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5 Must-Have Tools for Highly Effective People

5 Must-Have Tools for Highly Effective People

If you don’t consider yourself to be a highly efficient person, you are not getting the most out of everything that you are doing. It is particularly important for business owners to be efficient, and it isn’t always easy because there are always so many things to do. That is why there are apps and tools available that will help anyone to become more efficient and productive. But, which tools are the best to use? To help you become more efficient, we have compiled a list of our top five favorite efficiency tools.

1. XMind

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xmind

    This is the most popular mind mapping tool available today, and now it comes with the Cloud. It is fast and easy to synchronize files across Macs and PC’s. Also, it allows you to view and even edit your mind maps in your browser. XMind has Idea Factory brainstorming mode and over 60,000+ pretty icons to help you clarify thinking and boost your productivity. This is a great tool to use when you want to get input from various groups so all voices can be heard equally. The more you can learn, the more efficient you are going to be, and more will get done. XMind has a free version, and the Pro version only costs $99 now. And, the latest good news is that XMind for iOS will be soon released.

    2. Realtime Board

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    realtime board

      Having to wade through dozens or even hundreds or more emails daily can bog you down, and diminish your effectiveness. This tool will help to change all of that. You will never get lost in endless email chains and many messengers when you are using this tool, and you can gather feedback, give comments, mark things up, and see real-time updates. Basically, it will be taking the place of the traditional office whiteboard, and you will be much more efficient.

      3. MarketCircle

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      marketcircle

        This app is going to greatly increase your productivity as a small business owner, and the productivity of your business. This is a business app that has been specifically created for the Mac, iPhone, and iPad. You can get a free trial, so there is no risk at all, and you will likely end up paying for this service that is going to help you immensely. Use this app to manage customer relations, schedule meetings, sales, projects, opportunities, emails, and a whole lot more. This is going to help improve your efficiency, and improve productivity in your business, which of course leads to improved sales.

        4. Basecamp

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        basecamp

          It can be really difficult to keep a team interested in a project, and have everyone working on the same page. This app makes things a lot easier. You can use this tool to keep everything organized altogether. Use it for managing multiple emails, chats, and more. This tool has been popular for more than 12 years, and more than 100,000 companies are using it because it is proven to work and increase efficiency and productivity. If all of these companies are using this app, what are you waiting for? Try it today and see just how much it can do to improve your efficiency.

          5. Trello

          trello

            Working with a team can be difficult, but it is a lot easier when you are using this awesome tool. The boards, lists, and cards will let you get more organized, faster. It will also let you prioritize all of your projects in a way that is fun, flexible, and ultimately, rewarding. You can sign up for free, so you have nothing to lose. Enjoy being able to drag and drop cards between lists so you can show progress. Add people as needed and drag them to the cards, and add reorder lists when you need them. Everything you need to know about any current project can be seen at a glance, and updates are in real time.

            Featured photo credit: Matthew Dix via unsplash.com

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            Last Updated on January 21, 2020

            How to Increase Work Productivity: 9 Ground Rules

            How to Increase Work Productivity: 9 Ground Rules

            We all have those days when completing our assigned tasks seems beyond reach. With the temptation of social media, mobile games, and the internet in general—not to mention the constant bustle of people in the office—it’s easy to fall prey to disruptions and distractions at work.

            So, what can we do about it? How to be productive at work?

            While we don’t have a foolproof system that can completely eliminate disturbances and diversions, we do have 9 ground rules that can be applied to help give your productivity levels a boost.

            Keep reading to find out our tips on work productivity.

            What Does It Mean to Be Productive?

            How to be productive at work?” is the age-old question plaguing employees and employers alike around the world. Regardless of where you work and what you do, everyone is always looking for new ways to be more efficient and effective.

            But what does being productive actually entail?

            Completing more tasks on your list or working longer hours doesn’t necessarily mean you’re being more productive. It just means you’re more busy, and productivity shouldn’t be confused with busyness.

            Productivity means achieving effective results in as short amount of time as possible, leaving you with more time to enjoy freely.

            It involves working smarter, not harder. It means refining processes, speeding up workflows, and reducing the chances of interruptions.

            Productivity is best achieved when looking at your current way of working, identifying the bottlenecks, flaws, and hindrances, and then finding ways to improve.

            9 Ground Rules on How to Be Productive at Work

            1. Avoid Multitasking

            Multitasking can give the impression that more tasks can be accomplished as you’re doing multiple things at once. However, the opposite is true.

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            Research has shown that attempting to do several things at the same time takes a toll on productivity and that shifting between tasks can cost up to 40 percent of someone’s time.[1] That’s because your focus and concentration is constantly hindered due to having to switch between tasks.

            If you have a lot of tasks on your plate, determine your priorities and allocate enough time for each task. That way you can work on what’s urgent first and have enough time to complete the rest of your tasks.

            2. Turn off Notifications

            According to a Gallup poll, more than 50 percent of US smartphone owners admit to checking their phones a few times an hour.[2]

            Switching off your phone—or at least your notifications—during work hours is a good way to prevent you from checking your phone all the time.

            The same applies to your computer. If you have the privilege of accessing social media on your work desktop, switch off the notifications on there.

            Another good tip is to logout from your social media accounts. Therefore when you feel the urge to check it, you might be swayed because your page isn’t so easily accessible.

