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10 Apps and Tools to Be More Productive at Work

10 Apps and Tools to Be More Productive at Work

It seems that today everything is about productivity. It is one of the buzzwords, so we hardly ever take a moment to consider its meaning. Of course, it may vary individually, but for most of us, productivity is about avoiding distractions and keeping a focus on the thing we do, while we do them, which at times can be a challenging task. Even if we are determined not to procrastinate and finish the task as soon as possible, the very means of our work can be distractions galore with all the incoming emails, instant messages and social network updates. The tools below will be a helpful addition to your desktop, tablet or phone optimizing your workflow.

1. Rescue Time

Compatibility: Android, Web platforms

Rescue Time is browser and application time meter that runs in the background and gathers information about how much time you spend on work, networking, reading news, etc. It gives you an invaluable insight into your daily habits and helps to boost your productivity. If you feel that you, perhaps, spend too time on a particular app, you can set reminders, urging you to leave it after a specified period. You can also block the most distracting apps and sites if you want the maximum focus for some time. This product has definitely earned its self-explanatory name: using it leads to some unexpected revelations about the amount of time you waste.

2. TickTick

Compatibility: Android, iOS, Web platforms

This simple task management app is notable thanks to its ability to integrate and synchronize across multiple platforms. It also has a number of unique features, such as for example, the possibility to set location-based reminders. They will be triggered by your leaving or arriving at a predefined location, so you will never forget to finish everything before you leave the office and will always remember to pop into the supermarket to complete your grocery list. This to-do app is not limited to lists: it can help you meet deadlines and boost your productivity thanks to customizable reminders, shared lists, voice memos, tags and priority ranking of the tasks.

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3. Workflow

Compatibility: iOS (iPhone, iPad, Apple Watch)

This productivity app was created to streamline your work by making shortcuts between the apps you use most often to complete certain activities. There is an unlimited number of possible connections and combinations, so Workflow watches you work, learns, and then teaches you how to do it more efficiently. It creates your customized unique workflows, which you can save as new widgets on your home screen or try out the workflows other users have created. This versatile personal automation tool will also help you to manage your social media accounts, calendars, maps, media and more.

4. Trello

Compatibility: Android, iOS, Web platforms

Trello is a project management tool with dashboard, lists, notes, tasks, calendars and more. Its kanban-style system is visual and fun to use. The application of the service varies from personal use to project management on a larger scale. The cards and lists can be shared for collaboration or assigned for task delegation. Although there are many other project management services out there that are more powerful, Trello is perfect for personal use thanks to its flexibility and customizability, which makes the work well-organized and enjoyable.

5. Pumpic App

Compatibility: Android, iOS

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Sometimes we fail to concentrate because our mind is miles away occupied with all kinds of worries. Pumpic will take care of one of them that is the most important – the safety of your loved ones. Wherever you are, with this monitoring app for parents, you can always be sure that your child timely arrived at school or returned home thanks to the GPS tracker. It will also track your kids’ phone activity taking care of their online safety by blocking inappropriate content and applications you find objectionable. With this parental app, you will kill two birds with one stone – put your own mind at rest to be more productive, and help your children to concentrate on their homework, by eliminating all the usual distractions.

6. Pocket

Compatibility: Android, iOS, Web platforms

How much time you waste daily because while surfing the Web in search of relevant information, you come across some interesting and useful articles and cannot help but read them, even if their topic has nothing to do with the task you are currently working on? The probable answer is way too much. On the other hand, you would not wish to miss all those exciting facts that may come in handy later. With the Pocket app, you can save and store everything from the Web and social networks you find worth reading or viewing for the later. Now you do not have to choose between pressing tasks and some useful video, and your curiosity is no longer a time thief.

7. Boomerang

Compatibility: Gmail, Outlook, Android

Boomerang is a mailing service that is helpful in many ways, but its best feature is scheduled email sending. For example, you are working late and composing an elaborate letter, but you wish it to be sent during business hours next day. Or you have colleagues on the other side of the globe and you wish to send them reminders just before their lunchtime. This is all possible with Boomerang – set the time and is will mail your letters for you, and the built-in AI will assist you in writing better. Another useful feature – the reminder service can make a very apt CRM tool – now if you do not get a response to your letter, Boomerang will not let you forget about it. On top of this, there is an “Inbox pause” option – you can hold the incoming emails, so they won’t distract you while you are coping with something urgent.

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8. Gero Time Management Companion

Compatibility: iOS (iPhone and Apple Watch)

To be productive, we should work smart, not hard. If you have a habit of plunging into work and emerging 8 hours later exhausted and burnt-out, Gero Time Management Companion is definitely, what you need. This app is a stopwatch of a kind and its main goal is to nudge you to take your well-deserved scheduled breaks. On default, it is 25 minutes of work and 5 minutes of downtime, but you can set it to whatever intervals suit you. You can also use this app to remind you to do the eye exercises to prevent vision problems, to take medication or simply to refresh yourself.

