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Boost Your Team’s Productivity With These Tools

Boost Your Team’s Productivity With These Tools

Let’s face it, there are never going to be more than 24 hours in a day or seven days in a week, except between the pages of a science fiction novel. So, with our working lives getting busier, our to-do lists getting longer, and the demands on our time increasing, the need to stay focused and productive and make the most of our working hours without burning out or becoming side-tracked has never been greater. Unfortunately, the distractions have never been more numerous.

Tempting as it is to be candy crushing when you should be number crunching, tweeting cat gifs when you should be lead-generating, and updating your Facebook status when you should be analyzing sales figures, managing your time effectively is key if you want to stay one step ahead of your competitors. Technology is a blessing, but can also be a curse for business.

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Making use of intelligent tools to maximize productivity, streamline processes, and manage projects is one way to work towards better results. There are hundreds of apps and programs out there, all promising to help you get things done quicker and more efficiently, but we’d like to concentrate on a few ideas that we’ve found particularly useful.

Trello

Trello is the ultimate project management tool. It allows users to see all tasks relating to a project or projects at a glance. Highly visual, it takes the form of various lists arranged horizontally on a page. Within each list are cards which contain items relating to the project — checklists, images, links, notes, and more. Cards can be dragged and dropped to other lists to record progress, reordered if their priority changes, and be updated by anyone who has access to them on any device. And because Trello updates in real-time, all team members can understand the status of a project from anywhere, avoiding task repetition and costly mistakes.

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Clever Checklist

Clever Checklist is another web-based task management system that enables users to organize and track the progress of tasks. Checklists for each job are created to keep track of everything that needs to be done. Processes, procedures, and policies are documented to show why things are done, and records and forms are produced to show what work was done, when it was done, and by whom. It keeps everything in one place, allowing for easy access and analysis of data and uses a series of customizable templates to make it extremely user-friendly and versatile.

Cyfe

Cyfe is a powerful business data dashboard app that lets you display and monitor all your business and media data and metrics in one place. The beauty of Cyfe is that it can monitor a huge range of information and data — you just add widgets for each aspect of your business that you want to track. Individual departments and multiple websites can be monitored by adding extra dashboards. You can instantly see social media engagement, look at analytics, sales figures, and reports. Your entire business can be tracked in real time. Within an office environment, displaying a team dashboard on a flat panel display to share this information and coordinate projects can be a useful motivator to your teams and help boost productivity.

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Calendar apps

Staying productive is also about staying organised and managing time effectively, and a calendar app can help with that. Don’t be the white rabbit, always late for that important meeting. Don’t over-schedule. Don’t double-book. If your job involves receiving lots of meeting requests, make sure you block out time on your calendar and encourage your team to do the same so that meetings can be arranged at mutually convenient times. A calendar app can usually allow you to specify free meeting slots so everyone knows when you’re available. Make your team aware of them so everyone’s time can be respected. Everyone’s busy, so the more in sync everyone is with everybody else’s schedule the better.

Mixing work and pleasure

Notifications are the modern enemy of productivity. These days, we all get them constantly on our phones. Emails, texts, reminders, Facebook updates, retweets, mentions, requests to connect on LinkedIn — and it can be difficult to not stop what you’re doing and check them. We do it without even realizing we’re doing it. It’s incredible how much time can be eaten up during the working day while responding to the barrage of non-work-related communications we receive. But there’s a time and a place and it’s important that they don’t distract from the job at hand and affect productivity. If you’re the boss, set an example by putting your personal phone on silent or do not disturb, or even out of sight in your desk drawer. Encourage others to do the same. While many companies are relaxed about allowing employees access to social media sites at work, make it clear that it’s a distraction best avoided until they’re on a break. If you or members of your team have to take personal calls during working hours, take them away from your desk to avoid disturbing others.

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Even constantly checking work-related emails is not always a productive use of time. There’s usually no need to check every email as soon it comes in, unless it’s marked important or is directly related to something you’re working on a that moment. Set aside time to work through them at various points throughout the day so that you can concentrate on the task at hand and meet your deadlines. Remember: productive people focus.

