8 Productivity Tips for Work (that pay off forever)!
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- เผยแพร่เมื่อ 6 มิ.ย. 2024
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Tired of performing necessary yet repetitive tasks at work?
Let’s go over my 8 favorite set-and-forget productivity tips for work that are huge time-savers in the long run 🏃🏻
These tips include: updating default settings in Google Docs, Sheets, Slides, and even the Microsoft Suite of tools; using group aliases for Google Calendar and Drive; setting up Appointment Slots for automated scheduling; creating filters in Gmail, and much more!
TIMESTAMPS
00:00 Stop Performing Repetitive Tasks
00:18 Challenge the Status Quo
01:24 Grouping for Efficiency
02:13 Automate Back-and-Forths
03:44 Filter out the Trash
04:59 Make an Offer They Can’t Refuse
05:41 The Self-Serve Checkout
06:28 Consistent File Management
07:22 Two Minute Rule for Your Inbox
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I'm Jeff, a tech professional trying to figure life out. What I do end up figuring out, I share!
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What’s YOUR favorite set-and-forget tip that saves time in the long-run? ⏰
TIMESTAMPS
00:00 Stop Performing Repetitive Tasks
00:18 Challenge the Status Quo
01:24 Grouping for Efficiency
02:13 Automate Back-and-Forths
03:44 Filter out the Trash
04:59 Make an Offer They Can’t Refuse
05:41 The Self-Serve Checkout
06:28 Consistent File Management
07:22 Two Minute Rule for Your Inbox
My whole Google Drive is a mess and honestly needs some organizing. I would definitely appreciate a video explaining more about your File Management System 😁 Thanks Jeff for continuing to provide value, really helps out a lot! 💯
Will do Dave 😁
In addition, what gets messy for me is files shared with me. How to organise those as shortcuts without folders of my drive usage being wasted by copying/moving those docs in would be a great pro-tip addition for when you do that video.
@@jun6lee YES.. this is a huge problem for me as well.
Me: *Digging through the deep dark pit of my google drive and mac downloads folder - ALAYS* 😢This video would be AMAZING
I like this guy. He provides good and useful content.
Thank you! I guess I like you too 😂
OMG filtering out the Accepted emails is a godsend!
I used to hate getting those "Accepted" notifications so I'm happy to share the joy 😁
Good one. For Windows, recommand using Espanso. I use it for annoying soical media hashtags.
Oh I've heard of Espanso textexpander before! But I heard it's hard to setup?
@@JeffSu well, it requires super basic text editing in JSON format but honestly for me it was easy
@@azurearcjumpstart Ahhhh gotcha. I should look into this!
Best person on internet, I've learned so much from you.
I'm a humble guy, I'll take top 5 on the internet 😉.
Thank you so much Imene!!
Calendar booking / office hour scheduling links are life savers!! Thanks for the tips! I never knew you could change the default font in google docs!! That's super useful for me as a student because I'm always changing it to times new roman
Glad to hear it Francis! Yea the default font option is amazing 😁
What a unique and effective way to share A LOT of valuable information!
Your inspiring tutorials are always relevant, precise and concise!
I thank you for the tips shared which are more effective!
You're very welcome my friend 😁
this is jampacked w so much info! sending this to my boardmates from my student org so we can begin integrating these processes
Glad to hear this is helpful my friend! Genuinely curious - Do "boardmates" mean fellow students in a student organization? Or boarding school buddies? Is it a UK term?
Wow! Watching that video is like trying to drink from an open fire hydrant! There is so much to learn here. I will definitely have some re-watches :) I would love for you to do a video on the organization of your file structure. Great content as always Jeff!
Sorry it was a bit much James! I guess I was trying to find the middle ground between the video being too long and wasting your time and trying to be as concise as possible.
Would you have preferred the tips be fleshed out a bit more but be a minute or two longer?
@@JeffSu not really Jeff. I appreciate the fact that you were concise and quick. It is no problem to watch again to catch the specifics I missed the first time. I have no issues with the timing of the video. I thought it was great.
@@JamesStrickland Gotcha, thanks for letting me know James. Really appreciate you following up!
