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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 February 21, 2019

How to Stop Information Overload

How to Stop Information Overload

Information overload is a creature that has been growing on the Internet’s back since its beginnings. The bigger the Internet gets, the more information there is. The more quality information we see, the more we want to consume it. The more we want to consume it, the more overloaded we feel.

This has to stop somewhere. And it can.

As the year comes to a close, there’s no time like the present to make the overloading stop.

But before I explain exactly what I mean, let’s discuss information overload in general.

How Serious Is Information Overload?

The sole fact that there’s more and more information published online every single day is not the actual problem. Only the quality information becomes the problem.

This sounds kind of strange…but bear with me.

When we see some half-baked blog posts we don’t even consider reading, we just skip to the next thing. But when we see something truly interesting — maybe even epic — we want to consume it.

We even feel like we have to consume it. And that’s the real problem.

No matter what topic we’re interested in, there are always hundreds of quality blogs publishing entries every single day (or every other day). Not to mention all the forums, message boards, social news sites, and so on.

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The amount of epic content on the Internet these days is so big that it’s virtually impossible for us to digest it all. But we try anyway.

That’s when we feel overloaded. If you’re not careful, one day you’ll find yourself reading the 15th blog post in a row on some nice WordPress tweaking techniques because you feel that for some reason, “you need to know this.”

Information overload is a plague. There’s no vaccine, there’s no cure. The only thing you have is self-control.

Luckily, you’re not on your own. There are some tips you can follow to protect yourself from information overload and, ultimately, fight it.

But first, admit that information overload is really bad for you.

Why Information Overload Is Bad for You

Information overload stops you from taking action. That’s the biggest problem here.

When you try to consume more and more information every day, you start to notice that even though you’ve been reading tons of articles, watching tons of videos and listening to tons of podcasts, the stream of incoming information seems to be infinite.

Therefore, you convince yourself that you need to be on a constant lookout for new information if you want to be able to accomplish anything in your life, work and/or passion. The final result is that you are consuming way too much information, and taking way too little action because you don’t have enough time for it.

The belief that you need to be on this constant lookout for information is just not true.

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You don’t need every piece of advice possible to live your life, do your work or enjoy your passion.

How to Stop Information Overload (And Start to Achieve More)

So how to recognize the portion of information that you really need? Start with setting goals.

1. Set Your Goals

If you don’t have your goals put in place, you’ll be just running around grabbing every possible advice and thinking that it’s “just what you’ve been looking for.”

Setting goals is a much more profound task than just a way to get rid of information overload. Now by “goals” I don’t mean things like “get rich, have kids, and live a good life”. I mean something much more within your immediate grasp. Something that can be achieved in the near future — like within a month (or a year) at most.

Basically, something that you want to attract to your life, and you already have some plan on how you’re going to make it happen. So no hopes and dreams, just actionable, precise goals.

Then once you have your goals, they become a set of strategies and tactics you need to act upon.

2. Know What to Skip When Facing New Information

Once you have your goals, plans, strategies and tasks, you can use them to decide what information is really crucial.

First of all, if the information you’re about to read has nothing to do with your current goals and plans, then skip it. You don’t need it.

If it does, then ask yourself these questions:

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  • Will you be able to put this information into action immediately?
  • Does it have the potential to maybe alter your nearest actions/tasks?
  • Is it so incredible that you absolutely need to take action on it right away?

If the information is not actionable in a day or two, then skip it.

(You’ll forget about it anyway.)

And that’s basically it. Digest only what can be used immediately. If you have a task that you need to do, consume only the information necessary for getting this one task done, nothing more.

You need to be focused in order to have clear judgment, and be able to decide whether some piece of information is mandatory or redundant.

Self-control comes handy too. It’s quite easy to convince yourself that you really need something just because of poor self-control. Try to fight this temptation, and be as ruthless about it as possible – if the information is not matching your goals and plans, and you can’t take action on it in the near future, then SKIP IT.

3. Be Aware of the Minimal Effective Dose

There’s a thing called the MED – Minimal Effective Dose. I was first introduced to this idea by Tim Ferriss. In his book The 4-Hour BodyTim illustrates the minimal effective dose by talking about medical drugs.

Everybody knows that every pill has a MED, and after that specific dose, no other positive effects occur, only some negative side effects if you overdose big.

Consuming information is somewhat similar. You need just a precise amount of it to help you to achieve your goals and put your plans into life.

Everything more than that amount won’t improve your results any further. And if you try to consume too much of it, it will eventually stop you from taking any action altogether.

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4. Don’t Procrastinate by Consuming More Information

Probably one of the most common causes of consuming ridiculous amounts of information is the need to procrastinate. By reading yet another article, we often feel that we are indeed working, and that we’re doing something good – we’re learning, which in result will make us a more complete and educated person.

This is just self-deception. The truth is we’re simply procrastinating. We don’t feel like doing what really needs to be done – the important stuff – so instead we find something else, and convince ourselves that “that thing” is equally important. Which is just not true.

Don’t consume information just for the sake of it. It gets you nowhere.

The focus of this article is not on how to stop procrastinating, but if you’re having such issue, I recommend you read this:

Procrastination – A Step-By-Step Guide to Stop Procrastinating

Summing It Up

As you can see, information overload can be a real problem and it can have a sever impact on your productivity and overall performance.

I know I have had my share of problems with it (and probably still have from time to time). But creating this simple set of rules helps me to fight it, and to keep my lizard brain from taking over.

I hope it helps you too, especially as we head into a new year with a new chance at setting ourselves up for success.

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Featured photo credit: Pexels via pexels.com

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