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#ProdChat – 06/29/16 – Tracking Communication-Based Tasks

#ProdChat – 06/29/2016 – Tracking Communication-Based Tasks

On June 29, 2016, #ProdChat discussed the topic, Tracking Communications-Based Tasks. Slack to voicemail to email to conference calls, how do you track and maintain tasks as they come from different communication platforms? Watch the slideshow to see what the productivity enthusiasts on #ProdChat had to say about “Tracking Communications-Based Tasks.” Enjoy!

Questions:

  1. Why’s it important to capture/track tasks from communications?
  2. How do you handle tasks that come in via email?
  3. How do you manage tasks/projects that come in voicemail messages?
  4. What’s the best strategy you’ve found for dealing with message-based app tasks (e.g., @SlackHQ, IM, @HipChat, etc.)?
  5. What about tasks that show up in text messages?
  6. Some apps (@asana, @trello, @flowapp and many more) are trying to limit email and track tasks alongside communications. Goods, bads, & general thoughts?
  7. Does anyone use Google Docs? Do you handle or manage tasks inside documents you’re collaborating on? (FYI, Google Drive has an embedded chat client inside each type of document in which you’re working.)
  8. When you’re attending a training, a Webinar, teleseminar, or otherwise, how do you capture and track those actions?
  9. What tools and techniques do you use for handling tasks that are captured on phone or conference calls?
  10. How do you identify tasks and responsibility for those tasks in face-to-face meetings?

Raw transcript:

User Tweet Time
rsidneysmith Welcome to #ProdChat, the weekly chat for productivity enthusiasts! https://t.co/C40vBakDrB https://t.co/4z4TRCVU99 Wed Jun 29 23:59:06 +0000 2016
prodbookgrp Join us on #ProdChat now as we discuss “Tracking Communication-Based Tasks!” #productivity https://t.co/VzO2rwD0jf Thu Jun 30 00:00:19 +0000 2016
gtddc Join us on #ProdChat now as we discuss “Tracking Communication-Based Tasks!” #productivity https://t.co/vrEUukInvg Thu Jun 30 00:00:19 +0000 2016
GTDPhilly Join us on #ProdChat now as we discuss “Tracking Communication-Based Tasks!” #productivity https://t.co/pAmiVCEZdy Thu Jun 30 00:00:20 +0000 2016
focusatwork Join us on #ProdChat now as we discuss “Tracking Communication-Based Tasks!” #productivity https://t.co/hTQCVuUf0d Thu Jun 30 00:00:20 +0000 2016
gtdpgh Join us on #ProdChat now as we discuss “Tracking Communication-Based Tasks!” #productivity https://t.co/PoaHbaqvs1 Thu Jun 30 00:00:23 +0000 2016
gtdnyc Join us on #ProdChat now as we discuss “Tracking Communication-Based Tasks!” #productivity https://t.co/S2Y7esgkKl Thu Jun 30 00:00:23 +0000 2016
prodchat Join us on #ProdChat now as we discuss “Tracking Communication-Based Tasks!” #productivity https://t.co/6oUFRqMWdU Thu Jun 30 00:00:33 +0000 2016
rsidneysmith Today on #ProdChat we’re discussing “Tracking Communication-Based Tasks” Join us! #productivity https://t.co/ZWQ0BO4j2c Thu Jun 30 00:01:03 +0000 2016
macbikegeek @rsidneysmith Hi Ray, how are you? #prodchat Thu Jun 30 00:01:04 +0000 2016
rsidneysmith @macbikegeek I’m doing alright, Lee! A bit of dental surgery tomorrow but I’m ready for it. How’re you? #prodchat Thu Jun 30 00:01:31 +0000 2016
macbikegeek I hope you’ll start us off with a definition of the topic #prodchat Thu Jun 30 00:01:39 +0000 2016
JKatzaman About to talk about communication-based tasks in #ProdChat. Thu Jun 30 00:01:42 +0000 2016
rsidneysmith @JKatzaman Hey, Jim! How’re you today? #prodchat Thu Jun 30 00:02:02 +0000 2016
rsidneysmith So, let’s start! In a tweet, introduce yourself. #prodchat https://t.co/jtUGuCUena Thu Jun 30 00:02:04 +0000 2016
macbikegeek @rsidneysmith Great, thanks, turned corners in work and non-work projects this week. Settling in to @trello as primary GTD tool. #prodchat Thu Jun 30 00:02:55 +0000 2016
rsidneysmith What’s a #productivity success you’ve had this or last week? #prodchat https://t.co/YjAllQG5Vf Thu Jun 30 00:03:05 +0000 2016
rsidneysmith I’m Ray Sidney-Smith. Originally from NYC. I’m a Digital Business Strategist, Evernote Consultant, and Productivity Coach. #prodchat Thu Jun 30 00:03:17 +0000 2016
michelle1908 Michelle – Productivity geek and #gtd enthusiast #ProdChat Thu Jun 30 00:03:34 +0000 2016
macbikegeek Lee Herman, GTD aficionado and practitioner, computer geek, music lover, grandfather #prodchat Thu Jun 30 00:03:49 +0000 2016
rsidneysmith @macbikegeek That’s so great to hear about your #GTD @trello implementation! #prodchat Thu Jun 30 00:03:49 +0000 2016
