11/21/2014. Productivity in. The Cloud? The Obsessed Time Management / E mail Guy. So, what is. Agenda of Program. How do you access the cloud?

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1 Productivity in The Cloud The Obsessed Time Management / E mail Guy Harnessing the Power of The Cloud for Enhanced Personal and Professional Productivity Presented by Randall (Randy) Dean President, Randall Dean Consulting & Training, LLC A Leading Time Management/Smart Phones & Tablet/ & Info Overload Training Firm Randall F. Dean Agenda of Program What is The Cloud? How do you get to it? What can you do with it? Is security a concern? What are the benefits of the cloud? Sharing on The Cloud Productivity & Time Management on The Cloud So, what is The Cloud? Best Definition I've Heard: Your stuff on someone else's computer network, and you get/use/share your stuff via the Internet How do you access the cloud? YOU ALREADY ARE! through your computers, phones, tablets and a live Internet connection Big spread of 4G networks and expansion of public WiFi options have made it available virtually everywhere Funny travel tip getting out of the cloud 1

2 What kind of stuff goes on the cloud? Pretty much ANY data file: Documents (private and public) Productivity: E mail, Calendar, Contacts, Tasks, Texts Music & Media Photographs Social tools/info Application Data (The Apps on your phone!) and more! Where is it stored? On another firm's network: Amazon Google Apple Microsoft IBM Box & Dropbox Even places like Facebook, Evernote, & Instagram Some lesser known providers may offer more secure storage/access Is Security a Concern? In short, YES, but... Much of the risk can be mitigated with smart computing and Internet practices Use private networks and VPNs when available Use different browsers for secure and non secure browsing (different computers too? Personal vs. work phones?) Have smart, difficult user names and passwords Avoid using public terminals and public WiFi (personal hotspot?) Avoid putting highly sensitive data on popular public sites More Private = More Careful My big fear with the cloud? 1859 of course, it is my biggest fear in general! What are the benefits of The Cloud? So MANY! Virtually unlimited storage (depending on what you pay for) Your IT is outsourced! (Data is professionally managed and backed up.) Get to your stuff from virtually any Internet capable device (computer, phone, tablet even your TV) You can share and collaborate (more on that in a minute...) You can create virtually & remotely... What Happens When Two Clouds Merge? Magic! 2

3 Evernote & Google Voice to Text Used my cloud based Evernote account to create first draft of this presentation using Evernote app on my Android smart phone using the cloud based Android voice to text Then, brought up my web Evernote client on my laptop browser and pasted each slide note into the corresponding slide in this presentation Who types anymore??? Business Benefits of The Cloud Social connection with clients (FB, LinkedIn, G+...) My entire customer database is cloud sourced use to send promotions, new course announcements, and e newsletter (best $50 spent per month) Post promo videos on YouTube Have most of my products in digital format now no inventory! Sales 24/7/365 to potentially global audience People building apps & stores on cloud making fortunes Let's Talk About Sharing in The Cloud First: A Personal Example We moved last year... Moving is tough Especially with young kids And two full time+ working parents that are Type A perfectionists But the cloud helped... Second: I'm releasing a new recorded product Online before Xmas: 3 Minutes a Day 30 Days From Distracted to Productive 3

4 I wrote each day my editor provided comment in Dropbox: Third: Groceries (no kidding) Grocery IQ app: Shared account (same username & password) Cloud based list shared on both of our phones Happy wife = happy life Using The Cloud For Productivity Google Shortcuts for Chrome E mail Calendar Task/To Do List Notes/Memos Addresses/Contacts Turns Chrome into G-Outlook Google Tasks Improved 4

5 ToodleDo Home Page Let's Talk Calendar! A Calendar/Tickler Tip for the Guys August 14 th, Guys Ever forgot a birthday? Or anniversary? NEVER do it again! Use the same strategy for meetings and appointments These tips work in Outlook and/or Google Calendars are VERY similar! Managing Your Calendar Includes Work AND Personal commitments Think about long range tasks, projects, vacations, trainings, birthdays, anniversaries, etc. Next, think shorter range about upcoming internal/external meetings, events, phone calls Then, enter/review current commitments for today and this week Two counter theories for productivity enhancement / work life balance Finally, make commitments with yourself (stalled Major Satisfactor/Biz Critical projects) How About Some Other Useful Memos/Lists? Priorities Memo Possibilities Memo Staff Management Memos Many More! 5

6 Other Useful Memos/Lists? Google Docs? Outlook Notes Evernote? Company/Firm Archive Personal Goals/Dreams List Shopping Lists Travel/Financial/Medical Archives Business/Personal Trip packing list Driving Log/Calls Log/Hour Tracker Workout/Diet Diary Books to Read Movies to See Music Golf Club Shot Selector Final Thoughts: Lots of info to chew on here: Pick the ideas/strategies that work best for you Set up your infrastructure as needed on Outlook, Google, your Smart Phones/Tablets Consider a Three Minute purge of your office and e mail account Do a Weekly Gut Check to avoid falling back into bad habits Come back to your handouts later to integrate more Continue learning/practicing/perfecting your use of time Send me a note if you think of more! Where to Get More Info: Randy Dean s new book Taming the E mail Beast: 45 Key Strategies for Managing Your E mail Overload available at Amazon.com and search Randall Dean' Randy Dean s Major Satisfactors = Major Success David Allen s Getting Things Done Stephen Covey s Seven Habits of Highly Effective People and First Things First Randy s Timely Tips Monthly e news: send me an e mail at Randy@randalldean.com We re Done!!! Randall Dean Consulting & Training, LLC 803 Longfellow Street East Lansing, MI Phone: Fax: randy@randalldean.com Web: 6