9. Reporter

Compatibility: iOS

Reporter is a pocket big-data collecting tool for personal use. This app quizzes you on every aspect of your life, asking questions, such as “How did you sleep?” or “Are you alone?” several times a day, collects data from your GPS and step-tracker, and provides quite an insightful feedback into your daily habits and activities. It cross-references everything, so you can see how your mood influences your productivity and so on. The questions and suggested answers are customizable, so you can tweak your Reporter to make self-tracking and building up a personal database quick and seamless.

10. SaneBox

Compatibility: Android, iOS, Web platforms

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In essence, SaneBox is another time savior and it works with any mailbox. It sorts your emails basing on their priority, which it learns from the way you handle your mail. SaneBox watches which kind of messages you open quickly and leaves them in your inbox while moving less urgent emails to folders you have created. This filter also notes which messages usually stay ignored or end up in a bin. There are many other useful features, such as auto-download of attachments to the cloud, “snooze” that postpones letters until the time you are ready to read them, and various notifications. This service is paid, but it does not require installation, so you can use it on any platform.

Productivity is a skill of making the most of our working hours, so there is more time to enjoy other important things. Hopefully, these tools will be a boon to your productivity and will help you improving your life.

Featured photo credit: Ryo Hirosawa/Flickr via flic.kr

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Last Updated on April 22, 2021

How to Work Hard the Smart Way: 4 Daily Rituals to Follow

How to Work Hard the Smart Way: 4 Daily Rituals to Follow

Habits are what sets an average leader apart from a great leader. We can argue that talent is the biggest factor; we may debate how the amount of charisma sets the two apart. Yet, if you were to show me what you believed to be a great leader, I can show you the habits that made her/him great. Great leaders have great habits and know how to work hard the smart way.

Developing Great Habits Is Hard Work

In my early college days, I had spent a lot of time learning how to play the trumpet. Playing the trumpet took time and discipline. I had some natural talent, but not enough to hide my lack of ability. My trumpet teacher was a man of discipline, and there was no doubt he had talent. What stood to me was his work ethic. He had to be one of the hardest working mentors that I had the privilege of working with.

One afternoon, I was in his office getting ready for my weekly trumpet lesson. As I was preparing, my eyes scanned the room and saw that there were quotes all over his office. My eyes rested on one quote that forever changed my thinking about my playing. It was a quote from my high school basketball coach Tim Notke that would become popular through professional athletes Kevin Durant and Tim Tebow:

“Hard work beats talent when talent fails to work hard.”

Hard work trumps talent. The key to success is not found in your talent or ability. Talent and ability are necessary, but they are not the primary factors. They are supporting roles in the story you are writing.

Ultimately, hard work is the key to your success. A good work ethic creates the momentum that propels you forward towards your goals.

Motivation Is Not the Answer

How many times have you seen someone go to a conference, get inspired, and then come home and do nothing?

If motivation were the answer, the world would have transformed hundreds of times over. Yet, when we look out our doors or turn on the news, we do not see a utopian society.

We have thousands of people who become inspired but lack the work ethic to apply anything they have learned. Time and time again frustration creeps in. We are so motivated and inspired by what we see but fail to put in place the things that would change our lives.

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Frustration happens when the gap between what you expect to be true and what is true gets bigger. Motivation tends to create an expectation that is not rooted in reality. We want to take on the world but cannot get off Netflix long enough to do so.

Motivation is not the answer, but working hard is. Good habits and routines that produce success are the byproducts of a strong work ethic. The habits and routines we create and follow are the foundation on which we build a winning life.

How to Work Hard by Working Smarter

Here are 4 routines that will help you learn how to work hard and achieve your short term and long term goals.

1. Define What a Win Looks Like

In football, a player that crosses into the end zone gain points. In soccer, a player kicks the ball into the net to score. Hockey, lacrosse, and basketball are all the same. The player takes the object and moves it into the designated area to gain points. The team with the most points wins the game.

Why is it that we can define what a win looks like in sports, but we fail to do so in our leadership, our businesses, or our homes?

Learning how to work hard without setting a target is futile. It is insanity to work hard without having a clear direction to place your energy. I would argue that defining a win is one of the most important routines that a leader can have. Defining a win separates superficial activity from meaningful activity.

When I define a win, I know the goal line I have to cross[1]. Knowing where the goal line is informs me of the activity I have to engage in to cross it. Without a clear direction, I am spinning my wheels hoping that I will get to a destination I haven’t defined. It is like asking a GPS for directions but failing to input the destination.

