Checklist: Lesson 7 - Productive Technology Use
Productivity Tool Assessment
List all digital productivity tools you currently use
Identify the specific purpose of each tool
Rate your satisfaction with each tool (1-10)
Identify where you waste the most time digitally
Note which tasks feel unnecessarily complicated
Identify information you struggle to find when needed
List recurring tasks that could potentially be automated
Task Management Strategies
Set up a trusted system to capture all tasks and ideas
Schedule regular reviews of your task list
Apply the Two-Minute Rule for quick tasks
Use the 4Ds method (Do, Defer, Delegate, Delete)
Implement time blocking for different types of work
Prioritize tasks based on importance and urgency
Break down complex projects into manageable tasks
Digital Organization Strategies
Create a consistent file naming system
Establish a logical folder structure
Use tagging for cross-referencing information
Implement the PARA method (Projects, Areas, Resources, Archives)
Schedule regular digital decluttering sessions
Create templates for recurring document types
Set up a system for archiving completed projects
Focus and Deep Work Strategies
Install website blockers for distracting sites
Implement the Pomodoro Technique for focused work
Create separate user profiles for different types of work
Use full-screen mode to minimize visual distractions
Practice monotasking instead of multitasking
Establish a pre-work ritual to signal focus time
Create a distraction-free digital workspace
Email Management Strategies
Schedule specific times for processing email
Use the 5-sentence rule for concise messages
Implement email triage (respond, read, reference)
Create templates for recurring message types
Set up filters and rules for automatic organization
Unsubscribe from unnecessary newsletters
Aim for inbox zero or a manageable inbox system
Automation Opportunities
Identify repetitive tasks you perform frequently
Look for tasks with consistent triggers and actions
Set up email filters for automatic organization
Create rules for automatic file organization
Use forms to collect information directly into spreadsheets
Schedule social media posts in advance
Set up automatic saving of important information
Building a Personalized Productivity System
Start with core essential tools (task manager, calendar, notes, files)
Add specialized tools only as needed
Ensure your tools integrate well with each other
Schedule regular reviews of your productivity system
Experiment with new approaches in controlled ways
Simplify components that create friction
Adjust your system as your work and life circumstances change