Productivity and Time Management

How to Choose a Productivity App for Your Business

Because of the time and learning required to implement any new software, I tend to be a software minimalist. I do not want to spend time implementing and learning new software unless the benefits of doing so outweigh the investment of time and expertise I’ll need to put in. If what I have works well enough, I leave it alone.

This minimalism extends to my relationship with apps.

There is no such thing as the perfect app. App-savvy consumers may spend time on research, set up, and debugging, only to find that the new app is not all that much better than the old app was. Apps, like anything else, are only beneficial when they move us closer to our goals. And as with anything else, less is definitely more when it comes to apps.

I engage two processes when deciding whether to move forward with any type of upgrade, the ‘Questions’ process and the ‘Line in the Sand’ process.

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Learn How You Can Do More with The Resources You Already Have

Poor time management leads to accomplishing less with the same resources. Declining to set aside specific times to work on projects may result in unmet goals. Under these conditions, it is easy to spend the entire day responding to urgent items and be unable to find the time to complete more important items.

Solution: Identify & Pinpoint time expenditure.

Use a calendar to schedule deep-dive project time.
When possible, schedule other, less important tasks around brain-intensive project time.
‘Chunk’ similar activities like processing email and returning phone calls.
Keep detailed records so you don’t have to search for important items after the fact.

The custom half-day schedule management tool below includes time frames for regular daily activities as well as planned deep-dive project time. Extra time is built in for unexpected occurrences – a meeting runs late, heavy traffic, or a task takes longer than expected.

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Business Organizing, Time Management

The Best Time of Day to Work on Urgent Projects

It’s happened to all of us: you sit down to address a high-priority project at the end of the day and find you don’t have the necessary brain power. The best time to address head-to-the-grindstone deep brain work is when you are at your best. This might be earlier in the day if you’re a morning person; later in the day if you’re not. To take advantage of your best times, schedule other commitments around them as much as possible.

To determine when you’re at your best, ask yourself these questions:

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Time Management

Top Time Wasters: Meetings

If you’re like most people, you’ve spent time in at least one meeting that went on and on with no apparent purpose, without an agenda, with minimal or no follow through, and without resolution. You might even have wondered why you were there at all. Certainly, there were far better uses of your time.

Meetings can be a huge time waster if not done correctly. Good meeting preparation is essential for productive meetings.

Effective meetings consist of the following:

A Tight Agenda: Ensure you have an agenda, with time limits attached to each agenda item.

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Business Organizing, Time Management

Top Time Wasters: Looking for Lost Items

Searching for lost items is one of the easiest time wasters to address. Not being able to locate what you need when you need it can result in purchasing duplicate items, having multiples of the same type of item in different locations, and spending time and resources locating your items. It can also result in purchasing things that you already have, but cannot find.

In order to ensure that you can find what you need, when you need it, consider these tips.

Organize like with like.

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Time Management

Top Time Wasters: Saying Yes When You Should Say No

Recently, we wrote a series of posts covering file management, including paper reduction, file organization, e-file setup and maintenance. The goal in having a finely tuned file system is to be able to easily find what you need, when you need it. That is efficiency.

Our next series of posts will discuss some of the most common time-wasting habits.

Wasting time means “to allow time to elapse in an unproductive manner.” But how do we tell whether something will be a waste of time?

I ask 3 questions when determining how to spend my time:

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Uncategorized

When Hiring a Pro is Best

If you’re like most busy professionals, your office has projects that need work: piles of papers, clutter on desk surfaces, perhaps even piles of items waiting for time where you can address them. This can be at odds with what most of us want: a clutter-free, calendar-clear, easily managed task list and space.

Below are ideas to help you decide whether you need to hire a professional to help get you from where you are to where you want to be.

Schedule: Most of us have way more to do than time to do it. It can be challenging to carve out time to work on your space when there are so many other obligations on the calendar. How can a large project be incorporated successfully into a very full schedule? Ask yourself how much time you can devote to organizing. Is it possible to designate a day each week, or two afternoons a week, to tackling these projects? If not, perhaps it’s time to hire a pro.

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