#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:
- Why’s it important to capture/track tasks from communications?
- How do you handle tasks that come in via email?
- How do you manage tasks/projects that come in voicemail messages?
- What’s the best strategy you’ve found for dealing with message-based app tasks (e.g., @SlackHQ, IM, @HipChat, etc.)?
- What about tasks that show up in text messages?
- Some apps (@asana, @trello, @flowapp and many more) are trying to limit email and track tasks alongside communications. Goods, bads, & general thoughts?
- 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.)
- When you’re attending a training, a Webinar, teleseminar, or otherwise, how do you capture and track those actions?
- What tools and techniques do you use for handling tasks that are captured on phone or conference calls?
- 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. 😛 #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. 😛 #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 |