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Last Updated on August 24, 2018

15 Productivity Hacks That Speed Up Your Efficiency

15 Productivity Hacks That Speed Up Your Efficiency

Need to get more efficient at work? Do you ever have enough time to get it all done?

If you are struggling to find the time to fit it all in, here are 15 productivity hacks that will help speed up your efficiency:

Email management

Let’s start with the chief productivity killer in most offices — emails.

1. Stop checking email first thing

If you want to drown in inefficiency, check your email first thing in the morning.

If you want to become more productive and efficient, eliminate this habit from your day.

Checking your email first thing in the morning puts you at the mercy of others. Take back the control and start your day with the tasks you have planned to do, not the ones someone else thinks you should do.

2. Turn off notifications

When you have your work planned out, you don’t want to be disturbed by an email notification in the bottom right of your screen.

Switch off all notifications. When you receive an email notification or any other type of notification, it disturbs your focus.

If you turn them off, you can have calm, undisturbed focus for as long as your brain will allow.

3. Batch process email

With the notifications turned off, go to your email a couple of times during the day when you have decided it’s time.

Let your emails build up so that you can process them.

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Processing allows you to think clearly about which ones are top priority and which can be left until later. The way they arrive into your inbox is not the order of merit.

4. Unsubscribe to newsletters

Unsubscribe to as many newsletters as possible. Let them clog up some other email inbox.

If you really need to stay subscribed, subscribe under a different email address. This way, you reduce the number of emails coming into your work email address.

Software and apps organization

Now let’s get to the digital organization.

4. Use Sanebox for organized emails

Continuing on the subject of email, try out Sanebox to reduce the amount of emails that get into your inbox in the first place.

Sanebox uses algorithms to determine the importance of each email, and it moves unimportant messages out of the Inbox into a separate folder, and summarizes them for you.

The added bonus is that it works on any platform and has all the same functionality in the phone app too.

5. Use Activewords for faster output

Use a text replacement software such as Activewords to reduce time spent writing repetitive sentences.

Activewords can be used to launch programs, websites, Evernote notes and more. Saving minutes daily can add up to days saved at the end of the year.

6. Try CloudOn to store documents

CloudOn allows you to use Microsoft Word, Excel and PowerPoint to create documents on the go using your iPhone, iPad or Android device.

Users can sync with Dropbox, Google Drive and SkyDrive accounts. You can also email files directly from mobile devices

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7. Use Evernote to organize notes

Evernote has changed my life.

I have a bad memory, but I no longer have to waste time trying to remember where I have stored something because it’s all in Evernote, from my kids artwork to my families identification numbers, from my shopping list to my next book project.

A place for everything and everything in its place.

Productivity in the office

At work, there’re also a couple of hacks you should try to speed up productivity.

8. Delegate

Only do what only you can do. Your philosophy should be to do as little as possible.

Focus on your core strengths and leave the rest of the work to others.

If you are unfortunate to be the person who receives all the delegated work and you don’t have anyone to help you, make sure you are clear about priorities, clarify priorities and goals with your superiors so you can make better decisions when people send work your way.

Here’s a guide that will help you learn how to delegate effectively:

How to Delegate Work (the Definitive Guide for Successful Leaders)

9. Make meetings productive

Make meetings more productive or don’t have them.

Meetings waste an enormous amount of money each year for organizations. Too many people are in attendance that don’t have to be there, and most of them are replying to emails and focusing on something other than the meeting.

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Think of more creative ways to have meetings, but start by avoiding the meetings where you are not really required.

10. Say no

We must learn to say no to others to be able to say yes to ourselves.

Helping others is great but not when it causes us stress trying to complete our own tasks.

Learn to be more assertive and not take on too much work if possible.

Leo Babauta has some good advice on how to say no:

The Gentle Art of Saying No

11. Two minute rule

Another tip from David Allen is that if something takes less than two minutes, do it now.

By adopting this rule, you will clear a lot of things from your To Do list very quickly. It also gives you a sense of satisfaction and achievement which only fuels your productivity.

Brain and body performance

The condition of your health has a lot to do with your productivity, so don’t ever underestimate it.

