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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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        Chintan Maisuria

        Growth Marketing

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        Last Updated on July 21, 2021

        The Importance of Reminders (And How to Make a Reminder Work)

        The Importance of Reminders (And How to Make a Reminder Work)

        No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

        Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

        Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

        A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

        Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

        In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

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        From Creating Reminders to Building Habits

        A habit is any act we engage in automatically without thinking about it.

        For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

        This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

        The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

        That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

        Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

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        The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

        Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

        But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

        The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

        The Wonderful Thing About Triggers — Reminders

        A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

        For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

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        But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

        If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

        For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

        These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

        For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

        How to Make a Reminder Works for You

        Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

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        Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

        Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

        My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

        Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

        I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

        More on Building Habits

        Featured photo credit: Unsplash via unsplash.com

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        Reference

        [1] Getting Things Done: Trusted System

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