kjaymiller I’m Jay, I host the @ProdTechPodcast and I’m trying to learn much about communication trying to grow this community. #prodchat Thu Jun 30 00:04:03 +0000 2016
rsidneysmith Please add #prodchat to tweets. Questions will come as Q1, Q2, Q3. Answer A1, A2, A3, for readability! https://t.co/mGvK70taZA Thu Jun 30 00:04:06 +0000 2016
michelle1908 I completed a weekly review yesterday. That’s always a success for me. I don’t fear it anymore #ProdChat Thu Jun 30 00:04:22 +0000 2016
macbikegeek Hi @michelle1908 and @jkatzaman and @kjaymiller, hope all are well! #prodchat Thu Jun 30 00:04:34 +0000 2016
JKatzaman I’m coming from Maryland. My day job is public affairs. I also sell #LifeInsurance and annuities. #ProdChat Thu Jun 30 00:04:58 +0000 2016
rsidneysmith Q1: Why’s it important to capture/track tasks from communications? #prodchat https://t.co/TJgRJy2yvg Thu Jun 30 00:05:06 +0000 2016
rsidneysmith @macbikegeek And congrats on the progress on your projects! I have made some great progress myself last/this week! #prodchat Thu Jun 30 00:05:28 +0000 2016
rsidneysmith @michelle1908 Hi, Michelle! Happy Wednesday! How’re you? #prodchat Thu Jun 30 00:05:40 +0000 2016
rsidneysmith @kjaymiller Hey, Jay! Welcome to #prodchat! How’re you today? Thu Jun 30 00:06:03 +0000 2016
rsidneysmith @michelle1908 Fantastic! Congrats! #prodchat Thu Jun 30 00:06:51 +0000 2016
macbikegeek a1 typical to have made commitments to do things or to be waiting for someone else. Have to track or they get lost. #prodchat Thu Jun 30 00:06:54 +0000 2016
JKatzaman A1 You want to keep track of all communication so you can tell which channels work best and where you need to improve. #ProdChat Thu Jun 30 00:07:04 +0000 2016
michelle1908 A1: To avoid dropping balls. You must have a system to stay on top of commitments and responsibilities. #ProdChat Thu Jun 30 00:07:10 +0000 2016
rsidneysmith A1: As simple as it sounds, capturing/tracking tasks from communications means you can control most inputs in work and life! #prodchat Thu Jun 30 00:07:59 +0000 2016
macbikegeek @rsidneysmith great to hear you had a good week as well! #prodchat Thu Jun 30 00:08:02 +0000 2016
prodchat RT @macbikegeek: a1 typical to have made commitments to do things or to be waiting for someone else. Have to track or they get lost. #prodc… Thu Jun 30 00:08:12 +0000 2016
prodchat RT @JKatzaman: A1 You want to keep track of all communication so you can tell which channels work best and where you need to improve. #Prod… Thu Jun 30 00:08:19 +0000 2016
prodchat RT @michelle1908: A1: To avoid dropping balls. You must have a system to stay on top of commitments and responsibilities. #ProdChat Thu Jun 30 00:08:25 +0000 2016
rsidneysmith @macbikegeek I hope I have a strong a latter half of this workweek! I’d like to go into the 4th of July holiday weekend strong! #prodchat Thu Jun 30 00:08:55 +0000 2016
rsidneysmith Q2: How do you handle tasks that come in via email? #prodchat https://t.co/Ub2Ud7OXcV Thu Jun 30 00:10:02 +0000 2016
rsidneysmith A2a: I try to acknowledge receipt of emails and what if any actions from email were identified to me. #prodchat Thu Jun 30 00:10:50 +0000 2016
rsidneysmith A2b: I then put those individual projects and tasks into @rememberthemilk. #prodchat Thu Jun 30 00:11:11 +0000 2016
JKatzaman A2 Like other tasks, when email arrives I respond based on urgency of the subject and who sent it. From boss, top priority. #ProdChat Thu Jun 30 00:11:49 +0000 2016
rsidneysmith A2c: If something changes the deliverable, timeframe, or otherwise, I try to communicate back ASAP. Renegotiate, then update RTM. #prodchat Thu Jun 30 00:12:13 +0000 2016
macbikegeek a2 2 minute rule when processing, ack, if #GTD next action needed later fwd to appropriate @trello board or card #prodchat Thu Jun 30 00:12:20 +0000 2016
rsidneysmith A2d: I always run the tasks/projects through my calendar and other tasks on my plate for this week before agreeing. #prodchat Thu Jun 30 00:12:54 +0000 2016
michelle1908 A2: Sometime I add them to @Wunderlist I can typically complete most of them at the end of the day when I process my email to 0 #ProdChat Thu Jun 30 00:13:32 +0000 2016
cbplan Q2 Email task handling is one of the areas that #gtd shines. It’s key to separate the triage of the email from the task work. #prodchat Thu Jun 30 00:14:27 +0000 2016
rsidneysmith @michelle1908 I always find that other email message interfere with my attention when I try to work out of my email inbox. #prodchat Thu Jun 30 00:14:39 +0000 2016
DrFrankBuck Hello everyone. Just getting home.