            3. Manage Interruptions

            There are certain disruptions in the office that are unavoidable such as your manager requesting a quick meeting or your colleague asking for assistance. In order to deal with this, your best approach is to know how to handle interruptions like a pro.

            Be proactive and inform the people around you of your need to focus. Turn your status on as “busy/unavailable” on your work chat app.

            If you’re on a deadline, let your colleagues know that you need to concentrate and would really appreciate not being interrupted for the moment, or even work from home if that’s a feasible option for you.

            By anticipating and having a plan in place to manage them, this will minimize your chances of being affected by interruptions.

            4. Eat the Frog

            Mark Twain once famously said that:

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            “if it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”

            What this basically means is that you should get your biggest, most urgent task out of the way first.

            We all have that big, important task that we don’t want to do but know we have to do because it holds the biggest consequence if we don’t complete it.

            Eat the frog is a productivity technique that encourages you to do your most important, most undesirable task first. Completing this particular task before anything else will give you a huge sense of accomplishment. It will set the ball rolling for the rest of the day and motivate you to eagerly complete your other tasks.

            5. Cut Down on Meetings

            Meetings can use up a lot of time, which is time that can be used to do something useful.

            You have to wait for everyone to arrive, then after the pleasantries are out of the way, you can finally get stuck into it. And sometimes, it may take a whole hour to iron out one single issue.

            The alternative? Don’t arrange a meeting at all. You’ll be surprised at how many things can be resolved through an email or a quick phone call.

            But that doesn’t mean you should eliminate meetings altogether. There are certain circumstances where face-to-face discussions and negotiations are still necessary. Just make sure you weigh up the options prior.

            If it’s just information sharing, you’re probably better off sending an email; but if brainstorming or in-depth discussion is required, then an in-person meeting would be best.

            6. Utilize Tools

            Having the right tools to work with is crucial as you’re only really as good as the resources you have at your disposal. Not only will you be able to complete tasks as efficiently as possible, but they can streamline processes. Said processes are essential to a business as they manage tasks, keep employees connected, and hold important data.

            If you’re the manager or business owner, ensure your team has the right tools in place.

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            And if you’re an employee and think the tools you currently have to work with aren’t quite up to par, let your manager know. A good team leader understands the significance of having the right tools and how it can impact employee productivity.

            Some examples of tools that could be used:

            Communication
            • Slack for team chat and collaboration.
            • Samepage for video conference software.
            • Zendesk for customer service engagement.
            Task Management
            • Zenkit for task and project collaboration.
            • Wunderlist for listing your to-do’s.
            • Wekan for an open source option.
            Database Management
            Time Tracking
            • Clockify for a free tracker.
            • TMetric for workspace integrations.
            • TimeCamp for attendance and productivity monitoring.

            You can also take a look at these Top 10 Productivity Tools to Help You Achieve 10x More in Less Time.

            7. Declutter and Organize

            Having a disorganized and cluttered workspace can limit your ability to focus. According to researchers, physical clutter can negatively impact your ability to concentrate and take in information.[3] Which is why keeping your work environment well ordered and clutter-free is important.

            Ensure you have your own system of organization so you know what to do when the paperwork starts to pile up.

            Being organized will also ensure that you know where to find the appropriate stationery, tools, or documents when you need it. A US study reveals that the average worker can waste up to one week a year looking for misplaced items.[4]

            Here’s a useful guide to help you declutter and organize: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)

            8. Take Breaks

            Taking regular breaks is essential for maintaining productivity at work. Working in front of a computer can lead to a sedentary lifestyle which can place you at a higher risk of heart disease, diabetes, and obesity. Even a 30 second microbreak can increase your productivity levels up to 30 percent.

            As well as your physical health, breaks are also crucial for your mental and emotional wellbeing. That’s because your brain is like a muscle, the more it works without a break, the easier it is for it to get worn out.

            Ensuring you actually take your breaks can prevent you from suffering from decision fatigue. It can also help boost creativity.

            Take a look at this article and learn why you should start scheduling time for breaks: The Importance of Scheduling Downtime

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            9. Drink Water

            Although we know we should, it’s easy to forget to drink enough water during the working day.

            Many of us turn to tea or coffee for the caffeine hit to keep us going. However, like taking breaks, drinking water is essential for maintaining productivity levels at work. It’s simple and effective.

            Not drinking enough water can lead to dehydration and also headaches, tiredness, and weight gain.

            A good tip to avoid dehydration is to keep a water bottle at your desk as it can serve as a reminder to constantly drink water.

            If you find the taste of water a little bland, add some fruit such as cucumber or lemon to give it a better taste.

            You can also get more ideas on how to drink more water here: How to Drink More Water (and Why You Should)

            The Bottom Line

            The preceding 9 ground rules on work productivity aren’t the be-all, end-all. You and the company you work for may have other tips on how productivity is best increased and maintained.

            After all, it’s something that can be perceived differently depending on the exact job and work environment.

            In saying that, however, the 9 ground rules serve as a good foundation for anyone finding themselves succumbing to disruption and distraction, and are looking for ways to overcome them.

            A good tip to keep in mind is that change doesn’t happen overnight. Start small and be consistent. If you slip up, just dust yourself off and try again.

            Developing habits happens gradually, so as long as you keep up with it, you’ll soon start to notice the changes you’ve been making and eventually enjoy the fruits of your labor.

            More About Boosting Productivity

            Featured photo credit: Cathryn Lavery via unsplash.com

            Reference

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