12. Work with your body

Figure out your natural body rhythms and work with them.

Some of us are more productive at night, others in the morning.

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Don’t fight your natural cycles and try and maximize these times to do your most important tasks

13. Hydrate

When the body is dehydrated we lose energy; when the brain is dehydrated we lose focus.

Ensure you drink water right throughout the day in order to get the most from both your body and mind.

14. Fuel the body

Along with drinking plenty of water, there are many foods that help to keep us energized and focused throughout the day.

Omega oils, known as “brain foods,” help us focus and concentrate.

Proteins and carbohydrates maintain our energy, and a little caffeine can give us a perk when we need it.

Stay aware of your body’s needs and feed it accordingly

15. Exercise

Richard Branson reckons he gets an extra 8 hours of productive time each day from working out in the morning.

Exercise gives us energy, reduces stress and increases focus.

Most productive and successful people have a regular habit of working out. So if you are to only follow one of these hacks, make it this one.

Featured photo credit: Unsplash via unsplash.com

More by this author

Ciara Conlon

Productivity coach, speaker, blogger and author of Chaos to Control, a Practical Guide to Getting Things Done

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Last Updated on March 15, 2019

How to Be a Leader Who Is Inspiring and Influential

How to Be a Leader Who Is Inspiring and Influential

When I began managing people 15 years ago, I thought having a fancy title was synonymous with influence. Over time, I learned that power is conferred based on likeability, authenticity, courage, relationships and consistent behavior. When leaders cultivate these attributes, they earn power, which really means influence.

Understanding influence is essential to professional growth, and companies rise and fall based on the quality of their leadership.

In this article, we will look into the essentials of effective leadership and how to be a leader who is inspiring and influential.

What Makes a Leader Fail?

A host of factors influence a leader’s ability to succeed. To the extent that leaders fail to outline a compelling vision and strategy, they risk losing the trust and confidence of their teams. Employees want to know where a company is going and the strategy for how they will get there. Having this information enables employees to feel safe, and it allows them to see mistakes as part of the learning journey versus as fatal occurrences.

If employees and customers do not believe a company’s leadership is authentic and inspiring, they may disengage, or they may be less inclined to offer constructive criticism that can help a company innovate or help a leader improve.

And it is not just the leadership at the top that matters. Middle managers play a distinct role in guiding teams. Depending on the company’s size, employees may have more access to mid-level managers than they do members of the C-suite, meaning their supervisors and managers have greater influence on the employee and the customer experience.

What Is Effective Leadership?

Effective leadership is inspiring, and it is influential. Cultivating inspiring and influential leaders requires building relationships across the company.

Leaders must be connected to both the teams they lead as well as to their own colleagues and managers. This is key as titles do not make a person a leader, nor do they automatically confer influence. These are earned through trusting relationships. This explains why some leaders can get more out of their teams than others and why some leaders experience soaring profits and engagement while others sizzle out.

Eric Garton said in an April 25, 2017, Harvard Business Review article:[1]

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“… inspiring leaders are those who use their unique combination of strengths to motivate individuals and teams to take on bold missions – and hold them accountable for results. And they unlock higher performance through empowerment, not command and control.”

How to Be an Inspiring and Influential Leader

To be an inspiring and influential leader requires:

1. Courage

The late poet Maya Angelou once said,

“Courage is the most important of all the virtues, because without courage you can’t practice any other virtue consistently. You can practice any virtue erratically, but nothing consistently without courage.”

Courage is required in the workplace when implementing new strategies, especially when they go against professional norms.

For instance, I heard Lisa TerKeurst, bestselling author and founder of Proverbs 31 Ministries, explain her decision to move away from her company’s magazine. While the organization had long had a magazine, she saw a future where it didn’t exist.

In order to make the switch, she risked angering her team members and customers. She took a chance, and what started out as a monthly newsletter, has grown into a multi-dimensional organization boasting half a million followers. Had Lisa not found the courage to change the direction of her organization, they undoubtedly would not have been able to experience such exponential growth.

