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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 September 24, 2020

        17 Ways Learn New Skills Faster and Enjoy the Process

        17 Ways Learn New Skills Faster and Enjoy the Process

        In the movie The Matrix, everyone was intrigued with the ability that Neo and his friends possessed to learn new skills in a matter of seconds. With the incredible rise in technology today, the rapid learning in the movie is becoming much more of a reality than you realize.

        The current generation has access to more knowledge and information than any before it. Through the internet, we are able to access all sorts of knowledge to answer almost every conceivable question. To become smarter, it’s more about the ability to learn faster, rather than being a natural born genius.

        Here are 17 ways to kickstart your Matrix-style learning experience in a short amount of time.

        1. Deconstruct and Reverse Engineer

        Break down the skill that you want to learn into little pieces and learn techniques to master an isolated portion. The small pieces will come together to make up the whole skill.

        For example, when you’re learning to play the guitar, learn how to press down a chord pattern with your fingers first without even trying to strum the chord. Once you are able to change between a couple of chord patterns, then add the strumming.

        2. Use the Pareto Principle

        Use the Pareto Principle, which is also known as the 80 20 rule. Identify the 20% of the work that will give you 80% of the results. Find out more about the 80 20 rule here: What Is the 80 20 Rule (And How to Use It to Boost Productivity)

        Take learning a new language for example. It does not take long to realize that some words pop up over and over again as you’re learning. You can do a quick search for “most commonly used French words,” for example, and begin to learn them first before adding on the rest.

        3. Make Stakes

        Establish some sort of punishment for not learning the skill that you are seeking. There are sites available that allow you to make a donation toward a charity you absolutely hate if you do not meet your goals. Or you can place a bet with a friend to light that fire under you.

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        However, keep in mind that several studies have shown that rewards tend to be more motivating than punishment[1].

        4. Record Yourself

        Seeing yourself on video is a great way to learn from your mistakes and identify areas that you need to improve. This is very effective for any musicians, actors, speakers, performers, and dancers.

        5. Join a Group

        There are huge benefits to learning in a group. Not only are you able to learn from others but you’ll be encouraged to make progress together. Whether it’s a chess club, a mastermind group, or an online meet-up group, get connected with other like-minded individuals.

        6. Time Travel

        Visit the library. Although everything is moving more and more online, there are still such things called libraries.

        Whether it’s a municipal library or your university library, you will be amazed at some of the books available there that are not accessible online. Specifically, look for the hidden treasures and wisdom contained in the really old books.

        7. Be a Chameleon

        When you want to learn new skills, imitate your biggest idol. Watch a video and learn from seeing someone else do it. Participate in mimicry and copy what you see.

        Studies have shown that, apart from learning,[2]

        “Mimicry is an effective tool not only to create ties and social relationships, but also for maintaining them.”

        Visual learning is a great way to speed up the learning process. YouTube has thousands of videos on almost every topic available.

        8. Focus

        Follow one course until success! It’s easy to get distracted, to throw in the towel, or to become interested in the next great thing and ditch what you initially set out to do.

        Ditch the whole idea of multitasking, as it has been shown to be detrimental and unproductive Simply focus on the one new skill at hand until you get it done.

        9. Visualize

        The mind has great difficulty distinguishing between what is real and what is imagined. That is why athletes practice mentally seeing their success before attempting the real thing[3].

        Visualize yourself achieving your new skill and each step that you need to make to see results. This is an important skill to help when you’re learning the basics or breaking a bad habit.

        Take a look at this article to learn how to do so: How to Become a Person Who Can Visualize Results

        10. Find a Mentor

        Success leaves clues. The best short cut to become an expert is to find an expert and not have to make the mistakes that they have made.

        Finding out what NOT to do from the expert will fast-track your learning when you want to learn new skills. It is a huge win to have them personally walk you through what needs to be done. Reach out and send an email to them.

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        If you need help learning how to find a mentor, check out this article.

        11. Sleep on It

        Practice your new skill within four hours of going to sleep.

        Josh Kaufman, author of The Personal MBA, is a noted rapid learning expert. He says that any practice done within this time frame causes your brain to embed the learning more rapidly into its neural pathways. Your memory and motor-mechanics are ingrained at a quicker level.

        12. Use the 20-Hour Rule

        Along with that tip, Kaufman also suggests 20 as the magic number of hours to dedicate to learning the new skill.

        His reasoning is that everyone will hit a wall early on in the rapid learning stage and that “pre-committing” to 20 hours is a sure-fire way to push through that wall and acquire your new skill.[4]

        Check out his video to find out more:

        13. Learn by Doing

        It’s easy to get caught up in reading and gathering information on how to learn new skills and never actually get around to doing those skills. The best way to learn is to do.

        Regardless of how unprepared you feel, make sure you are physically engaged continuously. Keep alternating between research and practice.

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        14. Complete Short Sprints

        Rather than to force yourself into enduring hours upon hours of dedication, work in short sprints of about 20-30 minutes, then get up and stretch or take a short walk. Your brain’s attention span works best with short breaks, so be sure to give it the little rest it needs.

        One study found that, between two groups of students, the students who took two short breaks when studying actually performed better than those who didn’t take breaks[5].

        15. Ditch the Distractions

        Make sure the environment you are in is perfect for your rapid-learning progress. That means ditching any social media, and the temptation to check any email. As the saying goes, “Out of sight, out of mind.”

        Before you sit down to learn new skills, make sure that potential distractions are far from sight.

        16. Use Nootropics

        Otherwise known as brain enhancers, these cognitive boosters are available in natural herbal forms and in supplements.

        Many students will swear by the increased focus that nootropics will provide[6], particularly as they get set for some serious cramming. Natural herbal nootropics have been used for thousands of years in Ayurvedic traditions to improve the mind and learning.

        Find out more about brain supplements in this article.

        17. Celebrate

        For every single small win that you experience during the learning process, be sure to celebrate. Your brain will release endorphins and serotonin as you raise your hands in victory and pump your fits. Have a piece of chocolate and give yourself a pat on the back. This positive reinforcement will help you keep pushing forward as you learn new skills.

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        The Bottom Line

        Learning a new skill should be exciting and fun. Whether you use online courses, real world experience, YouTube videos, or free online resources, take time to learn in the long term. Keep picturing the joy of reaching the end goal and being a better version of yourself as continual motivation.

        More Tips on How to Learn New Skills

        Featured photo credit: Elijah M. Henderson via unsplash.com

        Reference

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