#prodchat
Thu Jun 30 00:14:56 +0000 2016
cbplan A2 (sorry for the “Q” type) arrgh… #prodchat Thu Jun 30 00:15:02 +0000 2016
rsidneysmith Q3: How do you manage tasks/projects that come in voicemail messages? #prodchat https://t.co/6mpr2QNROL Thu Jun 30 00:15:04 +0000 2016
rsidneysmith @michelle1908 But that’s good you can do it! I think it’s that there are too many messages incoming. #prodchat Thu Jun 30 00:15:05 +0000 2016
macbikegeek @cbplan well said, Charles. #prodchat Thu Jun 30 00:15:12 +0000 2016
rsidneysmith @cbplan Hey, Charles! Welcome to #prodchat! I hope this finds you well. Thu Jun 30 00:15:27 +0000 2016
cbplan @rsidneysmith Thanks Ray, yes all is well and hope the same for you. #prodchat Thu Jun 30 00:16:04 +0000 2016
michelle1908 @rsidneysmith I’m lucky. I don’t have many time intensive requests coming via email #ProdChat Thu Jun 30 00:16:17 +0000 2016
rsidneysmith @cbplan Completely agreed. Clarifying email messages a la a #GTD #productivity system leads to powerful control/perspective. #prodchat Thu Jun 30 00:16:27 +0000 2016
JKatzaman A3 If a request comes via voicemail, I’ll follow up via email to establish a “paper” trail. #ProdChat Thu Jun 30 00:16:51 +0000 2016
macbikegeek a3 what’s a voicemail? Should one happen, capture in @trello if it needs followup later or call back now if urgent or make a note #prodchat Thu Jun 30 00:16:52 +0000 2016
rsidneysmith @DrFrankBuck Hey, Frank! Good to have you on #prodchat today! How’re you? Welcome, jump in, the water’s fine! ;-) #prodchat Thu Jun 30 00:16:53 +0000 2016
rsidneysmith @michelle1908 Very lucky! :-) #prodchat Thu Jun 30 00:17:25 +0000 2016
michelle1908 @rsidneysmith I keep Outlook closed most of the day. I open it when I’m ready to deal with stuff. I don’t work with it open #ProdChat Thu Jun 30 00:17:41 +0000 2016
rsidneysmith @macbikegeek LOL! I know they’re rare for you, but some of us get them constantly in some industries. Even faxes too! #prodchat Thu Jun 30 00:18:00 +0000 2016
DrFrankBuck A3: I also like to follow-up voice mails with an email reply for documentation purposes and so that I can follow-up. #prodchat Thu Jun 30 00:18:21 +0000 2016
macbikegeek @rsidneysmith work and home fax numbers are both virtual, so I get an email with a link. #prodchat Thu Jun 30 00:18:40 +0000 2016
cbplan A2 Speaking of Outlook… turn off email notifications. Your productivity will appreciate it! #prodchat Thu Jun 30 00:18:43 +0000 2016
DrFrankBuck A3: I like being able to take the transcript from Google Voice and working from that. #prodchat Thu Jun 30 00:18:50 +0000 2016
rsidneysmith A3a: I get voicemail messages from clients throughout the country because they’re tech-challenged. I use @google Voice so… #prodchat Thu Jun 30 00:18:55 +0000 2016
rsidneysmith A3b: they all come into my email inbox transcribed with the audio file attached. #prodchat Thu Jun 30 00:19:09 +0000 2016
michelle1908 A3: I’m so lucky that this is extremely rare for me. Most people email or stop by my office. #ProdChat Thu Jun 30 00:19:22 +0000 2016
2TimeLabs RT @DrFrankBuck: A3: I like being able to take the transcript from Google Voice and working from that. #prodchat Thu Jun 30 00:19:35 +0000 2016
2TimeLabs RT @DrFrankBuck: A3: I also like to follow-up voice mails with an email reply for documentation purposes and so that I can follow-up. #pro… Thu Jun 30 00:19:35 +0000 2016
2TimeLabs RT @DrFrankBuck: Hello everyone. Just getting home.
#prodchat
Thu Jun 30 00:19:35 +0000 2016
rsidneysmith A3c: I’m able to forward messages to appropriate staff to delegate and handle. Or, I forward it into @rememberthemilk. #prodchat Thu Jun 30 00:19:37 +0000 2016
DrFrankBuck @rsidneysmith Yes! Great feature. (Sometimes, what Google Voice thought it heard is interesting.) #prodchat Thu Jun 30 00:19:50 +0000 2016
rsidneysmith Q4: What’s the best strategy for dealing with message-based app tasks (eg, @SlackHQ, IM, @HipChat, etc)? #prodchat https://t.co/WhHRrYATH7 Thu Jun 30 00:20:11 +0000 2016
rsidneysmith A3d: Again, I reach out to whoever called and let them know status of the tasks/projects. #prodchat Thu Jun 30 00:20:14 +0000 2016
macbikegeek @rsidneysmith our voicemails come the same way – @SkypeBusiness #prodchat Thu Jun 30 00:20:29 +0000 2016
rsidneysmith @DrFrankBuck Yes, my goal is to push all inputs through email (voicemail, SMS/MMS, faxes, etc.). #prodchat Thu Jun 30 00:20:43 +0000 2016
cbplan @rsidneysmith are the voicemail messages automatically transcribed by machine or a person? #prodchat Thu Jun 30 00:21:06 +0000 2016
DrFrankBuck Q4: Haven’t used them and encourage people to email me rather than text. Interested to see what others do in this area. #prodchat Thu Jun 30 00:21:11 +0000 2016
rsidneysmith @macbikegeek Hmmm…I didn’t know @SkypeBusiness had that feature! I used to use @efax but now use @hellofax. #prodchat Thu Jun 30 00:21:30 +0000 2016
cbplan A4 Ignore message based apps until you’re ready to deal with them. :-) #prodchat Thu Jun 30 00:21:31 +0000 2016
JKatzaman A3 I’ll get voicemail via email as audio redording. In years past, transcriptions have been hilarious. #ProdChat Thu Jun 30 00:21:38 +0000 2016
