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10 Simple Productivity Tricks To Manage Overloaded Information

10 Simple Productivity Tricks To Manage Overloaded Information

Do you need to manage overloaded information? Simple productivity tricks can help you cope with information in your job and your personal and social life.

Here’s how to cope. You need systems to help you to keep track of everything. Once you have a trusted system in place, you can relax. Let’s look at ten simple productivity tricks which will help.

1. Get the list habit.

Lists are essential to help you to manage your overloaded information. You probably use To Do lists all the time; however, lists come in many different forms. Examples include: checklists, planning lists, password lists, reading lists, reference lists, back-burner lists, and goal lists. All your information can be added to a list, or to several lists.

You can even create lists to keep track of lists. For example, you might have a list of lists for “work” and another for “home.” Lists can be text-based, or visual. If you’re a visual person, you’ll find a mind mapping program like FreeMind useful.

I use Evernote to manage my lists. You can use Evernote anywhere, on many difference devices. Its “table of contents” feature is wonderful for lists. With this feature, you can select a number of notes which contain lists and you can create a table of contents note for them all with a couple of clicks. Just drag your list notes to the shortcut bar for easy access.

2. Create and manage collections of reference material and people.

You have reference material you need to access at work, such as price lists and operations manuals. You also have reference material for home. Your home reference material might include insurance policies and manuals for your car and security system.

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If your work reference material has been digitized, store it in Evernote. Keep printed material in a filing cabinet, or on a shelf.

Most of your home reference material won’t be digitized. Store insurance policies in a fireproof safe, and other material, like manuals and tax returns, on a shelf, or in a drawer. Digitize home reference material when you have time, but keep the originals.

Vital: make lists of your reference materials, so you know where a specific reference is stored. Keep these lists in Evernote.

3. Organize long lists and folders from A to Z.

You need a way to organize long lists and folders of material. The easiest way is to sort materials alphabetically. You can also sort your material by date. You may also want to use a combination of both.

For example, if you’re organizing work material on your computer, you may choose to create a new folder for each year, then sub-folders for each month, or sub-folders for each client.

4. Archive old and out-of-date materials.

Decide when you’ll archive materials you no longer need, both on your computer, and print materials. You can choose to archive once a year. However, archiving once a month can be more efficient.

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If you choose to archive once a month, schedule some time on the last working day of the month.

Move computer materials to archive folders. Buy large plastic archive boxes for print materials, and move materials from your filing cabinets to the archive boxes. Add labels to your boxes, so you can see what they contain at a glance.

5. Add tickler dates to bubble up key things to the top of your lists.

Some things need to happen on specific dates, so if you have lots of print materials, you need a tickler file. Ticklers are date-labelled folders, one for each day of the month. File your materials in the appropriate future day’s folder, so you can deal with the contents on that day. You can create separate tickler files for work and for home.

Need a computer tickler file? Evernote’s reminders work well. You’ll be reminded of notes on any date you choose.

6. Decide whether you’re optimizing material for storing or retrieving.

If you think you’ll rarely need to look at something again, archive it in an archive box, or in an archive folder on your computer. These kinds of materials include old tax returns, completed project files, materials for events like weddings after the big day, and photos.

Things you need daily, like passwords, timetables and price lists, need to be stored so you can retrieve them in seconds. Put print material within arm’s reach, and store digital materials so you can access them with just a click.

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7. Build productive habits: establish a daily routine to manage information.

Information arrives constantly. Email can be a hassle, so establish an “inbox zero” habit. Be ruthless. Delete, delete, delete. Schedule email replies, or reply immediately, with as short a response as possible. Check your email no more three times a day.

At work, if you’re not sure where a document belongs, store it on your physical or computer desktop. File everything on both desktops at the end of the working day.

At home, deal with the day’s mail immediately, and trash what you can. Put everything that needs a response in your tickler file.

8. Cut down on input so you can focus on output.

Consider going on an information diet so you can be more productive:

Like any good diet, the information diet works best if you think about it not as denying yourself information, but as consuming more of the right stuff and developing healthy habits.

How much of your information overload is just a habit? You may decide that you don’t need to check Facebook three times a day.

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9. Take regular breaks to avoid overwhelm.

Do Nothing for Two Minutes
    Do Nothing for Two Minutes

    Try this useful free Web app: Do Nothing for Two Minutes. As the name suggests, you’re encouraged to do nothing on your computer for two minutes. If you touch your mouse or your keyboard, you fail.

    This app encourages you to take breaks. Not only does a break clear your mind, it reduces stress. Think of the two minutes as a way of rebooting your brain.

    10. Prioritize items daily, weekly, and monthly.

    You’ll feel overwhelmed and overloaded with information unless you set priorities. At the start of each month, create a priorities list which will help you to achieve your goals. Then break the list down into weekly and daily priorities.

