Productive Technology Use: Tools and Strategies - Cheat Sheet

Productivity Tool Categories

• Task Management: Todoist, Microsoft To Do, Trello, Asana
• Time Management: Toggl, RescueTime, Google Calendar, Pomodoro apps
• Communication: Slack, Microsoft Teams, Zoom, Google Meet
• Information Management: Notion, Obsidian, Pocket, Raindrop.io
• Automation: IFTTT, Zapier, Apple Shortcuts, TextExpander

Core Productivity Principles

1. Start with the Problem, Not the Tool
• Identify specific challenges before seeking solutions
• Look for tools addressing specific needs
• Avoid tool adoption just because it’s popular
2. Embrace Simplicity
• The best system is one you’ll actually use
• More features often mean more complexity
• Start basic and add complexity only when necessary
3. Focus on Systems, Not Just Tools
• Tools are only as effective as the systems they support
• Develop consistent workflows and processes
• Use technology to reinforce good habits
4. Prioritize Interoperability
• Choose tools that work well together
• Consider information flow between applications
• Avoid creating isolated information silos
5. Regularly Reassess and Refine
• Schedule periodic reviews of your digital systems
• Be willing to abandon tools that aren’t serving you
• Continuously experiment with small improvements

Task Management Strategies

• Capture everything in a trusted system
• Practice regular review of your task list
• Apply the Two-Minute Rule (do it now if it’s quick)
• Use the 4Ds method: Do, Defer, Delegate, or Delete
• Implement time blocking for different work types
• Break complex projects into manageable tasks
• Prioritize based on importance and urgency

Digital Organization Strategies

• Create consistent file naming systems
• Establish logical folder structures
• Use tagging for cross-referencing
• Implement the PARA method (Projects, Areas, Resources, Archives)
• Schedule regular digital decluttering
• Create templates for recurring document types
• Set up automatic file organization

Focus and Deep Work Strategies

• Use website blockers during focused work
• Implement the Pomodoro Technique
• Create separate user profiles for different work types
• Use full-screen mode to minimize distractions
• Practice monotasking instead of multitasking
• Establish pre-work rituals to signal focus time
• Create a distraction-free digital workspace

Automation Opportunities

• Email sorting and organization
• File management and organization
• Data collection and entry
• Social media scheduling
• Information collection and saving
• Notification management
• Recurring task creation
• Template generation

Choosing the Right Tools

• Compatibility: Works across your devices and systems
• Usability: Intuitive interface matching your work style
• Reliability: Actively maintained and stable
• Data Portability: Easy to export if you switch later
• Cost-Benefit: Value justifies financial and learning costs
• Integration: Works well with your existing tools
• Learning Curve: Reasonable time investment to master