rsidneysmith @michelle1908 That’s very good discipline and for your attention/focus! #prodchat Thu Jun 30 00:21:46 +0000 2016
cbplan A4 No one should expect an immediate response when reaching out by voice. #prodchat Thu Jun 30 00:22:07 +0000 2016
prodchat RT @cbplan: A2 Speaking of Outlook… turn off email notifications. Your productivity will appreciate it! #prodchat Thu Jun 30 00:22:07 +0000 2016
macbikegeek a4 all my @SkypeBusiness conversations go to @Outlook and stay on screen if I miss them. All transient or I capture actions in GTD #prodchat Thu Jun 30 00:22:11 +0000 2016
michelle1908 A4: I work for state govt, so…we’ll never use the cool stuff :) Looking forward to hearing from others #ProdChat Thu Jun 30 00:22:13 +0000 2016
rsidneysmith @DrFrankBuck Hahaha. Yes, I look at it for the gist of the message, no more. :-P #prodchat Thu Jun 30 00:22:32 +0000 2016
rsidneysmith @DrFrankBuck Hahaha. Yes, I look at it for the gist of the message, no more. :-P #prodchat Thu Jun 30 00:22:32 +0000 2016
macbikegeek a4a @SlackHQ is still early adopter at work – mostly using it just as IM for a project. #prodchat Thu Jun 30 00:22:39 +0000 2016
rsidneysmith @cbplan By machine. #prodchat Thu Jun 30 00:22:40 +0000 2016
cbplan A4 Meant to say “reaching out by Skype or other IM based app”. #prodchat Thu Jun 30 00:22:46 +0000 2016
cbplan @rsidneysmith Interesting, which service do you use? #prodchat Thu Jun 30 00:23:09 +0000 2016
macbikegeek @cbplan I think it depends – we use it as a team communication mechanism for real time stuff – response expected if online #prodchat Thu Jun 30 00:23:41 +0000 2016
rsidneysmith A4: I have @IFTTT / bots set up for any time I’m using message-based apps with clients so they forward to @rememberthemilk. #prodchat Thu Jun 30 00:23:52 +0000 2016
michelle1908 @rsidneysmith My colleagues think I’m weird and don’t understand when I say “I don’t have email open. I’m working” Lol! #ProdChat Thu Jun 30 00:24:30 +0000 2016
cbplan A4 Based on what we know about productivity in the workplace, I think physically walking to someone is needed for direct response #prodchat Thu Jun 30 00:24:43 +0000 2016
rsidneysmith A4: For anyone interested, there is https://t.co/NZ8dYy1iWK  for handling PM in @SlackHQ. #prodchat Thu Jun 30 00:24:56 +0000 2016
macbikegeek @rsidneysmith @eFax @hellofax Microsoft has converged Lync features into @SkypeBusiness – best of both worlds in enterprise env #prodchat Thu Jun 30 00:24:58 +0000 2016
rsidneysmith Q5: What do you do with tasks that show up in text/SMS/WhatsApp mobile messaging? #prodchat https://t.co/WWahdGyQpI Thu Jun 30 00:25:04 +0000 2016
rsidneysmith @macbikegeek Good to know! Thanks! I’ve spent so much time in #smallbiz I sometimes miss enterprise tools! #prodchat Thu Jun 30 00:25:32 +0000 2016
cbplan @macbikegeek So basically everyone’s productivity is constantly interrupted, yea? #prodchat Thu Jun 30 00:25:33 +0000 2016
macbikegeek a5 capture into #GTD system #prodchat Thu Jun 30 00:25:37 +0000 2016
macbikegeek @cbplan limited group of people working on a single project and depending on each other to do things near real time – special case #prodchat Thu Jun 30 00:26:14 +0000 2016
rsidneysmith @cbplan So many startup employees struggle in this way, since they’re always in the apps. :- #prodchat Thu Jun 30 00:26:15 +0000 2016
macbikegeek @cbplan not the normal state of affairs in the company or even in the project most of the time #prodchat Thu Jun 30 00:26:58 +0000 2016
michelle1908 A5: No experience here either. I imagine most entrepreneurs have this challenge. I would dump everything into @Wunderlist #ProdChat Thu Jun 30 00:27:01 +0000 2016
rsidneysmith @cbplan I give my clients a 24-hour turnaround time for voicemail. When I was in Real Estate/Law, I gave a one-hour turnaround. #prodchat Thu Jun 30 00:27:07 +0000 2016
DrFrankBuck Q5: I touch the text until “share” appears. Toodledo appears in the list to share to. I choose that and it’s now a task. #prodchat Thu Jun 30 00:27:22 +0000 2016
macbikegeek @rsidneysmith @cbplan standard answer: it all depends. ;-) #prodchat Thu Jun 30 00:27:38 +0000 2016
JKatzaman A5 For tasks from texts, I’ll call back for initial follow-up and still get to email for better record keeping. #ProdChat Thu Jun 30 00:27:51 +0000 2016
cbplan @macbikegeek I’m in the startup world too, so I get it. :-) But constant pings means the hive controls your work plan. #prodchat Thu Jun 30 00:27:58 +0000 2016
rsidneysmith @cbplan My telecomm (Verizon) does it, and my personal Google Voice account does it too. #prodchat Thu Jun 30 00:28:06 +0000 2016
rsidneysmith @michelle1908 Doesn’t that say so much about the need for org culture to grow up when it comes to email! #prodchat Thu Jun 30 00:28:46 +0000 2016
prodbookgrp Did you miss our last #productivity book club discussion? Catch up here: https://t.co/RzMPV7N1Ys #prodchat https://t.co/cYNqcyZ1kT Thu Jun 30 00:29:01 +0000 2016
macbikegeek @cbplan actually not in the startup world but distributed team working for a client. Company culture is it’s ok to say not now. #prodchat Thu Jun 30 00:29:38 +0000 2016