Yes to the file management system video!!
Awesome channel Jeff!
It's coming!
Yes! We want a video on File Management system that you use!!!!!!
Gotcha 😁
I am a school student but I love your content... Plus I love Google too... Jeff + Google = Heaven content
No arguments from me there Viraj 😉
My dad and I were tripping on the “Elon Husky, Tim Cookie and Satya Nutella” 😂😂😂😂😂 Thanks for the awesome tips!!
HAHAHA I'm glad someone caught the easter eggs!!!!
Thanks for the information-dense videos you put up on this channel. These types are rarely hard to come by these days.
Glad I'm able to stand out Ololade, thanks so much 😁
You mentioned in the video to leave a comment if I would like to see an overview of your entire file management system. - Like
Gotcha, thanks for leaving the comment Daniel 😁
Hey Jeff, whenever you link any youtube video on Instagram stories, use app opener link, then on mobile devices it will directly open the video in TH-cam app on mobile devices. Right now it opens in web browser and it doesn't create a good user experience.
Thanks for the tip Aarthna! I actually thought the same but ultimately decided to stick with the native Instagram feature because using another third-party tool every week would have been a bit annoying. Thanks SO much for the feedback though 😁
totally love the tip number 4!! I just add it on my filter!
Awesome to hear that Angel!! 😁😁
I always have to rewatch your videos! So many actions to take. Thanks!!!
Come back anytime 😁
YES for the file management video, please
Wow did not expect the file management video to be THIS popular
Ohhh the quality is getting 🔥. Love the speed, sound and production here, fantastic 🎉!
Thank you so much Andrew! I'm worried it's getting a little TOO fast 😅
Yo Jeff! Congratulations on 400k followers. You are so underrated!
Thank you my friend! As long as you're here I don't care (THAT MUCH) about the number 😏
Fastest I've ever liked and subscribed. I love the quality actionable advice.
Glad to have you here!! Welcome 😁
Looking forward to the file management tips🎉 thanks Jeff. 😊
Will do Charles 😁
Jeff, once again great tips. I live in the OneDrive world so I need to learn how to apply your G-suite tips over there. THANKS!
Hi Gil! I've never used OneDrive before but I would imagine the concepts to be same. Hopefully my file management video won't disappoint you!
I would love a video for your file management system! Another great video
Got it, will do Mike 😁
Jeff, thank you for the video and definitely interested in a file management video. Thank you!
You're very welcome Abraham 😁
Great one as always! Would love to see a video about your file management system tho 👀
Got it, will do Nelson 😁
Love these tips and find lots super useful, but unsure how many workplaces actually use the Google suite of apps vs Windows and Office. Would definitely love all of these tips to be Office-centric!
Yes! I am always missing Google suite :(
Thanks for the feedback my friend! I'll try to incorporate more Office stuff in the future!
Yes, agree. Was looking for this comment. I would love the tips based around office to save so much time!
My work place is also office orientated so would appreciate office content. Btw, you sir, are amazing. I adapted your file management system and it’s a dream 😊
Yes - new here - I was going to ask if there was anyone doing something similar but for MS Office as corporate will forever dictate my work apps
Thank you Jeff for another useful video😁
You're very welcome Sarai 😁
@Jeff - Great video as always. YES to a video on File Management system from you. Here's the basic structure I have across all digital files:
[1] Professional.
[2] Personal
[3] Temporary
There are sub-folders within each category but I find over-optimizing ends up decreasing productivity. I read/spent quite some time on researching and ultimately, this system works well for me so far - my Desktop folder/Google Drive/Notes/To-Do all follow the same logic. Curious to hear your thoughts + how you organize?
On another note, how do you create quick designs for Form as on 6:23 ? Is it on Canva?
I have the same structure as you but just 2 more folders on that top level hierarchy (for example "templates to reference").
Yes I made it on Canva! 😁
This is insanely useful Jeff. Again. 🙏
You're very welcome my friend 😁
Binged through quite a few of your videos this last week. WhaT I would be interested in seeing is your raw materials, yes gifs (not jifs), transition filters, and overall workflow to edit such snazzy videos. :D
Hahaha love the callout around the gif pronunciation 😂. I might do a video like that later this year!
