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Use These 12 Free Resources to Get More Organized in 2017

Use These 12 Free Resources to Get More Organized in 2017

2017 has already started but you are not really too late to reflect about what has worked for you and what is not really cutting it. And, after much soul searching, if you have arrived at the conclusion that you need to be more organized in 2017 once and for all, then take my words you are not the only one. But the million dollar question is: how?

When it comes to making life more organized, there is no one-size-fits-all so you have to find out what works best for you.

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

Here is a list of 15 free productivity resources that can get you more organized in the coming year.

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1. Google Drive

For those who swear by Google, Google Drive, which includes Google Spreadsheet and Google Docs, will make your life easy by sharing and editing a range of files. You can even share notes from within a document. It’s absolutely awesome to use. Give it a try!

2. IFTTT

IFTTT stands for ‘If This Then That.’ For those who are hooked on to social media, this cool resource allows various services and apps to connect and work together. You can create your IFTTT recipe to automatically upload your Instagram photos into your Google Drive account. The awesomeness of this resource is that it can be utilized in endless combinations! 

3. Rescue time

You can install Rescue Time on your computer to track down which websites and programs you use the most. For those who want to track their time, it is one of the coolest tools that not only shows which program or website you are spending most of your time at but also shows in which hours you are least productive.

It will also show you the best and worst days of the week. If you buy the resource and become a premium user, you will have the ability to block out distracting sites. Use this tool to stay productive and organized in the New Year!

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4. Toggl

Toogl is a time tracking resource that is extremely easy to use. You just need to click on the Toogl button and the timer will begin. You can easily track the time you take to complete various tasks. It also gives you a weekly report on your performance. 

5. StayFocused

StayFocused is an extended and free version of Chrome that blocks distracting sites like Facebook, Instagram, Twitter, etc while you are working. This tool can be customized – you can choose websites you want to block and the time for which you want it to remain blocked.

6. Chrome to Mobile

This unique extension of Chrome allows you to directly move the web pages and other things that you are surfing, to your phone. It helps you to stay organized and keep browsing the internet easily when on the move. 

7. LastPass

It is an innovative resource that comes in handy for those who struggle to remember their passwords. For those who have a hard time handling too many accounts, this amazing resource remembers all your passwords, so you will not have to panic about remembering passwords anymore!

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This tool can be used across several devices. It stores and audits passwords in your vault so that you can create more secure passwords. It is a secure tool to use. It uses multifactor authentication for your master password. By using this resource, you can definitely stay more organized in 2017! 

8. Pocket

Have you ever come across an amazing content or video but you don’t have the time to check it out at that instant? For those who love blogs, Pocket is an easy-to-use resource that helps you save videos, images, songs, contents, etc to check out later. When you have some free time, you can open it on your mobile or computer and check them easily. This way you can keep your list and life organized!

10. Podkicker

If you are one of those podcast addicts, this is a must-use resource that will help you organize your subscriptions. It has an easy to use interface and above all its free! But you can also update to Podkicker Pro to get rid of unwanted ads. 

10. ELance

Sometimes it can be really challenging to concentrate on jobs but imagine if you could make use of a resource that will do the job for you? If you want someone else to write your blogging content, Elance is the place to visit! You can sign up with the site for free. You have to pay them 10% of what you earn per project. You can try this resource once in a while when you want to hang out with friends or watch a movie without having to lose a client!

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11. Hemingway

Do you have anyone to proofread your blog content after you are done with it? No? Don’t worry, here’s a cool resource that will check the grammatical errors, spelling mistakes, punctuation and sentence fragmentation of your content and highlight the errors so that you can rectify them. Give it a try and stay more organized and focused! 

12. SaneBox

For those who need to keep their email organized, SaneBox has qualities like Sherlock! Yes, it can analyze your past and current mail activity to figure out which mail matters to you and which doesn’t. This resource helps in moving the less significant emails to SaneLater folder which you can retrieve when you have spare time. Unlike some other tools that completely banishe the unimportant emails, here they stay hidden. A perfect resource to stay organized!

Remember that merely signing up for these 15 free resources will not solve all your organization and productivity issues in an instant. Try picking one these resources and stay true to using it every day! If these apps are not of much help then check out the 5 minutes hacks to solve all your woes.

Featured photo credit: http://getrefe.tumblr.com/ via 68.media.tumblr.com

More by this author

Anuradha Sarkar

Digital Marketing Manager

Use These 12 Free Resources to Get More Organized in 2017

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Published on January 16, 2019

How to Effectively Manage a Heavy Workload at Work

How to Effectively Manage a Heavy Workload at Work

We’re all busy, but sometimes we go through periods where the work piles up and it seems like it might never end.

You might have such a heavy workload that it feels too intimidating to even start.