rsidneysmith A5: Just like Slack, I get texts/SMS forwarded to email so I deal with those that are tasks/projects the same way. #prodchat Thu Jun 30 00:29:51 +0000 2016
rsidneysmith Q6: Some apps (@asana, @trello, @flowapp & more) limit email & track tasks alongside comm. Pros and cons? #prodchat https://t.co/oTgvikcJU3 Thu Jun 30 00:30:14 +0000 2016
rsidneysmith @macbikegeek @cbplan And that’s really important to be able to step away from Slack. I know many startups where that’s not true. #prodchat Thu Jun 30 00:30:52 +0000 2016
rsidneysmith @macbikegeek @cbplan And that leads to the loudest voice speaking for the majority, & constantly feeling like you have to be “on” #prodchat Thu Jun 30 00:31:26 +0000 2016
DrFrankBuck A6: @rsidneysmith Could you elaborate on what you mean? #prodchat Thu Jun 30 00:32:22 +0000 2016
JKatzaman A6 In an email-dependent organization, apps are more accepted if they complement email rather than try to eliminate it outright. #ProdChat Thu Jun 30 00:32:57 +0000 2016
rsidneysmith @JKatzaman That’s quite interesting! I try to do one of those, but not both. #prodchat Thu Jun 30 00:33:26 +0000 2016
michelle1908 A6: Good – Keeps project-related tasks together & visible to everyone. Bad – One more place to check #ProdChat Thu Jun 30 00:34:26 +0000 2016
rsidneysmith @DrFrankBuck Google Voice provides the text and the audio MP3 of the voicemail. Or perhaps it does it b/c of the Gmail Lab I use. #prodchat Thu Jun 30 00:34:30 +0000 2016
cbplan A6 Would be interesting to hear how much time people spend maintaining their Slack discussion. On top of email and other modes. #prodchat Thu Jun 30 00:34:50 +0000 2016
rsidneysmith Q7: Does anyone use Google Docs? Do you handle or manage tasks inside documents you’re collaborating on? #prodchat https://t.co/TBRbSZWPLI Thu Jun 30 00:35:05 +0000 2016
JKatzaman @rsidneysmith It’s likely that you get a bigger workload via email than I do. We aren’t quite as wired. #ProdChat Thu Jun 30 00:35:08 +0000 2016
rsidneysmith A6: I use @asana and @trello but use it only for updating team, then automate tasks to @rememberthemilk via @IFTTT or @zapier. #prodchat Thu Jun 30 00:35:24 +0000 2016
DrFrankBuck @rsidneysmith I also get the voice as mp3. Often the only way I can tell what was really said. have to edit the text. #prodchat Thu Jun 30 00:35:48 +0000 2016
cbplan A7 Use comments as tasks to track questions and remaining work. When finished, “resolve” the comment to close it. #prodchat Thu Jun 30 00:36:01 +0000 2016
rsidneysmith FYI: Google Drive has an embedded chat client inside each type of document you’re working. #prodchat https://t.co/tT2nPDkpTE Thu Jun 30 00:36:02 +0000 2016
rsidneysmith @JKatzaman Totally understandable. I’ve coaxed my team and clients into the tech we use! ;-) #prodchat Thu Jun 30 00:36:24 +0000 2016
cbplan A7 Google Docs is an instant productivity life for any organization. #prodchat Thu Jun 30 00:36:42 +0000 2016
DrFrankBuck Q7: I think collaboration is one of the strengths of Google Docs. So easy for 2 people to work on a document at same time. #prodchat Thu Jun 30 00:36:52 +0000 2016
rsidneysmith @DrFrankBuck Yes, I always listen back to the voicemail, usually speeding passed the pleasantries. #prodchat Thu Jun 30 00:36:58 +0000 2016
michelle1908 A7: I only use it personally, not to collaborate at work. IT isn’t a Google fan like me. #ProdChat Thu Jun 30 00:37:00 +0000 2016
JKatzaman A7 My day job office is transitioning to SharePoint for collaboration. Massive numbers of eyes are glazing over. #ProdChat Thu Jun 30 00:37:27 +0000 2016
rsidneysmith A6: I find that tasks in apps that try to limit email sometimes doesn’t give people enough distance from projects. #prodchat Thu Jun 30 00:37:37 +0000 2016
DrFrankBuck A7: Worked with a law firm where they all needed to be able to update a document, but only one person at a time could edit. #prodchat Thu Jun 30 00:37:45 +0000 2016
cbplan A7 G Docs certainly has it’s limitations, but the friction-less way of creating and collaborating is unbeatable. #prodchat Thu Jun 30 00:37:50 +0000 2016
prodchat RT @cbplan: A6 Would be interesting to hear how much time people spend maintaining their Slack discussion. On top of email and other modes.… Thu Jun 30 00:38:05 +0000 2016
DrFrankBuck A7: We switched the whole thing over to a Google spreadsheet in 5 minutes and shared the link. Everyone could edit at once. #prodchat Thu Jun 30 00:38:27 +0000 2016
cbplan A7 The oft-spoken question asked in my company is now, “Is there a Google Doc for this?” #prodchat Thu Jun 30 00:38:38 +0000 2016
rsidneysmith A7: I frequently bring clients into Google Docs/Sheets and we’ll chat about it. I copy actions into my task inbox for processing. #prodchat Thu Jun 30 00:38:45 +0000 2016
DrFrankBuck Yes! RT @cbplan A7 G Docs certainly has it’s limitations, but the friction-less way of creating and collaborating is unbeatable. #prodchat Thu Jun 30 00:38:50 +0000 2016
rsidneysmith @cbplan Oh, yes! That’s a good case use of the comments tool within Google Drive! #prodchat Thu Jun 30 00:39:09 +0000 2016
w3consulting RT @cbplan: A7 Google Docs is an instant productivity life for any organization. #prodchat Thu Jun 30 00:39:28 +0000 2016