It also takes courage to give and receive feedback. When leaders see employees who are not living into the company’s mission or who are engaging in behavior that may undermine their long-term success, one must risk temporary angst and speak candidly with the colleague in question.

Similarly, it takes courage to hear constructive criticism and try to change. In business, as in life, courage is necessary for being an inspiring and influential leader.

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2. A Commitment to Face Your Internal Demons.

If you feel great about yourself, enter a leadership position. You are likely to be triggered in ways you didn’t think possible. You are also likely to receive feedback that may leave you second-guessing yourself and your leadership skills.

The truth about leading others is that you get to a point where you realize that it is difficult to take people to places where you yourself haven’t gone.

To be an influential and inspiring leader, you have to face your own demons and vow to continually improve. Influential leaders take their personal evolution serious, and they invest in coaching, therapy and mindfulness to ensure that their personal struggles do not overshadow their professional development.

3. A Willingness to Accept Feedback

Inspiring and influential leaders are not afraid to accept feedback. In fact, they actively solicit it. They understand that everyone in their life has a lesson to teach them, and they are willing to accept it.

Inspirational leaders understand that feedback is neither good nor bad but rather an offering that is critical to growth. Even when it hurts or is an affront to the ego, influential leaders understand that feedback is critical to their ability to lead.

4. Likability

Some people will argue that leaders need not worry about being liked but should instead focus on being respected. I disagree. Both are important.

When team members like their boss and believe their boss likes them, they are more likely to go the extra mile to fulfill departmental or organizational goals. Likable leaders are moved to the front of the line when it comes to being influential.

Relatedly, when colleagues feel management dislikes them, they experience internal stress and can spend unnecessary time focusing on the source of their manager’s discontent versus the work they have been hired to do.

So, likability is important for both the leader and the people she leads.

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5. Vulnerability

Vulnerability is critical for being an inspiring leader. People want the truth. They admire leaders who can occasionally demonstrate vulnerability. It promotes deeper relationships and inspires trust.

When leaders can showcase vulnerability appropriately, they destroy the illusion that one must be perfect to be a leader. They also demonstrate that vulnerability is not a dirty word; they too can be vulnerable and ask for a helping hand when necessary.

6. Authenticity

Authenticity is about living up to one’s stated values in public and behind closed doors.

Influential leaders are authentic. They set to live out their values and use those values to guide their decisions. The interesting thing about leadership is that people are not looking for perfect leaders. They are, in part, looking for leaders who are authentic.

7. A True Understanding of Inspiration

Effective leaders are inspirational. They understand the power of words and deeds and use both strategically.

Inspiring leaders appropriately use stories and narratives to enable the teams around them to see common situations in an entirely new light.

Inspirational leaders also showcase grit and triumph while convincing the people around them that success and victory are attainable.

Finally, inspiring leaders encourage the teams they lead to tap into their own genius. They convince others that genius is not reserved for a select few but that most people have it in them.

As explained in the article True Leadership: What Separates a Leader from a Boss:

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“A leader creates visions and motivates team members to work together towards the same goal.”

8. An Ability to See the Humanity in Others

Inspiring and influential leaders see the humanity in others. Rather than treating their teams as mere tools to accomplish organizational goals, they believe the people around them are unique beings with inherent value.

This means knowing when to pause to address personal challenges and dispelling with the myth that the personal is separate from the professional.

9. A Passion for Continual Learning

Inspiring and influential leaders are committed to continual learning. They invest in their own development and take responsibility for their professional growth.

These leaders understand that like a college campus, the workplace is a laboratory for learning. They believe that they can learn from multiple generations in the workplace as well as from people from diverse racial and ethnic backgrounds.

Influential leaders proactively seek out opportunities for learning.

The Bottom Line

No one said leadership was easy, but it is also a joy. Influencing others to action and positively impacting the lives of others is a reward unto itself.

Since leadership abounds, there is an abundance of resources to help you grow into the type of leader who inspires and influences others.

More Resources About Effective Leadership

Featured photo credit: Markus Spiske via unsplash.com

Reference

[1] Harvard Business Review: How to Be an Inspiring Leader

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