    Prioritize your tasks at the beginning of the day. Do the highest priority tasks first. If you need to complete a sales report for a board of directors meeting, that’s your main priority for the day. Checking your email can wait until you’ve completed the report.

    Try these simple productivity tricks. Although you have no way of avoiding a constant flood of information, you can manage it, and feel in control.

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    Last Updated on February 15, 2019

    7 Clever Goal Tracker Apps to Make the Most of Your Business in 2019

    7 Clever Goal Tracker Apps to Make the Most of Your Business in 2019

    There’s nothing more fulfilling than the sense of accomplishment you get by achieving your business goals.

    Gone are the days when you used pen and paper to take notes and manage your work day. As millennials are relying heavily on technology to manage almost everything from finances to their personal fitness, goal tracking apps are also becoming increasingly popular.[1]

    In this piece, we will shed some light on 7 such goal tracking apps that you can use to streamline your operations.

    I have handpicked these apps from a software rating web services site Best Online Reviews. Industry experts review software on these websites and help businesses to find the right solutions to meet their various, unique business requirements.

    1. Aha!

      Aha! is a California-based roadmap software provider and offers excellent goal tracking app that lets you define goals and objectives for projects. The app also lets you list out primary tasks and allows you to focus on them.

      Hosted securely on the cloud, the app offers enhanced communication tools for sharing updates through emails with select colleagues or the entire organization.

      Aha! is available on multiple platforms such as the web, Android, iOS, Windows, etc. and starts from $59 per month per user.

      Available for Web

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      2. Asana

        Asana is one of the more popular project management apps available for businesses. It lets you organize all your team’s work, such as setting up and tracking goals, creating tasks, sharing files and notes, etc.

        Asana also allows your team to organize all their tasks and focus on urgent priorities. Moreover, the app offers a delightful user experience that makes task management simple and easy.

        Asana is available on multiple platforms from PCs and Mac to iOS and Android. Multi-channel adaptability makes Asana the perfect choice to track your goals anytime, from anywhere.

        Available for iOS | Android | Web

        3. Basecamp

          Basecamp is an excellent tool to manage all your team’s projects and keep your activities organized. It opens a new thread for every task and that task is visible by the whole team.

          With Basecamp, you can schedule tasks, add to-dos, discuss tasks by adding comments, add files and attachments, and much more.

          The app is available on both mobile and desktop platforms and costs $99 per month. It is available on the web, Android, and iOS platforms and offers excellent multi-channel access.

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          Available for iOS | Android | Web

          4. Forecast

            An efficient tool for successful task management, Forecast is also a popular goal tracking app. Apart from effective milestone tracking, the app also offers convenient status reporting.

            Forecast uses project history to let you know the status of your current work. Moreover, it uses the power of artificial intelligence (AI) to provide high-quality assistance. It is a robust app for small teams to track goals and time.

            Forecast is available for free and comes with Android and iOS app support. The premium version of the app starts from $19 per month per user.

            Available for Web

            5. Wrike

              Wrike is a cloud-based collaboration and project management app that successfully manages projects from start to finish. It lets you create tasks, track work progress and retrieve reports with ease.

              The app also gives real-time work updates and helps team members to understand their work priorities. A custom report builder helps you to generate in-depth reporting.

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              Wrike’s premium version is available from $9.80 per month per user and is available on multiple platforms.

              Available for iOS | Android | Web

              6. Todo.vu

                Todo.vu is a unique platform that delivers enhanced customer relationship management (CRM), task management, time tracking, and billing functionality in a single app.

                According to Capterra, it’s an ideal app for freelancers and consultants, who are looking for tools to improve efficiency and transparency.

                Although the app is free to use with basic features, the premium plan starts from $5 per month per user. The app also comes with calendar sync and task reminder functionality to keep you on track, always.

                Available for Web

                7. Flock

                  Looking for a tool to simplify task management? Try out Flock.

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                  Flock comes with enhanced goal tracking and additional features like instant messaging.

                  Moreover, Flock offers tons of integrations with tools such as Google, MailChimp, Jira, Dropbox, etc. It is a powerful tool that’s packed with robust features such as reminders, notes, polls and to-dos.

                  Even though you can use the tool for free, the paid version of Flock is available from $4.50 per month per user.

                  Available for iOS | Android | Web

                  Conclusion

                  Businesses need high-quality project management tools to streamline collaboration and operations. Enhanced goal tracking apps make it easy for your team to improve productivity by keeping its tasks organized.

                  But it’s essential that you choose an app that meets your unique business requirements. You can choose from the above-mentioned apps to streamline operations and improve the productivity of your team.

                  Featured photo credit: Alvaro Reyes via unsplash.com

                  Reference

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