kjaymiller A1 Tasks in communication are often lost deep within the communication. Also poor communication can make conveying tasks hard. #prodchat Thu Jun 30 00:39:35 +0000 2016
michelle1908 @JKatzaman They’re trying to push us in that direction too :( Definitely not as user-friendly as Google Docs #ProdChat Thu Jun 30 00:39:35 +0000 2016
rsidneysmith @DrFrankBuck Two or 500 people! I was recently in a document where we had a 1,000+ people working in one Google Sheets workbook! #prodchat Thu Jun 30 00:39:57 +0000 2016
rsidneysmith Q8: When you’re at trainings, Webinars, teleseminars, etc, how do you capture and track those actions? #prodchat https://t.co/bFsHwah9Mx Thu Jun 30 00:40:04 +0000 2016
cbplan A7 Office 365 provides the same collaboration capabilities and with Word Excel PowerPoint. #prodchat Thu Jun 30 00:40:23 +0000 2016
rsidneysmith @DrFrankBuck All the data cells were changing colors like a fireworks display! #prodchat Thu Jun 30 00:40:24 +0000 2016
rsidneysmith @michelle1908 Boo! ;-) #prodchat Thu Jun 30 00:40:39 +0000 2016
JKatzaman @michelle1908 In other chats I see teachers swoon over Google docs. First I heard of them. #ProdChat Thu Jun 30 00:40:52 +0000 2016
rsidneysmith @JKatzaman Sharepoint is a powerful product. It does take some expertise to set it up correctly so it’s productive. #prodchat Thu Jun 30 00:41:06 +0000 2016
DrFrankBuck A8: When I am part of a group (audience rather than active participants), I take notes in @Evernote and mark to-dos with checkbox #prodchat Thu Jun 30 00:41:11 +0000 2016
kjaymiller A2 I manually move the tasks (after verification) to @todoist. This will be a common answer for me. #prodchat Thu Jun 30 00:41:24 +0000 2016
rsidneysmith @DrFrankBuck Oh yes, that’s always tough when documents “lock” but I can see the value of “checking in and out” of docs in legal. #prodchat Thu Jun 30 00:41:44 +0000 2016
DrFrankBuck A8: I use @TaskClone to harvest everything in @Evernote that has a checkbox and send to @Toodledo . #prodchat Thu Jun 30 00:42:00 +0000 2016
macbikegeek a8 I take notes in @msonenote and then capture actions into @trello. Paper if no computer. Can’t type fast enuf on phone. #prodchat Thu Jun 30 00:42:20 +0000 2016
kjaymiller A3 Don’t voicemail me. I don’t really check it 😂 #prodchat Thu Jun 30 00:42:25 +0000 2016
rsidneysmith @DrFrankBuck Oh nice! That’s the power of @googledrive! And, revision history is so powerful you can log changes with no effort. #prodchat Thu Jun 30 00:42:27 +0000 2016
DrFrankBuck A8: I can even specify due date for the task before sending. Link in note section of @Toodledo links back to note in @Evernotote #prodchat Thu Jun 30 00:43:05 +0000 2016
cbplan @rsidneysmith @DrFrankBuck @googledrive G Docs needs to provide capability to manually set version points. #prodchat Thu Jun 30 00:43:09 +0000 2016
michelle1908 A8: I typically type or handwrite notes and add boxes beside action items. Later I add those to my task manager #ProdChat Thu Jun 30 00:43:34 +0000 2016
rsidneysmith @cbplan @DrFrankBuck @googledrive That would be a great feature. #prodchat Thu Jun 30 00:43:38 +0000 2016
cbplan @rsidneysmith @DrFrankBuck @googledrive File version history is great buuut… which version is the right one to roll back too. #prodchat Thu Jun 30 00:44:23 +0000 2016
JKatzaman A8 At training sessions and such I take notes the old fashioned way. Some presentations forbid recording devices. #ProdChat Thu Jun 30 00:44:33 +0000 2016
rsidneysmith A8a: I capture through audio recording into @livescribe and @Evernote. I “bookmark” anything that is actionable. #prodchat Thu Jun 30 00:44:43 +0000 2016
kjaymiller A4 See A2 I do often use the @Todoist quick add feature so it’s not too annoying. #prodchat Thu Jun 30 00:44:54 +0000 2016
rsidneysmith A8b: Immediately or as soon thereafter, I capture those items into @rememberthemilk. (Seeing a pattern for me? LOL) #prodchat Thu Jun 30 00:45:08 +0000 2016
cbplan A8 For live presentations, I think there is value in handwriting notes. Forces you to focus on truly key points. #prodchat Thu Jun 30 00:45:24 +0000 2016
michelle1908 @DrFrankBuck That sounds amazing! I’ll check it out. Definite time saver. #ProdChat Thu Jun 30 00:45:25 +0000 2016
DrFrankBuck A8: In a small meeting where I am an active participant, I like a paper journal. Same idea…do what @michelle1908 does #prodchat Thu Jun 30 00:45:26 +0000 2016
rsidneysmith @cbplan @DrFrankBuck @googledrive Yes, that’s where good commenting is important and identifying a “versioner” for the doc. #prodchat Thu Jun 30 00:45:43 +0000 2016
prodbookgrp Join us for the next #productivity book club’s live discussion! https://t.co/n14akGjZH4 #prodchat https://t.co/KwrNmKyFLm Thu Jun 30 00:46:03 +0000 2016
rsidneysmith Join us for the next #productivity book club’s live discussion! https://t.co/wQRfxIkzyT #prodchat https://t.co/3dS3OsTToX Thu Jun 30 00:46:06 +0000 2016
DrFrankBuck A8: @TroyChristmas should jump in on the conversation. He developed @TaskClone . #prodchat Thu Jun 30 00:46:23 +0000 2016
