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10 Simple Productivity Tricks To Manage Overloaded Information10個小技巧幫你高效掌握過量信息 Do you need to manage overloaded information? Simple productivity tricks can help you cope with information in your job and your personal and social life. 你需要管理超負荷的信息量嗎？一些簡單小技巧可以幫助你，在工作中，個人以及社會生活中高效應對大量信息。 Here’s how to cope. You need systems to help you to keep track of everything. Once you have a trusted system in place, you can relax. Let’s look at ten simple productivity tricks which will help. 現在就告訴你怎么做。你需要一些系統方式來幫助你讓所有事情保持在正常軌道上。一旦你將一個可以信賴的系統安裝到位，你可以松口氣了。讓我們一起看一下，十個簡單高效小技巧，幫你做到。 1. Get the list habit. 1.養成列表的習慣 Lists are essential to help you to manage your overloaded information. You probably use To Do lists all the time; however, lists come in many different forms. Examples include: checklists, planning lists, password lists, reading lists, reference lists, back-burner lists, and goal lists. All your information can be added to a list, or to several lists. 列表對于你管理超負荷信息來說，至關重要。你可能一直在使用“任務表”（To Do lists）；然而，列表可以有很多種形式。比如說，核對列表，計劃表，密碼列表，閱讀清單，參照表，無關緊要任務表和目標列表。你所要的信息都可以加到一個或者一些表上。 You can even create lists to keep track of lists. For example, you might have a list of lists for “work” and another for “home.” Lists can be text-based, or visual. If you’re a visual person, you’ll find a mind mapping program likeFreeMind useful. 你甚至可以創造一個列表，來讓所有其他列表有序。比如說，你可以有一個“列表的列表”，一個用來工作，一個家用。表格可以以文字為主，也可以增加一些視覺信息。如果你是一個對圖片信息敏感的人，你可以找一個心智繪圖工具，像FreeMind就很管用。 I use Evernote to manage my lists. You can use Evernote anywhere, on many difference devices. Its “table of contents” feature is wonderful for lists. With this feature, you can select a number of notes which contain lists and you can create a table of contents note for them all with a couple of clicks. Just drag your list notes to the shortcut bar for easy access. 我使用 Evernote來管理我的列表。你可以隨時隨地使用 Evernote，在許多不同的設備上都可以使用。它的“目錄”這一特征功能對列表來說非常棒。有了這個功能，你可以選擇一些關鍵詞，鏈接這些表格，然后你只需要點擊幾下，就可以給這些關鍵詞創建一個目錄。只要把你的列表關鍵詞拽到你的快捷欄上，你就可以方便使用了。 2. Create and manage collections of reference material and people. 2.創建并管理參考資料，參考人員合集 You have reference material you need to access at work, such as price lists and operations manuals. You also have reference material for home. Your home reference material might include insurance policies and manuals for your car and security system. 在工作時需要查閱一些參考資料，像價格表和操作手冊。同樣，在家也要有參考資料。家用參考資料可能包括汽車和安保系統的保單資料或手冊等。 If your work reference material has been digitized, store it in Evernote. Keep printed material in a filing cabinet, or on a shelf. 如果你的工作參考資料已經有電字版了，存在Evernote里。然后把打印版存在一個檔案櫥窗里，或者檔案架上。 Most of your home reference material won’t be digitized. Store insurance policies in a fireproof safe, and other material, like manuals and tax returns, on a shelf, or in a drawer. Digitize home reference material when you have time, but keep the originals. 你的家用參考資料大多數沒有電子版。將保單存在一個防火保險箱里，還有其它材料，像手冊和退稅材料，把它們存放在一個架子上，或者抽屜里。當你有時間時，將家用材料制成電子版，不過要保留原始資料。 Vital: make lists of your reference materials, so you know where a specific reference is stored. Keep these lists in Evernote. 至關重要的一點：將你的參考資料制成表格，這樣你就知道每一份參考資料存在哪里了。然后把這些表格存在Evernote里。 3. Organize long lists and folders from A to Z. 3. 將你那長長的表格和文件夾按照A-Z排列 You need a way to organize long lists and folders of material. The easiest way is to sort materials alphabetically. You can also sort your material by date. You may also want to use a combination of both. 你需要一個方法來排列那長長的表格和資料夾。最簡單的整理方式是按照字母順序。你也可以按照時間順序來整理。可能也會兩種排列方式兼用。 For example, if you’re organizing work material on your computer, you may choose to create a new folder for each year, then sub-folders for each month, or sub-folders for each client. 舉個例子，如果你正在你的電腦上整理工作資料，你可以按照年份創建一個新的文件夾，然后按照月份創造子文件夾，或者按照不同客戶來創建。 4. Archive old and out-of-date materials. 4. 將舊資料或者過時不用的資料歸檔 Decide when you’ll archive materials you no longer need, both on your computer, and print materials. You can choose to archive once a year. However, archiving once a month can be more efficient. 決定好什么時候你會將不再需要的資料歸檔，既要存在電腦里，又要打印出來。你可以選擇每年歸檔一次。不過，每月資料歸檔一次更為有效。 If you choose to archive once a month, schedule some time on the last working day of the month. 如果你選擇每月整理一次，最好計劃在在每個月的最后一個工作日的什么時間。 Move computer materials to archive folders. Buy large plastic archive boxes for print materials, and move materials from your filing cabinets to the archive boxes. Add labels to your boxes, so you can see what they contain at a glance. 