I remember there is a principle in software development DRY (Don't Repeat Yourself) code.. with this productivity tips ill keep it DRY 😉... Thank you @jeff..
Oh really? I'm no coder but that makes a lot of sense! Thanks for sharing Hari 😁
I've been using PARA as file management, but need something different for my workplace.
also, super fun the easter eggs (Tim cookies, MKBHD, etc..) :D
I use PARA for my personal stuff too (in Notion) as well Raphael! But since Google Drive is structured differently I use a completely different setup there
And SO GLAD someone caught the easter eggs!! 😁
yess pleaaase 🙏 07:03 I’d love to see a file management system video!
Gotcha, thanks for letting me know Angela 😁
Just Superb! Many thanks Mr. JS
Thanks Mr. MZ! You're very welcome 😁
Fast Keys is by far the best text expander/macro recorder.
Oooo never heard of this one, thanks for sharing Oscar 😁
Awesome as always ☀️
Thank you my friend 😁
Excellent, as usual.🔥
Thanks Agni!! 😁
Yes please - video on File Management.... I've struggling at lot
Will do Sumit 😁
Please make a video on your full folder management !!
Will do Gonçalo 😁
Hell yeah, much needed
Thank you my friend 😁
File management video => yes please :D
Got it Melody!
would have been great if he showed these in the outlook calendar. Still nice video !
Great feedback, thanks Mohamed! 😁
Yes on the file management video 😅 please
Gotcha, will do Jane 😁
Thanks for this video!
Any Outlook or TickTick specific tips?
We’re interested in the file management video too! 🎉
I use Todoist instead of Tick Tick (check out my simple productivity system video) and no outlook-specific tips so far (since filters apply for Outlook as well)! 😁
Love your tips! A File management video would be super helpful! Thanks Jeff!
Will do Bradley 😁
@@JeffSu I would like that too!
@@isabellalong8947 it’s already up!
@@JeffSu Thank you!!!💗
This +sign tip for Gmail blew my mind.
It's a super interesting trick! 😁
Really interested on the File Management System 🙌🏻
It's coming!
Most efficient guy here! Workout vlog please!
Hahahaha might do one of those this year 😁
Yes to a file management video!
Got it Angel 😁
Greetings from Peru, i appreciate all your videos
I've never been to Peru before, hope to go one day! Thanks Félix 😁
Here's one I use that often doesn't get shared: Use Emojipedia to add a little flair to your Gmail labels and Drive folders.
Sure, you can have normal, boring titles and numbering systems. Yes, you can add a little color to the folder in question. However, when you see this as your label:
💰 Elon Husky
You can rest easy.
I know you have a few emojis for your gmail already, but still it is a good resource to have!
Hahaha yes I've been using this for both Gmail labels and Calendar titles, but it's a great reminder. Thanks Matthew!
P.S. I would use 💰 for Billy Gates 😉
Seriously. I LOVE your videos and vow this will be my year I get hyper organized like you. So many good hacks and productivity ideas. It’s just insanely awesome. I wish you use more of the Apple Ecosystem. Do you happen to know someone like you that does?
I do use the apple ecosystem though 😂
@@JeffSu I saw your first few on google productivity… I was thinking like keynote, numbers, iOS in general.. then later last night I discovered your Mac tips! I just discovered your channel and your content is awesome! Thanks for the response
that lowkey doc.new tip is mindblowing
Glad you noticed / enjoyed that one Ramon 😁
That was a lot of info (and PRO tips) in a short amount of time. Guess I have to watch this one a couple more times :)
Same here! glad I am not the only one
Sorry to both Kristian and Asma 😅
I guess I was trying to find the middle ground between the video being too long and wasting your time and trying to be as concise as possible.
Would you have preferred the tips be fleshed out a bit more but be a minute or two longer?
@@JeffSu Getting to know your content and you more and more over the years, I would prefer a longer video. You should try a few "longer" videos and see how they perform. Keep up the good work!