rsidneysmith @kjaymiller Ditto for me, but replace @todoist with @rememberthemilk! Haha. #prodchat Thu Jun 30 00:46:30 +0000 2016
macbikegeek @rsidneysmith @cbplan @DrFrankBuck @googledrive one of the things @SharePoint does well is allow forced versions w comments #prodchat Thu Jun 30 00:46:46 +0000 2016
rsidneysmith @kjaymiller Actually my personal cellphone’s voicemail isn’t set up! LOL. #prodchat Thu Jun 30 00:47:00 +0000 2016
cbplan @rsidneysmith @DrFrankBuck @googledrive Aah, great idea. put a version # IN the doc content to look for in version history. #prodchat Thu Jun 30 00:47:09 +0000 2016
macbikegeek @rsidneysmith @kjaymiller @todoist @rememberthemilk and ditto for me only it’s @trello #prodchat Thu Jun 30 00:47:24 +0000 2016
rsidneysmith @cbplan @DrFrankBuck @googledrive Yes, that is a plus for @SharePoint. #prodchat Thu Jun 30 00:47:32 +0000 2016
2TimeLabs RT @DrFrankBuck: A8: I use @TaskClone to harvest everything in @Evernote that has a checkbox and send to @Toodledo . #prodchat Thu Jun 30 00:47:46 +0000 2016
rsidneysmith Q9: What tools/techniques do you use for handling tasks that are captured on phone or conference calls? #prodchat https://t.co/fYtgwVtLZB Thu Jun 30 00:48:03 +0000 2016
rsidneysmith @michelle1908 Everyone in this #prodchat is so consistent with their tools! I love it! #prodchat Thu Jun 30 00:48:16 +0000 2016
macbikegeek a9 same as a8 #prodchat Thu Jun 30 00:48:45 +0000 2016
rsidneysmith @JKatzaman My @livescribe pen usually gets past the restrictions. #rebel #prodchat Thu Jun 30 00:48:52 +0000 2016
cbplan A9 I have two keyboards. A mechanical DasKeyboard. And a Logitech K900 which is silent for conf calls. #prodchat Thu Jun 30 00:49:06 +0000 2016
kjaymiller A5 Master that share sheet. #prodchat https://t.co/vFt8bMzTo9 Thu Jun 30 00:49:24 +0000 2016
michelle1908 @rsidneysmith Me too! If only my colleagues were productivity geeks like us :) #ProdChat Thu Jun 30 00:49:24 +0000 2016
rsidneysmith @cbplan And, you have to distill things down to their core as you cannot handwrite as fast as presenter speaks. #prodchat Thu Jun 30 00:49:37 +0000 2016
rsidneysmith @cbplan And that slowing down and focusing is helping imprint information into temporary memory. #prodchat Thu Jun 30 00:49:57 +0000 2016
macbikegeek @rsidneysmith @cbplan I also can’t read my notes, so typing remains my preference. #prodchat Thu Jun 30 00:50:15 +0000 2016
rsidneysmith @michelle1908 A-productivity-men! #prodchat #portmanteau Thu Jun 30 00:50:19 +0000 2016
cbplan A9 The Logitech K900 is designed to be super quiet. Highly recommend it. Key feel is also great, but not luxurious like the DasKey #prodchat Thu Jun 30 00:50:27 +0000 2016
michelle1908 A9: I use the same approach as taking notes for training #ProdChat Thu Jun 30 00:50:33 +0000 2016
rsidneysmith @macbikegeek @cbplan That’s actually a good consideration. For many years I used Gregg shorthand, but no one could read my notes! #prodchat Thu Jun 30 00:50:55 +0000 2016
rsidneysmith @macbikegeek @cbplan So, once I got an admin asst, I had to stop writing in Gregg shorthand. #prodchat Thu Jun 30 00:51:15 +0000 2016
prodchat RT @DrFrankBuck: A8: I use @TaskClone to harvest everything in @Evernote that has a checkbox and send to @Toodledo . #prodchat Thu Jun 30 00:51:31 +0000 2016
cbplan @rsidneysmith @macbikegeek The physical action of pen to paper increases retention. Does that still work when using short-hand? #prodchat Thu Jun 30 00:51:44 +0000 2016
macbikegeek @rsidneysmith @cbplan that’s hilarious. In bygone days he or she would have known shorthand! #prodchat Thu Jun 30 00:51:53 +0000 2016
rsidneysmith Hey, @TroyChristmas! Hope all’s well with you! :) #prodchat https://t.co/tuB0RDkvuD Thu Jun 30 00:51:57 +0000 2016
JKatzaman @macbikegeek @rsidneysmith @cbplan I’ve found a direct correlation between legibility of notes and my level of consciousness. #ProdChat Thu Jun 30 00:52:09 +0000 2016
kjaymiller A6 anything the limits email is a pro!!! if you need a long lasting or forwarding (outside the system) you may have problems #prodchat Thu Jun 30 00:52:22 +0000 2016
rsidneysmith @macbikegeek @cbplan Right?! I learned it before I went into legal because I wanted to transcribe live during trials. #prodchat Thu Jun 30 00:52:38 +0000 2016
rsidneysmith Q10: How do you identify tasks and responsibility for those tasks in face-to-face meetings? #prodchat https://t.co/AzVOAeDBGS Thu Jun 30 00:53:04 +0000 2016
rsidneysmith @macbikegeek @cbplan I feel like I should refresh my shorthand skills but then OCR would be useless in @evernote. #prodchat Thu Jun 30 00:53:05 +0000 2016
kjaymiller I sketchbook these days and throw a 🔲 next to it. #prodchat Thu Jun 30 00:53:18 +0000 2016
fwade RT @DrFrankBuck: A8: I use @TaskClone to harvest everything in @Evernote that has a checkbox and send to @Toodledo . #prodchat Thu Jun 30 00:53:46 +0000 2016
macbikegeek a10 phone mtgs, too. Explicit call outs, review actions & owners at meeting close unless it’s review of list of tasks & owners #prodchat Thu Jun 30 00:53:52 +0000 2016
DrFrankBuck A9: Same as the last question. If I am an observer, @Evernote . If I have to uphold me end of a conversation, paper journal. #prodchat Thu Jun 30 00:54:07 +0000 2016
