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14 Awesome Hacks Shared By A Startup CEO That Will Super Boost Your Productivity

14 Awesome Hacks Shared By A Startup CEO That Will Super Boost Your Productivity
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Want to super boost your productivity? Read on to find out what Matt DeCelles, the co-founder/partner of William Painter, has shared his favorite productivity hacks and tools in Quora.

First off, it’s a 2 step process – prioritization stage and execution stage.

Prioritization Stage

1. Prioritize the most important tasks

Prioritize the most important tasks you need to get done (often the one you are putting off). It is critical to set objectives before working. A great book on this topic is Eat That Frog.

2. Use Trello.com to map out all of the tasks of the company

This gives a macro view of what’s going on and allows you to delegate tasks that may better be completed by another person. AgileZen.comAsana.com and kanbanflow.com are other great Task Management options. Delegation can be one of your best productivity tools!

trello

    3. Delegate (LIKE A BOSS)

    When you enjoy what you do, you will find yourself being much more productive. If you really suck at doing something, chances are there is someone out there that can probably do it for less than $5/hr. Check out Fiverr.comUpwork and ODesk.com etc etc… Slow clap it out for globalization.

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    fiverr

      4. Use a whiteboard to list all of the tasks that are yours to accomplish

      After looking at Trello and delegating out tasks, I put mine on a white board. Usually this is 10-15 tasks.

      *You could also use Evernote or a notepad, but i prefer the whiteboard.

      whiteboard

        5. Use a post-it note to record the 3 most important things

        Use a post-it note to record the 3 most important things you can do on that particular day. The post-it note is beneficial because it has a size constraint.

        post it

          Okay now it comes the fun part.

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          Execution Stage

          6. Set iPhone in Do Not Disturb Mode

          It’s a new feature in iOS 6 that turns off vibrate and all sounds.

          iphone

            6.5 Set Mac in Do Not Disturb Mode (OSX Mountain Lion)

            Pull out the Notification Center on the Mac and scroll up. There is a hidden switch that allows you to shut off Alerts and Banners.

            *Notifications resume automatically the next day in case you forget to turn it back on.

            alert

              7. Remove temptations with Self Control

              SelfControl is a tool that blocks websites you have listed as distracting for a set period of time. Once you set it, there is no way to shut it off until the time expires…which makes you feel like an addict going through withdrawals.  As you notice distractions, be sure to add them to your blacklist.

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              selfcontrol1
                self control

                  8. Use Rescue Time to track your productivity

                  Install RescueTime on your computer and it measures how much time you spend doing particular activities. You then designate whether those activities are productive or not.  It also emails you with a productivity summary for the week.  This will show how much time you spend on Facebook or Youtube per week.

                  *This only needs to be installed once.

                  rescue time

                    9. Use Toggl to track individual task time

                    Start a task and start the timer. It’s shocking to look back on your day and see that it took 10 minutes to send one email etc.
                    *Note* I am not recommending using Toggl all day everyday as it requires too much work and dedication. Use it occasionally to get a picture of where your day goes, both online and offline. It will be eye opening…I promise.

                    toggl

                      10. Take a break when you are not being productive anymore

                      For me I have a really short attention span, and I notice a significant fall off in productivity after about an hour or so of work. Take a break. Go for a walk, do something else. etc…. then get back to work!

                      take a break

                        11. Listen to music

                        Not all music is the same when it comes to being productive. Try out different genres of music and see what works for you. *For me I like music with very few lyrics and has a repetitive beat that gets me almost in a productive trance.

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                        music

                          12. Use VIP Inbox on iOS 6

                          Set up your VIPs (be very selective) and only check those emails. Batch the rest.

                          mailbox

                            13. Batch Your Email (When people are unlikely to respond right away)

                            Email is one of the biggest time wasters. Stay away unless it is absolutely critical to your previously set objectives.

                            Remember that the more emails you send throughout the day, the more you receive. It’s a vicious cycle. 

                            *I batch emails at night or early in the morning when people are less likely to respond right away. It is amazing how fast you can blow through a few hundred emails when you are not replying to instant responses and can move on to other tasks.

                            cycle

                              14. Add “sent from my iPhone” to all email accounts signatures.

                              This way people don’t get upset with you for keeping your emails brief and getting right to the point.

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                              sent from iphone

                                Featured photo credit: Businessman adjusting his tie – closeup shot via shutterstock.com

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                                Anna Chui

                                Anna is the Chief Editor and Content Strategist of Lifehack. She's also a communication expert who shares tips on motivation and relationships.

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                                1 7 Effective Ways To Motivate Employees in 2021 2 How a Project Management Mindset Boosts Your Productivity 3 5 Values of an Effective Leader 4 How to Motivate People Around You and Inspire Them 5 The Importance of Reminders (And How to Make a Reminder Work)

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                                Last Updated on July 21, 2021

                                The Importance of Reminders (And How to Make a Reminder Work)

                                The Importance of Reminders (And How to Make a Reminder Work)
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                                No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

                                Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

                                Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

                                A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

                                Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

                                In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

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                                From Creating Reminders to Building Habits

                                A habit is any act we engage in automatically without thinking about it.

                                For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

                                This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

                                The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

                                That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

                                Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

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                                The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

                                Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

                                But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

                                The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

                                The Wonderful Thing About Triggers — Reminders

                                A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

                                For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

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                                But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

                                If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

                                For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

                                These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

                                For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

                                How to Make a Reminder Works for You

                                Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

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                                Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

                                Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

                                My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

                                Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

                                I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

                                More on Building Habits

                                Featured photo credit: Unsplash via unsplash.com

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                                Reference

                                [1] Getting Things Done: Trusted System

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