You may have said yes to some or too many projects, and now you’re afraid you won’t be able to deliver.

That’s when you need to take a step back, take a deep breath, and start looking at what’s working and what’s not working.

Here’re 13 strategies you can use to get out from under your overwhelming workload:

1. Acknowledge You Can’t Do It All

Many of us have a tendency to think we can do more than we actually can. We take on more and more projects and responsibility and wear numerous hats.

We all have the opportunity to have and take on more work than we can reasonably expect to get done. Unfortunately, our workload is not static. Even now, while you are reading this article, I’m guessing that your inbox is filling up with fresh new tasks.

To make real, effective progress, you have to have both the courage and resourcefulness to say, “This is not working”. Acknowledge that you can’t do it all and look for better solutions.

At any given time in your life, there are likely many things that aren’t going according to plan. You have to be willing to be honest with yourself and those around you about what’s not working for you, both personally and professionally.

The more you exercise your ability to tell the truth about what’s working and what’s not working, the faster you’ll make progress.

2. Focus on Your Unique Strengths

Whether you’re an entrepreneur, a leader or working as part of a team, every individual has unique strengths they can bring to the table.

The challenge is that many people end up doing things that they’re simply not very good at.

In the pursuit of reaching your goals or delivering a project, people end up doing everything themselves or taking on things that don’t play to their unique strengths. This can result in frustration, overwhelm and overwork.

It can mean projects taking a lot longer to complete because of knowledge gaps, or simply not utilizing the unique strengths of other people you work with.

It is often not about how to complete this project more effectively but who can help deliver this project.

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So, what are your unique strengths that will ensure your workload is delivered more effectively? Here’re some questions to help you reflect:

  • Are you a great strategist?
  • Are you an effective planner?
  • Is Project Management your strength?
  • Is communication and bringing people together your strength?
  • Are you the ideas person?
  • Is Implementation your strength?

Think about how you can bring the biggest value to your work and the projects you undertake.

3. Use the Strengths of Your Team

One of the simplest ways to manage your workload effectively is to free up your time so you bring your highest level of energy, focus and strengths to each project.

Delegation or better teamwork is the solution.

Everyone has unique strengths. It’s essential to think teamwork rather than working in isolation to ensure projects can be completed effectively. Besides, every time you give away a task or project that doesn’t play to your unique strengths, you open up an opportunity to do something you’re more talented at. This will empower both yourself and those around you.

Rather than taking on all the responsibilities yourself, look at who you can work with to deliver the best results possible.

4. Take Time for Planning

“Give me six hours to chop down a tree and I will spend the first four sharpening the axe”. – Abraham Lincoln

One hour of effective planning could save hours of time. Rather than just rushing in and getting started on projects, take the time to map everything in.

You can take the time to think about:

  • What’s the purpose of the project?
  • How Important is it?
  • When does it need to be delivered by?
  • What is the best result and worst result for this project?
  • What are the KPIs?
  • What does the project plan and key milestones look like?
  • Who is working on this project?
  • What is everyone’s responsibilities?
  • What tolerances can I add in?
  • What are the review stages?
  • What are the challenges we may face and the solutions for these challenges?

Having absolute clarity on the project, the project deliverables and the result you want can save a lot of time. It also gets you clear on the priorities and timelines, so you can block out the required amount of time to focus and concentrate.

5. Focus on Priorities

Not everything is a priority, although it can often feel, in the moment, that it is.

Whatever you’re working on, there is always the Most Urgent, Important or Most Valuable projects or tasks.

One tool you can use to maximize your productivity and focus on your biggest priorities is to use the Eisenhower Matrix. This strategic tool for taking action on the things that matter most is simple. You separate your actions based on four possibilities:

  1. Urgent and important (tasks you will do immediately).
  2. Important, but not urgent (tasks you will schedule to do later).
  3. Urgent, but not important (tasks you will delegate to someone else).
  4. Neither urgent nor important (tasks that you will eliminate).

James Clear has a great description on how to use the Eisenhower Matrix: How to be More Productive By Using the Eisenhower Box

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    The method I use with my coaching clients is to ask them to lay out their Top Five priorities for the day. Then to start with the most important priority first. At the end of the day, you review performance against these priorities.

    If you didn’t get everything accomplished, start the next day with your number one priority.

    If you are given additional task/projects during the day, then you will need to gauge their importance V the other priorities.

    6. Take Time Out

    To stay on top of a heavy workload, it’s important to take time out to rest and recuperate.

    If your energy levels are high and your mind and body is refreshed and alert, you are in more of a peak state to handle a heavy workload.

    Take time out of your day to go for a walk or get some exercise in. Leave early when possible and spend time with people who give you a lot of energy.

    In the background, it’s essential to get a good night’s sleep and eat healthily to sharpen the mind.