@@liaaaan86 Thanks so much for the candid advice Kristian!! Let me pick a topic that would be suitable for a longer video and hopefully it works out 😁
HI Jeff, Please do a video on File Management System. Even though I am organised and I kept my files and folders organised, I would love to see how you, being Productive Expert is doing that. So, please make a video on the File Management System at the soonest.
Will do Mohan! Do you have any tips for me?
Love the easter eggs on the Google Docs lmao, happy CNY btw!
High praise coming from John Wick, I mean uh Wicked John 😉
Blimey. This was awesome.
If I got you to say Blimey, I must have done a great job 😁
Great video, you're doing an excellent job on your channel. Where can I get a link to the video about file management ?
Haven't made it yet Sebastian, it's coming though!
Thanks for the amazing info Jeff 🤝.
The "grouping" and "make an offer they can't refuse" are awesome. However, I was unable to catch them properly. Are they grouped automatically by the company email, or do you manually create a "group" with the emails you want?
Also the "make an offer they can't refuse" was a quick and didn't quite get it how does the bookmark thing work?
Thanks again for the cool pro tips you provide 👍
I believe that is the feature of making groups in the workplace account. Then the alias you assign for the group would be what you type in when sharing and sending information. Although gmail doesn't have a groups feature, I have noticed that when typing emails you can use the labels you assign in your gmail contacts to populate all the addresses in the email. Too bad that doesn't work for the rest of the gmail platform. If I am not correct on this things I am sure someone will reply with the right answer :)
Sorry for not explaining clearly!
1. Grouping = Use something like Google Groups or Microsoft Teams to create a groups alias
2. Create a bookmark, then copy the url of that bookmark and send that URL to your colleagues so they can jump STRAIGHT to the section you want them to
@@JeffSu Thanks man 👍
@@fun_engineering5710 No problem!
Thanks!
No thank YOU Bill! I hope you found this video helpful!
AWESOME!
Thank you Pedro! 😁
Love these vids, just wish we had something similar for Apple eco nerds :(
Like "Apple Workspace"? 😂
Im curious why google has not built a Notion-killer or an MS Teams-killer
You and me both Caramel 😁
Please create full video on File management, and also on Google Productivity System
Will do my Ali! 😁
How do you get your calendar events to black? It looks awesome.
Google Calendar > Bottom left > Change calendar color
I love the video! Also, the edit was on fire! I would love to see a data management/workflow on file structure video!
Thank you so much Kevin! Glad you enjoyed this 😁
And will do re:file management!
@@JeffSu day made! So excited! Thanks for everything you do!
@@kevinadah It's all thanks to awesome viewers like yourself who give me the motivation to keep going Kevin! 😁
awseome video as every video you do!
Thanks Robin!!!
Yes please share your file management system!
Will do 😁
You should use the Google Workspace icons in your thumbnails instead of the M365 ones. I expected an overview of Microsoft Office products. Outside of that, great content!
Thanks for the feedback Chris!
Using Atext is a good alternative for Alfred Snippets
Another vote for atext, thanks for sharing Chaitanya! 😁
Great video as always!
Thanks Lucas!! Glad to have you here again!
I want your file management video waiting for it thinking it will be soon
Working on it my friend 😁
expert control freak lol. I am a control freak too, I gotta work on getting a badge like you have Jeff
😂
Please show how your organize your files! It's a big headache for me trying to figure out a organizing system that is simple enough that my colleagues understand it and can follow the same format
Will do! That video should be coming out in May 😁
@@JeffSu Looking forward to it Jeff!
"Satyanutella" made me laugh out loud 😄
Hahaha glad someone caught the Easter Egg Leonard 😁
What theme you are using in your website? is it running on Ghost?
You can find everything I use here: www.jeffsu.org/gear/
🎯 Key Takeaways for quick navigation:
00:00 🔄 *Cuestiona la configuración predeterminada para mejorar tu flujo de trabajo.*
01:27 📅 *Agrupa alias de correo electrónico en eventos y gestiona permisos de archivos de manera eficiente.*
02:25 ⏰ *Automatiza la programación de citas para reducir el tiempo perdido en coordinación.*
03:52 📧 *Filtra y organiza correos electrónicos con etiquetas y filtros para una fácil referencia.*
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Show us your file management system please :)
Will do Paul 😁
Keep coming back to the filemanagement part hoping some day the holy grail will drop haha
It's coming 😂
Please! Post a full video on your file management system.