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Last Updated on May 7, 2021

Productivity Boost: How to start your day at 5:00 AM

Productivity Boost: How to start your day at 5:00 AM

I have been an early-riser for over a year now. Monday through Friday I wake up at 5:00 AM without hitting the snooze button even once. I never take naps and rarely feel tired throughout the day. The following is my advice on how to start your day (everyday) at 5:00 AM.The idea of waking up early and starting the day at or before the sunrise is the desire of many people. Many highly successful people attribute their success, at least in part, to rising early. Early-risers have more productive mornings, get more done, and report less stress on average than “late-risers.” However, for the unaccustomed, the task of waking up at 5:00 AM can seem extremely daunting. This article will present five tips about how to physically wake up at 5:00 AM and how to get yourself mentally ready to have a productive day.

Many people simply “can’t” get up early because they are stuck in a routine. Whether this is getting to bed unnecessarily late, snoozing repetitively, or waiting until the absolute last possible moment before getting out of bed, “sleeping in” can easily consume your entire morning. The following tips will let you break the “sleeping in” routine.

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Relocate your alarm clock.

Having an alarm clock too close to your bed is the number one reason people simply cannot get up in the morning. If your alarm clock is within arms reach of your bed, or if you can turn your alarm clock off without getting out of bed, you are creating an unnecessarily difficult situation for yourself. Before I became an early-riser, there were many times that I would turn off my alarm without even waking up enough to remember turning it off. I recommend moving your alarm clock far enough away from your bed that you have to get completely out of bed to turn it off. I keep my alarm clock in the bathroom. This may not be possible for all living arrangements, however, I use my cellphone as an alarm clock and putting it in the bathroom makes perfect sense. In order to turn off my alarm I have to get completely out of bed, and since going to the restroom and taking a shower are the first two things I do everyday, keeping the alarm clock in the bathroom streamlines the start of my morning.

Scrap the snooze.

The snooze feature on all modern alarm clocks serves absolutely no constructive purpose. Don’t even try the “it helps me slowly wake up” lie. I recommend buying an alarm that does not have a snooze button. If you can’t find an alarm without a snooze button, never read the instructions so you will never know how long your snooze button lasts. Not knowing whether it waits 10 minutes or 60 minutes should be enough of a deterrent to get you to stop using it.

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Change up your buzzer

If you use the same buzzer day in and day out, you begin to develop a tolerance to the sound. The alarm clock will slowly become less effective at waking you up over time. Most newer alarm clocks will let you set a different buzzer tone for the different days of the week. If you change your buzzer frequently, you will have an easier time waking up.

Make a puzzle

If you absolutely cannot wake up without repetitive snoozing, try making a puzzle for yourself. It doesn’t take rocket science to understand that the longer your alarm is going off, the more awake you will become. Try making your alarm very difficult to turn off by putting it under the sink, putting it under the bed, or better yet, by forcing yourself to complete a puzzle to turn it off. Try putting your alarm into a combination-locked box and make yourself put in the combination in order to turn off the alarm — it’s annoying, but extremely effective!

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Get into a routine

Getting up at 5:00 AM is much easier if you are doing it Monday through Friday rather than sporadically during the week. I recommend setting an alarm once that repeats everyday. Also, going to bed at about the same time every night is an important factor to having a productive morning. Learn how much sleep you need to get in order to not feel exhausted the following day. Some people can get by on 4-6 hours while most need 7-8.

Have a reason

Make sure you have a specific reason to get up in the morning. Getting up at 5:00 AM just for the heck of it is a lot more difficult than if you are getting up early to plan your day, pay bills, go for a jog, get an early start on work, etc. I recommend finding something you want to do for yourself in the morning. It will be a lot easier to get up if you are guaranteed to do something fun for yourself — compare this to going on vacation. You probably have no problem waking up very early on vacation or during holidays. My goal every morning is to bring that excitement to the day by doing something fun for myself.

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As I previously mentioned, I have been using these tips for a very long time. Joining the world of early-risers has been a great decision. I feel less stressed, I get more done, and I feel happier than I did when I was a late-riser. If you follow these tips you can become an early-riser, too. Do you have any tips that I didn’t mention? What works best for you? Let us know in the comments.

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