4 Steps to Define a Win
  • Know the outcome you desire.
  • Declare the outcome in specific, meaningful terms.
  • Write the outcome down.
  • Set your activity list to only do that which will complete your goals.

Let me give you an example. 15 years ago, I started speaking professionally. As a young and naïve speaker, I thought winning meant that I had to get a reaction from the audience. If they cheered, smiled, or cried, I considered myself a winner. The problem was my lack of understanding of what a win looked like. As a seasoned speaker, my wins look different.

As of today, when I speak, I am not looking for any emotional reactions from the audience. I win if, and only if, I clearly communicated my point so that anyone hearing the talk can take it and apply it to their lives that day. That is how I define a win when I speak now.

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Create a habit of declaring a win. When you do, you will see your productivity soar and your encouragement increase. Pairing a hard work ethic with wise decisions creates victory. Stop being a mouse on a wheel that goes nowhere, and start being the captain of your fleet.

2. Evaluate Your Activity

Not all activity is equal. There are things you must do, things you need to do, and things we can either give away or delete. The greatest challenge of a leader is understanding the difference. Understanding what activity is busywork and what activity is mission work is pivotal.

Not only do we need to learn how to evaluate our activity, but we must make this a core routine in our arsenal of success. Stop working so hard on everything and start learning how to work hard on the right things.

Not every activity will move the needle forward for you. In fact, you were never meant to do everything yourself! Once we stop trying to be a martyr in our leadership, we can start looking at how to take things off our plates through delegation.

Based on the Eisenhower box, there are 4 things that we look at when deciding on which activities are important:

  • Do now
  • Plan to do it later
  • Delegate to someone else
  • Delete it

Powerful questions are the way you discover if the activity is right or not:

  • Does this activity move me towards or away from my goals?
  • Do I have to do this activity or can I give this activity away to someone else?
  • Does this activity have to be now right now or can it be scheduled for later dates?
  • Does this activity have to be done at all?

Evaluating the type of activity you engage in should be a routine that you do daily. Learning how to work hard should create progress. Having a system of evaluation and a routine to do it will help.

3. Prioritize Your Calendar

If you were to show me your calendar, I could show you why you are not further along. When you lack the routine of placing things on your calendar, two things happen.

First, what does not make it on your calendar does not get done.

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It is a simple truth that is often overlooked. Your calendar contains the power to change your life. Yet, we don’t use our calendars to their fullest potential.

“You will never change your life until you change something you do daily. The secret of your success is found in your daily routine.” -John C. Maxwell

Also, if you don’t mark you activities on your calendar, you are leaving it open to other’s priorities.

“The key is not to prioritize what’s on your schedule, but to schedule your priorities.” -Stephen Covey

Having a routine in your life where you place things on your calendar is pivotal to your success. This is not a routine one should overlook.

It’s time to take your leadership and business to the next level. It’s time to start putting your daily routines on your calendar, along with your priorities.

4. Reflect on Your Day and Plan the Next

We are all about the morning routine. Whatever that looks like for you, there should be a routine in the morning that sets you up for success.

Hard work starts when your feet hit the ground in the morning. Creating the habit of winning starts with the first thing you accomplish that morning. If you win your morning, you will win your day.

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Best Morning Routine to Prepare to Work Hard

    But how often have you heard people talk about an evening routine? Tomorrow is won the day before it happens. When you fail to plan your day, you may put your effort toward in the wrong things. Route replaces routine. Indecision replaces decisiveness. Losses replace wins. The discouragement will deflate your momentum and increases the chances of procrastination. That is why we set our schedule the night before.

    “Every battle is won or lost before it is ever fought.” -Sun Tzu

    Working hard doesn’t have to be hard work. It shouldn’t take much out of you learn how to work hard as long as you work smart. Having a time where you reflect on the day and set your priorities is the difference-maker.

    Use these questions to reflect on your day:

    • What went well?
    • What didn’t go well?
    • What can I change?
    • What do I need to start doing?
    • What do I need to stop doing?

    The Bottom Line

    Navigating through life is hard work. Yet, the work doesn’t have to be hard when you work smarter. When you create routines that support your mission, you create wins. Working hard, the smart way will tip the balance in our favor.

    Boxing legend Joe Frazier said:

    “Champions aren’t made in the ring; they are merely recognized there.”

    Champions put in the hard work behind the scenes. The world recognized them as a champion when they saw the results of the hard work. Right now, you are doing the work of creating a champion in yourself.

    That work is setting your routines in order because you now know that success flows from your daily routines. If you are not experiencing the success you desire, then it is time to change things up.

    More on Creating Healthy Routines

    Featured photo credit: Zan via unsplash.com

    Reference

    [1] The Balance Careers: Interview Question: “How Do You Define Success?”

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