    Take a look at this article learn about The Importance of Scheduling Downtime.

    7. Maintain a Healthy Work-Life Balance

    Maintaining a healthy work-life balance can be tough. The balance we all crave is very different from one another.

    I’ve written before about 13 Work Life Balance Tips for a Happy and Productive Life. Working longer and harder doesn’t mean achieving more, especially if you have no time to spend with the people that matter most. The quality of who you are as a person, the relationships you have, the time you spend in work, deciding on what matters most is completely within your control.

    Work-life balance is about finding peace within yourself to be fully present, wherever you are, whether that be in the office or at home, right now. It’s about choosing what matters most and creating your own balanced life.

    If you feel there is not enough balance, then it may be time to make a change.

    8. Stop Multitasking

    Multi-tasking is a myth. Your brain simply can’t work effectively by doing more than one thing at a time—at least more than one thing that requires focused attention.

    So get your list of priorities (see earlier point), do the most important thing first, then move to the next item and work down your list.

    When you split your focus over a multitude of different areas, you can’t consistently deliver a high performance. You won’t be fully present on the one task or project at hand.

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    If you allocate blocked time and create firm boundaries for specific activities and commitments, you won’t feel so overwhelmed or overworked with everything you have to do.

    9. Work in Blocks of Time

    To keep your energy up to produce your best results it’s essential to take regular breaks.

    I use the 60-60-30 method myself and teach it to my coaching clients.

    Work on a project for a sustained period of 50 minutes.

    Then take a 10-minute break. This could be taking a walk, having a healthy snack or just having a conversation with someone.

    Then continue to work on the project for a further 50 minutes.

    Then take another 10-minute break.

    Then take a complete 30-minute break to unplug from the work. This could be time for a proper lunch, a quick bit of exercise, reading or having a walk.

    By simply taking some time out, your energy levels stay up, the quality of your work improves and you reduce the risk of becoming burned out.

    10. Get Rid of Distractions

    Make an estimation on how many times you are distracted during an average working day. Now take that number and multiply it by 25. According to Gloria Mark in her study on The Cost of Interrupted Work, it takes us an average of 23 minutes and 15 seconds to return to the original task after interruption.[1]

    “Our research has shown that attention distraction can lead to higher stress, a bad mood and lower productivity.”

    Distractions don’t just take up your time during the distraction, they can derail your mental progress and focus for almost 25 minutes. So, if you are distracted 5 times per day, you could be losing almost 2 hours every day of productive work and almost 10 hours every week.

    If you have an important project to work on, find a space where you won’t be distracted, or try doing this.

    11. Commit Focused Time to Smaller Tasks

    You know sometimes, you need to simply tackle these tasks and take action on them. But there’s always something more pressing.

    Small tasks can often get in the way of your most important projects. They sit there on your daily To Do list but are often forgotten about because of more important priorities or because they hold no interest for you. But they take up mental energy. They clutter your mind.

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    Commit to spending a specific period of time completing all the small tasks you have on your To Do list. It will give you peace of mind and the space to focus more on your bigger priorities.

    12. Take a Time Audit

    Do you know exactly where your time is going each day? Are you spending too long on certain projects and tasks to the detriment of bigger opportunities?

    Spend a bit of time to analyze where you are spending your time. This insight will amaze you and give you the clarity to start adjusting where you focus your time and on what projects.

    You can start by taking a piece of paper and creating three columns:

    Column A is Priority Work. Column B is Good Work. Column C is low value work or stuff.

    Each day, write down the project or task and the time spent on each. Allocate that time to one of the columns.

    At the end of the week, record the total time spent in each column.

    If you are spending far too much time on certain types of work, look to change things so your focused time is in Column B and C.

    13. Protect Your Confidence

    It is essential to protect our confidence to ensure we don’t get overwhelmed, stressed and lose belief.

    When you have confidence as a daily resource, you are in a better position to problem solve, learn quicker, respond to anything, adjust to anything, and achieve your biggest opportunities.

    Confidence gives you the ability to transform fear into focused and relaxed thinking, communication, and action. This is key to put your mind into a productive state.

    When confidence is high, you can clearly see the possibilities at hand and create strategies to take advantage of them, or to solve the challenges you face each day.

    Final Words

    A heavy workload can be tough to deal with and can cause stress, burnout and ongoing frustration.

    The key is to tackle it head on, rather than let it go on and compound the long-term effects. Hopefully, you can take action on at least one of these tips.

    If it gets too much, and negatively affects your physical and mental health, it may be time to talk to someone. Instead of dealing with it alone and staying unhappier, resentful and getting to a point where you simply can’t cope, you have to make a change for your own sanity.

    Featured photo credit: Hannah Wei via unsplash.com

    Reference

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