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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 10, 2020

        The Power of Ritual: Conquer Procrastination, Time Wasters and Laziness

        The Power of Ritual: Conquer Procrastination, Time Wasters and Laziness

        Life is wasted in the in-between times. The time between when your alarm first rings and when you finally decide to get out of bed. The time between when you sit at your desk and when productive work begins. The time between making a decision and doing something about it.

        Slowly, your day is whittled away from all the unused in-between moments. Eventually, time wasters, laziness, and procrastination get the better of you.

        The solution to reclaim these lost middle moments is by creating rituals. Every culture on earth uses rituals to transfer information and encode behaviors that are deemed important. Personal rituals can help you build a better pattern for handling everything from how you wake up to how you work.

        Unfortunately, when most people see rituals, they see pointless superstitions. Indeed, many rituals are based on a primitive understanding of the world. But by building personal rituals, you get to encode the behaviors you feel are important and cut out the wasted middle moments.

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        Program Your Own Algorithms

        Another way of viewing rituals is by seeing them as computer algorithms. An algorithm is a set of instructions that is repeated to get a result.

        Some algorithms are highly efficient, sorting or searching millions of pieces of data in a few seconds. Other algorithms are bulky and awkward, taking hours to do the same task.

        By forming rituals, you are building algorithms for your behavior. Take the delayed and painful pattern of waking up, debating whether to sleep in for another two minutes, hitting the snooze button, repeat until almost late for work. This could be reprogrammed to get out of bed immediately, without debating your decision.

        How to Form a Ritual

        I’ve set up personal rituals for myself for handling e-mail, waking up each morning, writing articles, and reading books. Far from making me inflexible, these rituals give me a useful default pattern that works best 99% of the time. Whenever my current ritual won’t work, I’m always free to stop using it.

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        Forming a ritual isn’t too difficult, and the same principles for changing habits apply:

        1. Write out your sequence of behavior. I suggest starting with a simple ritual of only 3-4 steps maximum. Wait until you’ve established a ritual before you try to add new steps.
        2. Commit to following your ritual for thirty days. This step will take the idea and condition it into your nervous system as a habit.
        3. Define a clear trigger. When does your ritual start? A ritual to wake up is easy—the sound of your alarm clock will work. As for what triggers you to go to the gym, read a book or answer e-mail—you’ll have to decide.
        4. Tweak the Pattern. Your algorithm probably won’t be perfectly efficient the first time. Making a few tweaks after the first 30-day trial can make your ritual more useful.

        Ways to Use a Ritual

        Based on the above ideas, here are some ways you could implement your own rituals:

        1. Waking Up

        Set up a morning ritual for when you wake up and the next few things you do immediately afterward. To combat the grogginess after immediately waking up, my solution is to do a few pushups right after getting out of bed. After that, I sneak in ninety minutes of reading before getting ready for morning classes.

        2. Web Usage

        How often do you answer e-mail, look at Google Reader, or check Facebook each day? I found by taking all my daily internet needs and compressing them into one, highly-efficient ritual, I was able to cut off 75% of my web time without losing any communication.

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        3. Reading

        How much time do you get to read books? If your library isn’t as large as you’d like, you might want to consider the rituals you use for reading. Programming a few steps to trigger yourself to read instead of watching television or during a break in your day can chew through dozens of books each year.

        4. Friendliness

        Rituals can also help with communication. Set up a ritual of starting a conversation when you have opportunities to meet people.

        5. Working

        One of the hardest barriers when overcoming procrastination is building up a concentrated flow. Building those steps into a ritual can allow you to quickly start working or continue working after an interruption.

        6. Going to the gym

        If exercising is a struggle, encoding a ritual can remove a lot of the difficulty. Set up a quick ritual for going to exercise right after work or when you wake up.

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        7. Exercise

        Even within your workouts, you can have rituals. Spacing the time between runs or reps with a certain number of breaths can remove the guesswork. Forming a ritual of doing certain exercises in a particular order can save time.

        8. Sleeping

        Form a calming ritual in the last 30-60 minutes of your day before you go to bed. This will help slow yourself down and make falling asleep much easier. Especially if you plan to get up full of energy in the morning, it will help if you remove insomnia.

        8. Weekly Reviews

        The weekly review is a big part of the GTD system. By making a simple ritual checklist for my weekly review, I can get the most out of this exercise in less time. Originally, I did holistic reviews where I wrote my thoughts on the week and progress as a whole. Now, I narrow my focus toward specific plans, ideas, and measurements.

        Final Thoughts

        We all want to be productive. But time wasters, procrastination, and laziness sometimes get the better of us. If you’re facing such difficulties, don’t be afraid to make use of these rituals to help you conquer them.

        More Tips to Conquer Time Wasters and Procrastination

         

        Featured photo credit: RODOLFO BARRETO via unsplash.com

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