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RSS stands for Real Simple Syndication. It is basically a technology format that allows a publisher to deliver their message (news, blog post, tweets, etc.) in a feed. On the flip side, it allows a user to subscribe to one or many feeds so they can receive updates without the need to continuously check a site. Historically, we have subscribed to newspapers and magazines in order to receive information about topics of interest. Just think of this as the (more flexible and usually free) online version.

You can read feeds using a software called an RSS reader or aggregator and they come in many colors, shapes and sizes (i.e. web-based, desktop or mobile; fully featured or simple, Mac, PC, Linux, etc.)

Why RSS? You may already be subscribing to receive information via email and many services allow you to do so including blogs, Twitter, Facebook, etc. However, this setup is not the most productive for the following reasons:

1. You are struggling with email overload and managing the volume of email that is coming into (or sitting in) your inbox. I truly believe in the value of email for communicating information. That being said, there are activities that email just isn’t ideal for and adding to an already overflowing inbox is probably not the best method for staying current on the topics that interest you. Especially since it tends to be a lower priority activity for many (when weighed against other inbox messages).

2. Reading is a separate activity. How many times have you set something aside to “read later” and it never happens? Well, you are not alone. First a reminder, later never comes- you need to schedule it and set aside time if you really what to make it happen. Next, in my experience, there are different types of reading activities: quiet vs. active which can also be loosely translated into pleasure vs. required/high-priority reading. Regardless of what type of reading your RSS feeds fall into, it is something that can be done in a bulk or batched format.

Using an RSS reader is a great method for organizing your online reading. It can support the different types of reading activities while organizing, sorting and filtering according to your needs and they can help to ease our already overwhelming challenge with email overload. I will be posting next in the future on recommended RSS feed software and how to use them for maximum productivity. (Update: As I began to write that post, I found that I wanted more from my RSS reader, and so the search continues for me.  I will share my findings in a future post.)

My disclaimer: If something is working for you, don’t change it. I make these recommendations based on my experiences working with clients who struggle with email and information overload.  I get the opportunity to see and hear what isn’t working and implement changes to translate that process into a simpler, more productive one.

Lately, I have come to despise scheduling meetings via email- it’s especially challenging to do so with multiple attendees. Some of the annoyances include confusion about time zone, multiple emails going back and forth, having to gather all of the info, and it never fails that none of the times proposed work for the last participant to respond… If you have the pleasure of using an Exchange Server, than this is probably not a primary source of email clutter for you due to the enhanced availability view it provides. But for the rest of us, no matter how organized you are scheduling meetings via email are a real pain in the @#$!

I have been using services like Doodle.com or Moreganize.com. They definitely made the process less painful by allowing you to enter proposed days and times to forward to invitees. I still had challenges where attendees were in different time zones, flipping back and forth between my calendar and the browser, and entering each time range (i.e. 10am, 10:30am). The process was still too cumbersome and too many keystrokes for me.

I recently came across a service from Tungle.com on the TechCrunch blog. At a first glance, here is what I like about Tungle:

It provides the ability to sync my schedule and select my available times with a click. Plus, ease of correction via the erase feature, too!

Invitees don’t have to sign up for anything to use the service.

Tungle is smart enough to allow only one selection if scheduling a meeting between two people.  This prevents the additional back and forth to actually agree and confirm a time.

Not only does Tungle sync with your Outlook calendar but it will sync contacts and calendars with Outlook, Google Calendar, Apple iCal and Entourage.

It’s quick and easy to get up and running. First, you will need to create an account. Next, you can choose to sync your calendar and/or contacts. This is optional but it certainly will make the process more seamless. Now you are ready to schedule by clicking on the “Schedule a meeting” button. And if you install the Outlook Connector, Mac Connector or Google Quick Links plugin for Firefox these will provide you with additional features and scheduling convenience. Check out this brief video I recorded on how to schedule a meeting using Tungle.com.

One to-do list, one calendar.  Talk to any professional organizer worth their salt and they are likely to make this recommendation for being organized.  So, when it comes to incoming information, similar rules apply.

If the majority of your information comes in via email, you may want to take a closer look at the email software you’re using in order to consolidate functions.  It’s no wonder we’re having difficulty organizing information that comes at us via different modes of delivery and we track with separate task lists, calendars, address books, etc.  I am NOT making the argument for electronic methods vs. paper, you need to find a system that is supportive of your style, personality and tendencies.  BUT if you are using software, think about how you are using it and what you need to do better.  Does your software help you do that?

