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3 Apps and Starbucks Coffee Shop Help Me Manage the Workload of My Job and Business

3 Apps and Starbucks Coffee Shop Help Me Manage the Workload of My Job and Business

In the 21st Century, the human race has travelled far from an ape to a primitive man to a well-civilized human being. The journey wasn’t easy but we, as humans, have achieved things which are simply majestic.

Today, with access to the latest technology and tools, our lifestyle is in the most comfortable zone it can be in but at the same time today, one of the biggest challenges our generation is facing is low productivity and managing the workload. Also many of us have multiple interests and to fulfill those interests there are multiple options and tools and it’s all just too overwhelming.

If you have multiple interests, businesses or if you are managing a job and a business at the same time and you are finding it difficult to manage your workload and schedules, then you are not alone. I too was sitting on the fence until I figured out the right technique.

In this post I’ll tell you exactly which three apps I use and how to manage the workload. I’ll also show you the exact technique I use to decide which tasks to put in the calendar and which ones to discard for now in order to get the most out of my available time and to increase productivity.

Three Apps and Starbucks Coffee Shop

The apps I use and hware required (you can use any app that does similar functions) in this technique are:

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  1. DO
  2. Calendars by Readdle
  3. Dropbox Technology

Sometimes I work from home but most of the time I work from Starbucks and there are a few reasons for using Starbucks but I’ll share two of the most important ones. Firstly, it is a great place for having a coffee and networking because there are many other fellow entrepreneurs, freelancers or like-minded people who come and work there. And the second – you can get free WiFi!

Let’s dive in to see why I only leverage these three apps and the detailed workings of this technique.

Growth Three Times Technique

Using this technique, I managed the workload of my business – GrowthRabbit – which helps entrepreneurs and bloggers grow their audiences, businesses and blogs and my involvement in a London based start-up, build a holiday where I oversee their business growth and user experience which helps them achieve their viral growth.

So, we have three apps, let’s start with the first one called Any.DO as well as step one of this technique. I call this technique “Growth Three Times” simply because I use three apps which help me increase my productivity and help me grow.

Step: 1

Any.DO is a to-do list app. This is a great app within this category and it has both free and paid versions but the free version is enough to get you started. I use this app because of its simplicity and easily creatable categories, plus it’s free.

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We are going to use this app as a task planner. We need to create four categories within the app. The names of the categories could be anything as far it is accomplishing our goal. Our goal at this stage is to write down all of the tasks we need to do and then segment them into three different categories.

anydo-task-planner
    1. Big Pot – Generic task pot. Dump all the tasks or work you have to do in here.
    2. Smooth Tasks – Pick and place the tasks from the ‘Big Pot list’ to ‘Smooth Tasks’ list that are urgent and mandatory to do.
    3. May Be Later – Pick and place the tasks from the ‘Big Pot’ list to ‘May Be Later’ list that are not urgent or mandatory. In short, tasks which don’t require your attention right now.
    4. Discard For Now – Pick and place the tasks from the ‘Big Pot list’ to ‘Discard list’ that are not important at all and can be done at any time or at your own leisure.

    Step: 2

    In step 2 we are going to use another app called Calendars by Readdle. This app is basically a calendar/scheduler and it can be easily integrated with other calendars if you wish to do so. There are both free and paid versions but the free version is enough. I use this app because it’s simple, user-friendly and it’s free.

    The first thing to do in this step is to schedule all of our tasks listed under the “Smooth Tasks” category on our app Any.DO into the Calendars by Readdle app based on the task deadlines, urgency and their importance.

    Next, pick tasks from the “May Be Later” category from Any.DO app and schedule all of these tasks into Calendars by Readdle based on their urgency and task deadlines.

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    calendar-schedular

      You see, using this technique of organizing and managing tasks is super easy without being overwhelmed and workload management becomes simple. This is why it’s very important to segment your tasks first and then schedule them into the calendar rather than scheduling the tasks directly.

      An important point to pay attention to: Organize your calendar on a monthly basis and optimize on a weekly basis. I organize my calendar on 29th of each month and then optimize every Thursday using the exact same technique. Thus, any new task that comes up first goes into the ‘Big Pot’ category and after the segmentation process, it goes onto my calendar.

      Step 3: Give A Boost To Your Productivity

      Lastly, I keep all of my files and folders in the cloud – Dropbox technology. I do this because not only it enables me to work remotely but allows me to access and share all of my files and folders from the Dropbox mobile app.

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      dropbox-mobile-app

        So, if anything urgent comes up that requires sharing files, I don’t have to remember to do that when I reach my PC or laptop, I can do that straight away. In fact, using the technology you can cut roots and complete the small tasks here and this can relieve you from stress and ultimately boost your productivity.

        Conclusion

        Productivity is all about your input to output. So whatever you are doing always make sure that you put less effort, which is possible using your creativity, techniques and tools, and get at least 3X the output. One thing is clear, with today’s access to technology we are able to leverage this technology smartly and creatively to manage workloads, schedules, multiple businesses and jobs altogether.

        Which other techniques have you used to manage your workload and schedules? Please let us know in the comments below:

        Featured photo credit: Tortoon Thodsapol via Shutterstock via shutterstock.com

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        Last Updated on November 19, 2019

        7 Signs That You’re Way Too Busy

        7 Signs That You’re Way Too Busy

        “Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

        “Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

        As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

        Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

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        The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

        To help you in that self-assessment, here are 7 signs that you’re way too busy:

        1. You Can’t Remember the Last Time You Took a Day Off

        Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

        “The time to relax is when you don’t have time for it.”

        2. Those Closest to You Have Stopped Asking for Your Time

        Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

        3. Activities like Eating Are Always Done in Tandem with Other Tasks

        If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

        It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

        4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

        One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

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        If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

        5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

        It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

        If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

        Try these 5 Ways to Find Time for Exercise.

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        6. You Dread Getting up in the Morning

        If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

        7. “Survival Mode” Is Your Only Mode

        If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

        So, How To Get out of Busyness?

        Take a look at these articles to help you get unstuck:

        Featured photo credit: Khara Woods via unsplash.com

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