rsidneysmith @cbplan @macbikegeek I believe so. You’re subvocalizing and that’s the activation point for your memory. #prodchat Thu Jun 30 00:54:09 +0000 2016
kjaymiller A9 See A8. I love sketchnoting. That all gets transferred to @todoist (A2) #prodchat Thu Jun 30 00:54:23 +0000 2016
macbikegeek a10a we are very hardcare about project management and task ownership and tracking. Customer facing needs completions and… #prodchat Thu Jun 30 00:54:39 +0000 2016
rsidneysmith @kjaymiller Nice! H/T to @rohdesign and his work! #prodchat Thu Jun 30 00:55:15 +0000 2016
macbikegeek a10b we sometimes have to provide that discipline for the customer to get the tasks we depend on that they own done #prodchat Thu Jun 30 00:55:18 +0000 2016
JKatzaman A10 Being familiar with yourself and the rest of the team, it should be readily apparent who best fits with which task. #ProdChat Thu Jun 30 00:55:23 +0000 2016
michelle1908 A10: If it’s my meeting, I’ll follow up with an email that lists who agreed to do what #ProdChat Thu Jun 30 00:55:49 +0000 2016
macbikegeek @macbikegeek oops, hardcore, not hardcare #prodchat Thu Jun 30 00:55:55 +0000 2016
rsidneysmith @macbikegeek Yes, every call must identify projects, actions, and who’s responsible for what/when/where. #prodchat Thu Jun 30 00:56:06 +0000 2016
kjaymiller Always confirm the task. Some people don’t relay the actual task very well 🙋 then put it your task catcher. #prodchat Thu Jun 30 00:56:09 +0000 2016
rsidneysmith @macbikegeek It’s actually in my first interaction with all clients! They must know how we work so we can be optimal. #prodchat Thu Jun 30 00:56:28 +0000 2016
rsidneysmith @macbikegeek Most clients really appreciate getting on the same page, since many times they’re doing as much work with us. #prodchat Thu Jun 30 00:56:45 +0000 2016
macbikegeek @rsidneysmith we describe our project management methodology in our proposals including expectations on the client #prodchat Thu Jun 30 00:57:13 +0000 2016
rsidneysmith @michelle1908 Good point. I will follow-up with emails (bcc’ing @followupcc to return to me when it’s due). #prodchat Thu Jun 30 00:57:23 +0000 2016
rsidneysmith @macbikegeek Nice! I may have to think about how that would work in our agreements. Hmmm #foodforthought #prodchat Thu Jun 30 00:57:57 +0000 2016
rsidneysmith Next #ProdChat: July 6 – “Morning & Evening Routines for Greater Productivity!” Have a great week, all! https://t.co/SkBVYgMtHG Thu Jun 30 00:58:05 +0000 2016
rsidneysmith Wow! Where did the #productivity hour go?! This has been a blast, everyone! #prodchat Thu Jun 30 00:58:42 +0000 2016
JKatzaman @rsidneysmith @michelle1908 @followupcc Rather than BCC, I’d forward the original email. Even BCC, a reply to all goes to all. #ProdChat Thu Jun 30 00:59:09 +0000 2016
michelle1908 @rsidneysmith @followupcc That’s a critical step. I bcc @followupthen #ProdChat Thu Jun 30 00:59:16 +0000 2016
macbikegeek @rsidneysmith as you say,sets expectations & common understanding. Also covers if client delays project by not giving what u need #prodchat Thu Jun 30 00:59:40 +0000 2016
macbikegeek @rsidneysmith Great chat! Thanks, Ray and everyone. Have a great week! #prodchat Thu Jun 30 01:00:13 +0000 2016
rsidneysmith @JKatzaman @michelle1908 @followupcc Yes, if I don’t want others to receive email, then I’ll reply (not all) and bcc @followupcc. #prodchat Thu Jun 30 01:00:14 +0000 2016
michelle1908 @rsidneysmith Thanks for being an awesome host as usual! #ProdChat Thu Jun 30 01:00:15 +0000 2016
rsidneysmith Thanks, #productivity enthusiasts! #prodchat Join us next week! https://t.co/HH3H9orjaW Thu Jun 30 01:00:24 +0000 2016
kneaverchat #ProdChat Today, 237 Tweets (including 12 RTs) 14 Participants (Most Active @macbikegeek 33 Tweets) via https://t.co/CaYhKNmtt9 Thu Jun 30 01:01:08 +0000 2016
michelle1908 @JKatzaman @rsidneysmith I use the BCC’d email to remind me, then I find the original email and forward it – like you describe #ProdChat Thu Jun 30 01:01:28 +0000 2016
JKatzaman @rsidneysmith @michelle1908 @followupcc Good for you, but others don’t understand the don’t-reply-to-all memo. Can backfire. #ProdChat Thu Jun 30 01:01:47 +0000 2016
TroyChristmas @DrFrankBuck @TaskClone would love to comment, but can’t find the questions. Sounds like a great time had by all #ProdChat Thu Jun 30 01:32:45 +0000 2016
TroyChristmas @DrFrankBuck @TaskClone would love to comment, but can’t find the questions. Sounds like a great time had by all #ProdChat Thu Jun 30 01:32:45 +0000 2016
TroyChristmas A9: @rsidneysmith I use Evernote and TaskClone mostly, but I also schedule post-meeting to send emails and assign task. #ProdChat Thu Jun 30 01:44:05 +0000 2016
TroyChristmas A8: Evernote is great for this because I can add scans, sketches, audio. Use @TaskClone to capture tasks or create project #ProdChat Thu Jun 30 01:49:51 +0000 2016
TroyChristmas Q7: love GDrive for collaboration, but tasks go in task app via chrome extension – can link back to doc. May add doc to Evernote #ProdChat Thu Jun 30 01:58:14 +0000 2016

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