While I am no fanboy (or girl) of Microsoft®, I do think that Outlook® messaging software is one of the best organizing tools available. Though it’s often underutilized and sometimes disregarded, used correctly Outlook® can help you perform tasks related to email, calendar, contact, time management and even customer relationship management (CRM).

Email is the function that a majority of users may already be familiar with but if that’s the only thing you are using Outlook for, you are definitely missing out.  By acknowledging email as more than just a simple, digital form of communication, we must recognize the need for the right tools to be more productive and efficient. What is that old saying? “When you only have a hammer, everything looks like a nail.” When all your software does is ‘organize’ email messages, you think every email is just a message. But when you dig a bit deeper and ask more questions, you find that email messages are representative of decisions, actions, appointments, contact info, customer information, intellectual property, project information, etc. Stop using 10 standalone programs to track all the info you need.

The ideal solution will allow you to load in your contacts, use it for email, track appointments and events and manage your to-do list in one centralized location. The features and functions available within Outlook® and its integrated nature make it an ideal organizing tool. Here are just some of the things you can do in Outlook®:

• Customize ‘view’ in each module
• Create an appointment, contact, task or note from an email message
• Sort and filter by any number of fields for each module
• Ability to create views to support weekly and master task lists
• Sync with hand held device seamlessly

I have yet to find a software solution that does it better—or even comes close. And, believe me, I have been seek them out. Don’t get me wrong- I think “the cloud” is amazing but I just haven’t been able to find, create, or formulate an arrangement of ‘SaaS‘ solutions that come close to what Outlook delivers. I am seeking an application that allows as much ease of use and flexibility for the creation and management of tasks and synchronizes with my (or any) hand held device without too much intervention on my part.

Word of warning: Just like with any other organizing product, tool, container, planner, etc. YOU are the key to its success! Marrying the functionality with organizing best practices, mixing in some customization and consistent routines on your part will produce the long-lasting results for managing email overload.

I have tried Gmail with various lab features or extensions as well as several Mozilla Thunderbird task add-ins, and while their email capability is quite robust, the task sync features were weak or cumbersome.  I would love to hear about additional integrated email/task/calendar tools, so please comment about what you have found.

If you already own a copy of Outlook® and would like to set it up, you can learn more about accounts and profiles here.

I often get the question: how should I set up my electronic filing system so I can find what I need? It seems to be a concern on everyone’s list. While I do believe in setting up and maintaining an easy to use file structure, I have a question for you: how much time do you want to invest in something you are unlikely to use? Pareto’s Principle tells us that we will probably only access 20% of what we keep. If that’s true, why waste your time worrying about the other 80%? How can I be so callous, you ask? Easy, I have found a great desktop search engine that allows me to find what I need in a matter of seconds and without digging deep into the file structure on my pc.

What is a Desktop Search Engine? Just like an Internet search engine allows you to search the internet using keywords, a desktop search engine is software that allows you to search your desktop using keywords and filters. There are some search functions that are built into operating systems, like Instant Search in Vista and Spotlight in Mac OS X. For Windows users, I highly recommend downloading and using a desktop search engine. Check out the quick preview videos below to see a sample:

Google Desktop

Copernic Desktop Search

X1 Professional Client

In a previous post, I discussed my transition to using a Password Manager and I thought I would share which one I chose, drumroll please…I selected SplashID. There are certainly a bunch to choose from each one touting why it is the best. And, you can’t always rely on review sites for an unbiased opinion. So I did a reasonable amount of research and came up with SplashID as being the best fit for me, considering the robust software offerings for smartphones.

Coming in a close second was KeePass. The only reason I did not select KeePass was due to the lack of (reliable, easy to use) software in the handheld department. If you don’t have a smartphone or care about the additional convenience of having your data in your phone, then KeePass is a great option- and hey, the price is definitely right- it’s completely open source & free. Allow me to make a note here- due to the fact that KeePass is open source, there are quite a few ‘add-in’ programs for sync’ing, etc. However, I was unable to find one that I felt comfortable relying on that would provide quick and simply synchronization between my desktop and handheld. If you don’t mind spending more time than money on this sync or doing it manually, KeePass is a great solution.

Here’s a little comparison chart for those of you who are visual:

	KeePass	SplashID
Custom Record Types
Encryption	AES, Rijndael, Twofish	256-Blowfish Encryption
Portability
Windows & Mac
Handheld Version
USB Key Version		(Export File)
Export/Backup
Autofill Sign in
Random Password Generator
Sync w/ Handheld

I’d love to hear your feedback on how you feel about using password manager software, what program you use, love, hate or if you are using a paper system and why?

If you are not convinced that a password manager can make that much of a difference in your life, check out this PalmAddict post on how SplashID Almost Got Me Shot!