整理電腦資料，歸檔成文件夾。購買一些大的塑料檔案夾，用來整理打印材料，然后將材料從你的文件櫥窗中移到檔案盒里。在你的盒子上添加標簽，這樣你就可以一眼看出盒子里裝的什么文件了。 Some things need to happen on specific dates, so if you have lots of print materials, you need a tickler file. Ticklers are date-labelled folders, one for each day of the month. File your materials in the appropriate future day’s folder, so you can deal with the contents on that day. You can create separate tickler files for work and for home. 5.有些事情發生在一些特殊的日子里，所以如果你有很多的打印材料，需要一個備忘錄文件。備忘錄是一些按照時間標記的文件夾，每個文件夾對應一個月里的每一天。將你的材料放在將來需要使用的那天的文件夾中，這樣你就可以在那一天處理這件事了。可以分別創建工作和家用備忘錄。 Need a computer tickler file? Evernote’s reminders work well. You’ll be reminded of notes on any date you choose. 需要一個電腦備忘錄嗎？Evernote的提醒事項功能就很好用。它會在你選中的那天提醒你。 6. Decide whether you’re optimizing material for storing or retrieving. 6.選擇你整理的材料是用來存儲的還是為了查閱的 If you think you’ll rarely need to look at something again, archive it in an archive box, or in an archive folder on your computer. These kinds of materials include old tax returns, completed project files, materials for events like weddings after the big day, and photos. 如果有些東西你很少需要看了，把它歸檔，或者存到一個電腦文件夾里。這類材料包括舊的退稅單，已完成的項目文件，一些重要日子像結婚的一些材料，還有照片。 Things you need daily, like passwords, timetables and price lists, need to be stored so you can retrieve them in seconds. Put print material within arm’s reach, and store digital materials so you can access them with just a click. 還有些日常需要的，像是密碼，時間表和價目表，需要存起在你可以很快找到的地方。把這類材料的打印版放在手邊，把電子版也放在點擊兩下就可以打開的地方。 7. Build productive habits: establish a daily routine to manage information. 7. 養成高效習慣：學會每天例行整理信息 Information arrives constantly. Email can be a hassle, so establish an “inbox zero” habit. Be ruthless. Delete, delete, delete. Schedule email replies, or reply immediately, with as short a response as possible. Check your email no more three times a day. 信息不間斷的出現。Email可能會很麻煩，所以要養成一個“收件箱清空”的習慣。殘忍一些。刪除，刪除，再刪除。計劃時間統一回復郵件，或者馬上回復，回復要盡可能的短。每天檢查郵件要不超過三次。 At work, if you’re not sure where a document belongs, store it on your physical or computer desktop. File everything on both desktops at the end of the working day. 工作時，如果你不確定，某個文件的放在哪，就把他放在桌子上，或者電腦桌面上。在工作日結束之前，將桌子或電腦桌面上所有東西歸檔。 At home, deal with the day’s mail immediately, and trash what you can. Put everything that needs a response in your tickler file. 在家里，要立即回復日常郵件，丟掉可以丟掉的東西。把所有需要回復的放在備忘錄里。 8. Cut down on input so you can focus on output. 8．切斷輸入，專注輸出 Consider going on an information diet so you can be more productive: 考慮一下來一個信息節食，你可能變得更加高效。 Like any good diet, the information diet works best if you think about it not as denying yourself information, but as consuming more of the right stuff and developing healthy habits. 像任何好的控制飲食的方法，如果你不認為這是在要求自我拒絕信息的話，信息控制這個方法很有效，不過當你更多的是在消化正確的東西，養成健康的習慣的時。 How much of your information overload is just a habit? You may decide that you don’t need to check Facebook three times a day. 信息超載多少才是一個好的習慣呢？你可以決定每天不必上三次Facebook？9.定期休息一下，以免被壓垮 Try this useful free Web app: Do Nothing for Two Minutes. As the name suggests, you’re encouraged to do nothing on your computer for two minutes. If you touch your mouse or your keyboard, you fail. 試一下這個有效又免費的網頁應用：兩分鐘啥也不做（Do Nothing for Two Minutes）。就像名字一樣，你被鼓勵在你的電腦上什么也不做兩分鐘。如果你動了你的鼠標或者鍵盤，你就失敗了。 This app encourages you to take breaks. Not only does a break clear your mind, it reduces stress. Think of the two minutes as a way of rebooting your brain. 這個應用鼓勵你休息一下。不僅僅是讓你清醒一下頭腦，它還幫你減壓。把這兩分鐘想成一種重新啟動你的大腦的方法. 10. Prioritize items daily, weekly, and monthly. 10.把每天、每月、每年的事項按照優先次序排列好 You’ll feel overwhelmed and overloaded with information unless you set priorities. At the start of each month, create a priorities list which will help you to achieve your goals. Then break the list down into weekly and daily priorities. 如果你無法看到事情的優先次序，你將感到不知所措，被超負荷信息量壓垮。在月初，創建一個優先次序表，可以幫助你完成你的諸多目標。然后將表格的優先次序按照每周每日分好。 Prioritize your tasks at the beginning of the day. Do the highest priority tasks first. If you need to complete a sales report for a board of directors meeting, that’s your main priority for the day. Checking your email can wait until you’ve completed the report 在每天開始的時候，排好的你任務的優先次序。做當務之急的事情。如果你需要為一次董事會做一個銷售報告，這就是你今天最優先要做的。郵件可以等你完成了報告之后再查閱。
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