10个小技巧帮你高效掌握过量信息




你需要管理超负荷的信息量吗?一些简单小技巧可以帮助你,在工作中,个人以及社会生活中高效应对大量信息。现在就告诉你怎么做。你需要一些系统方式来帮助你让所有事情保持在正常轨道上。一旦你将一个可以信赖的系统安装到位,你可以松口气了。让我们一起看一下,十个简单高效小技巧,帮你做到。

1. Get the list habit.养成列表的习惯

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.

列表对于你管理超负荷信息来说,至关重要。你可能一直在使用“任务表”(To Do lists);然而,列表可以有很多种形式。比如说,核对列表,计划表,密码列表,阅读清单,参照表,无关紧要任务表和目标列表。你所要的信息都可以加到一个或者一些表上。

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.

你甚至可以创造一个列表,来让所有其他列表有序。比如说,你可以有一个“列表的列表”,一个用来工作,一个家用。表格可以以文字为主,也可以增加一些视觉信息。如果你是一个对图片信息敏感的人,你可以找一个心智绘图工具,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来管理我的列表。你可以随时随地使用 Evernote,在许多不同的设备上都可以使用。它的“目录”这一特征功能对列表来说非常棒。有了这个功能,你可以选择一些关键词,链接这些表格,然后你只需要点击几下,就可以给这些关键词创建一个目录。只要把你的列表关键词拽到你的快捷栏上,你就可以方便使用了。

2. Create and manage collections of reference material and people.创建并管理参考资料,参考人员合集

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.

在工作时需要查阅一些参考资料,像价格表和操作手册。同样,在家也要有参考资料。家用参考资料可能包括汽车和安保系统的保单资料或手册等。

If your work reference material has been digitized, store it in Evernote. Keep printed material in a filing cabinet, or on a shelf.

如果你的工作参考资料已经有电字版了,存在Evernote里。然后把打印版存在一个档案橱窗里,或者档案架上。

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.

你的家用参考资料大多数没有电子版。将保单存在一个防火保险箱里,还有其它材料,像手册和退税材料,把它们存放在一个架子上,或者抽屉里。当你有时间时,将家用材料制成电子版,不过要保留原始资料。

Vital: make lists of your reference materials, so you know where a specific reference is stored. Keep these lists in Evernote.

至关重要的一点:将你的参考资料制成表格,这样你就知道每一份参考资料存在哪里了。然后把这些表格存在Evernote里。

3. Organize long lists and folders from A to Z.将你那长长的表格和文件夹按照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.

你需要一个方法来排列那长长的表格和资料夹。最简单的整理方式是按照字母顺序。你也可以按照时间顺序来整理。可能也会两种排列方式兼用。

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.

举个例子,如果你正在你的电脑上整理工作资料,你可以按照年份创建一个新的文件夹,然后按照月份创造子文件夹,或者按照不同客户来创建。

4. Archive old and out-of-date materials.将旧资料或者过时不用的资料归档

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.

决定好什么时候你会将不再需要的资料归档,既要存在电脑里,又要打印出来。你可以选择每年归档一次。不过,每月资料归档一次更为有效。

If you choose to archive once a month, schedule some time on the last working day of the month.

如果你选择每月整理一次,最好计划在在每个月的最后一个工作日的什么时间。

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.

整理电脑资料,归档成文件夹。购买一些大的塑料档案夹,用来整理打印材料,然后将材料从你的文件橱窗中移到档案盒里。

5.Add labels to your boxes, so you can see what they contain at a glance.在你的盒子上添加标签,这样你就可以一眼看出盒子里装的什么文件了。

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.

有些事情发生在一些特殊的日子里,所以如果你有很多的打印材料,需要一个备忘录文件。备忘录是一些按照时间标记的文件夹,每个文件夹对应一个月里的每一天。将你的材料放在将来需要使用的那天的文件夹中,这样你就可以在那一天处理这件事了。可以分别创建工作和家用备忘录。

Need a computer tickler file? Evernote’s reminders work well. You’ll be reminded of notes on any date you choose.

需要一个电脑备忘录吗?Evernote的提醒事项功能就很好用。它会在你选中的那天提醒你。

6. Decide whether you’re optimizing material for storing or retrieving.选择你整理的材料是用来存储的还是为了查阅的

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.

如果有些东西你很少需要看了,把它归档,或者存到一个电脑文件夹里。这类材料包括旧的退税单,已完成的项目文件,一些重要日子像结婚的一些材料,还有照片。

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.

还有些日常需要的,像是密码,时间表和价目表,需要存起在你可以很快找到的地方。把这类材料的打印版放在手边,把电子版也放在点击两下就可以打开的地方。

7. Build productive habits: establish a daily routine to manage information. 养成高效习惯:学会每天例行整理信息

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.

信息不间断的出现。Email可能会很麻烦,所以要养成一个“收件箱清空”的习惯。残忍一些。删除,删除,再删除。计划时间统一回复邮件,或者马上回复,回复要尽可能的短。每天检查邮件要不超过三次。

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.

工作时,如果你不确定,某个文件的放在哪,就把他放在桌子上,或者电脑桌面上。在工作日结束之前,将桌子或电脑桌面上所有东西归档。

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,要立即回复日常邮件,丢掉可以丢掉的东西。把所有需要回复的放在备忘录里。

8. Cut down on input so you can focus on output.切断输入,专注输出

Consider going on an information diet so you can be more productive:

考虑一下来一个信息节食,你可能变得更加高效。

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.

像任何好的控制饮食的方法,如果你不认为这是在要求自我拒绝信息的话,信息控制这个方法很有效,不过当你更多的是在消化正确的东西,养成健康的习惯的时。

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.

信息超载多少才是一个好的习惯呢?你可以决定每天不必上三次Facebook?

9.Take regular breaks to avoid overwhelm.定期休息一下,以免被压垮

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.

试一下这个有效又免费的网页应用:两分钟啥也不做(Do Nothing for Two Minutes)。就像名字一样,你被鼓励在你的电脑上什么也不做两分钟。如果你动了你的鼠标或者键盘,你就失败了。

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.

这个应用鼓励你休息一下。不仅仅是让你清醒一下头脑,它还帮你减压。把这两分钟想成一种重新启动你的大脑的方法、

10. Prioritize items daily, weekly, and monthly.把每天、每月、每年的事项按照优先次序排列好

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.

如果你无法看到事情的优先次序,你将感到不知所措,被超负荷信息量压垮。在月初,创建一个优先次序表,可以帮助你完成你的诸多目标。然后将表格的优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

在每天开始的时候,排好的你任务的优先次序。做当务之急的事情。如果你需要为一次董事会做一个销售报告,这就是你今天最优先要做的。邮件可以等你完成了报告之后再查阅

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