Gotcha, will do James 😁
I’d like to learn more about the importrange you use in Google Sheets to protect the raw data from Forms. Do you have a video existing?
Yup, it's linked in the description Maggie 😁
7:04 yes, full video, please 🙏
Will do!!
Hey Jeff - May I know where's your video about File Management?
It's not up yet 😁
@@JeffSu Recently I'm reading a book "Building a Second Brain" and watching your videos about different Notion templates, it might be interesting to divide into (1) File management for work, e.g. Google Drive, and (2) personal knowledge management i.e. how to organise Notion notes holistically
@@MichaelNg-eg8sr BASB by Tiago forte! Yes so I use a version of PARA for notion but a completely different system for work
@@JeffSu look forward to your sharing & videos!
Please make a video about your file management system
Will do Bart! 😁
It seems like something weird mixed into the comments (not me!)
I like the "Two Minute Rule for Your Inbox" the most.
Yea there were some spam, I think I reported all of them though! Feel free to help me report in the future as well Janice 😂
And yes since emails are such a big part of our lives even a small optimization there can lead to a huge impact!
@@JeffSu Gonna help you report that. I'll watch your videos very often in the future unless you start teaching cooking 😁
@@janicexu95 Hahahaha I guess you'll have to watch forever because I'll never upload cooking videos 😂(I don't really know how to cook)
@@JeffSu imagine Jeff uses boiled eggs to make stir-fried tomato eggs
@@janicexu95 😂
@Jeff I am a new Productivity Ping subscriber and I am trying to watch the Inbox Zero video you linked in the description but it’s showing as Private. Is there a reason for this that I'm missing?
It's outdated now :(
@@JeffSu is it because the multiple inbox view no longer shows the filters themselves anymore? It’s driving me crazy because the colors from the labels helped me visualize the different inbox functions :(
Ah wait I found a way to make them appear again
punch-in-the-face level quality, boom.
Haha thank you!! 😁😁
Video on file management please! But not just Google Drive. Is there a nice Mac App that can help me with finder file management?
So I apply the same "logic" to my Google Drive and Finder. I haven't used any Mac apps for file management apart from Alfred (but that's mainly to search for files)
@@JeffSu Makes sense. Thanks for the reply Jeff.
can you do videos on Microsoft Outlook, excel etc? My company does not use google!
Ah and I don't use Microsoft... 😂
Man incredible tips here 🤯
for the other youtubers I would have to speed up the video, on yours I have to slow down 🤣
I recommend using "Text Blaze" Snippets and Templates for Chrome!
Thanks for the recommendation Luís! Maybe I should consider slowing down 😂
Please make the File Management System video! 😩🙏
It's coming Paula!
@jeff
I have multiple google drive, work , personal and one for creating content, but I save or created idea 💡 in the wrong account how can I transfer file and folder to other accounts with having to copy and paste or sharing file and then having to save and delete.. it’s so much work. 😢
Use Google Drive for desktop, and move the files/folders using Finder (it's so much easier), then delete the original files
This reminds me of the hell of corporate work
Dam I'm sorry to hear that!
Do you use microsoft app such as word, excel etc?
I don't :(
I am not a Google tools user myself. Do you have same tips for Microsoft?
The concepts are the same Adriano 😁. For example having a tab in Excel as a "template" you can copy and paste
Raycast: good open alternative to Alfred
A lot of my viewers seem to love Raycast!
@@JeffSu Have you tried it? it's a little different, but worth it i think.
Pd: Keep the good content
@@cesaros15 nah. My rule is to just pick an app that works for you and not worry about trying out the hundreds of other apps other there haha
Nice video but I would have related with usage on Microsoft suite than Google tools
That's a good point, thanks for the feedback Shivs!