on documents.  The scanner appears to only support the Windows platform. The 6140 is quite a bit more expensive with a list price of $1999.  You can get it in the Productivity501 Store for $1,660. … [Read more...] about Another Scanner

10 Signs You Will Be Poor

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Here is a list of signs that indicate someone is likely to be poor in the future. If any of these apply to you, it might want to consider making some changes. 10. The only type of CDs you know about play music. Not understanding basic investment tools is one sure sign that you will mismanage your finances. This is especially true because a basic financial education is so readily accessible on websites, through library books, etc. 9. Your bank account balance goes down each month. You don't need any fancy charts to see if your net worth is improving or decaying. If you usually have less money in your accounts each month then your lifestyle is not sustainable on your current income. You'll … [Read more...] about 10 Signs You Will Be Poor