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Actionable Productivity Tips to Streamline your Working Day and Lower Stress

Actionable Productivity Tips to Streamline your Working Day and Lower Stress

As someone who spends her days designing offices and organising office refits, I know what it’s like to feel like I’m losing control of my daily tasks. In an age where people in a range of industries are expected to manage multiple clients, crucial jobs and more menial tasks all at once, organisation is everything. This is especially true when you consider how much workplace stress has risen since the start of the recession.

While absence levels have fallen, 40% of employers recently reported an increase in stress around their workplace. This comes with its own set of problems, as employees go into work unwell and unproductive, and even at risk of serious heart problems.

While completely eliminating stress from your working day isn’t a luxury many people have, I’ve found there are plenty of ways you can streamline your day to day tasks to get yourself organised and start to lower your stress levels.

Delegation doesn’t equal laziness

I often find myself staring, horrified, at my intimidating to-do list. No matter how many tasks I manage to tick off others crop up to replace them almost immediately, meaning I’m constantly on the go and struggling to section off my time.

If this sounds familiar you may also have experienced the feeling that this is your work, so you alone should complete it and, if you’re as good at your job as you think, you shouldn’t be getting behind. This couldn’t be further from the truth. Even the best of us struggle to keep up with the fast paced world of modern work sometimes, so don’t be afraid to delegate certain tasks to others.

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Share the load with your team

If you’re a senior member of your team like me, I find that passing on simpler tasks to junior team members can eliminate a surprising amount of pressure. With me it’s Photoshop work, simple 2D plan work and product image searches, but niggling tasks in any industry are the ones that keep getting pushed aside until later, build up without you really noticing and then loom out of the gloom with a stressful vengeance, just when you think everything is done. Plus, I find they take the fun out of the working day, so saving the more complicated and creative tasks for yourself is an ideal way to inject more interest back into your work.

Share the load with freelancers

Now, I do understand that not everyone has the advantage of heading up or working as part of a team, but there are still ways you can delegate your menial tasks.

Upwork and Amazon Mechanical Turk are both great web platforms where you can submit jobs for their thousands of freelancers to complete on your behalf. These freelancers do obviously ask for payment, but the rates are wonderfully affordable and more than pay for themselves in the time they’ll free up in your busy schedule.

Lists are your best friend

If you work in a role where your tasks are constantly changing and adding up, keeping track of them is essential to organising your thoughts and not forgetting about certain jobs. I find the best way to do this is by making lists.

If, like me, you’re particularly forgetful, you’ll rely on to-do lists to keep track of your work and keep yourself focused throughout the day. You might also find that you’re losing your paper lists among the rest of the documents surrounding your workstation, which is why I thought I’d share my favourite little organisational app.

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Introducing Wunderlist

wunderlist

    Wunderlist is an online to-do list that is actually pretty ‘wunderful’. As well as simply entering your tasks, it gives you the opportunity to keep track of and organise your workload on a deeper level.

    You can set due dates on your tasks and set reminders to go off when you’re approaching a deadline, drag and drop tasks into order of urgency, add sub-notes within tasks, share your to-do lists with other team members or work mates, and even delegate tasks to them. There’s even a Wunderlist app for mobile and tablet so you can add tasks to your lists during meetings on the fly. Brilliant if you struggle to store action points in your mind!

    One of my favourite ways to organise my Wunderlist tasks is in lists created for each specific client or project. This way I don’t have to deal with the confusion of one long task list, or the intimidation that can stem from having a large number of differing tasks grouped together.

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    Manage your emails, don’t let them manage you

    omnifocus

      The first thing I do when I get into work is switch on my computer and check my emails. The bad news is that rather than having a few to reply to and a couple to action into Wunderlist tasks, I’m often faced with an amount in double figures all clamouring to be dealt with “ASAP!”

      While you might log into your emails meaning to simply check them before getting on with the bulk of your work, the reality is that emails can sap a lot of time if not managed correctly. However, whether you’re dealing with just a couple of demanding clients or a large number of clients all at once, there are things you can do to regain control of your inbox.

      Flag things that can wait

      Don’t feel obliged to act on every single email right away. Unless something is super urgent, I always flag emails that can be properly read or dealt with later on. I use this technique with important emails rather than urgent ones, because there is a distinction between ‘important’ and ‘urgent’. Identify what kind of issues and requests classify as urgent within your company and you’ll already have some of the formula in place to better manage your emails.

      Organise your mail with folders

      It isn’t just the sheer volume of emails that can eat into your working day, but the variety of places they come from. From your various clients and colleagues to additional email accounts you’re managing in the same client, they can all get lost among new correspondence from another before you know it.

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      Rather than trying to remember when you received each one and becoming increasingly more stressed when you can’t find it, create different folders to keep track of emails relating to everything from different clients to different tasks and projects – whatever takes priority in your industry.

      Become one of those people you can ‘never get hold of’

      I’m going to get a little controversial here and recommend that you process your emails in 20 – 40 minute bursts around 2 – 3 times per day, and keep your email client closed the rest of the time. I mean closed too, not just minimised.

      I spent the first week of trialling this in a state of panic, especially since I have a client who does the same thing and, as a result, is murder to try and reach! That said though, it’s now a regular part of my working day and I find that it gives me so much more freedom. Having your emails completely out of the picture for a while can be a huge weight off the mind, and gives you the freedom to just get on with your tasks without that email tab lurking in the corner of your eye!

      With so much stress mugging up the modern workplace that not even the most inspirational looking office design can fix, employees need to take their hindrances and intimidations into their own hands. It’s all about organisation and forward planning, and I hope that after working these processes into your working day you’ll start to feel as streamlined and stress free as possible. I know I certainly have!

      Do you have any tips of your own to add to my list? Leave them below; I’d love to try them out!

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      Last Updated on August 16, 2019

      10 Best Calendar Apps to Stay on Track in 2019

      10 Best Calendar Apps to Stay on Track in 2019

      The success of our day is largely dependent on the quality of our planning. Not to miss out anything in their to-dos, some people prefer to make a list of upcoming tasks in a notebook, while others have long started using digital technology solutions.

      Calendar applications are some of the main tools that are worth using to organize our life and plan your time carefully.

      Many people have switched to specific tools; however, there are still some who do not use calendars on a daily basis. They may find some applications uncomfortable to use, non-functional, or expensive.

      In this article, we are going to check out the best calendars apps to help you stay organized.

      1. Cal Calendar

        Cal Calendar has recently appeared on the market of mobile applications (Android, iOS). It is the brainchild of the development team of Any.do that features impressive functionality and well-thought-out design.

        The application comes with many great features, including support for Exchange and Google Calendar, widgets, voice recording, and many more.

        Cal Calendar has direct integration with Any.Do To-Do List, which gives you a unique tandem of two applications.

        Apart from its extended functionality, Cal Calendar is easy to use. The creation of events is very simple and fast.

        What is more, depending on the name of the event, the application automatically adds contacts and geolocation data to the entry description. You can even import your lists and entries from Any.do.

        Cal Calendar is a great option for any type of user. It is very convenient and doesn’t overcomplicate the mode of display.

        Another good thing is that this tool is available for free, so you can use it without spending a dime for the software.

        Available for iOS and Android

        2. Google Calendar

          Google Calendar is the official calendar for Android devices that has been tested out by many users around the globe. If you are right now trying to get away from it, consider changing your mind.

          Since this application is installed on most Android devices by default, many users think that there is nothing special in this program. They are wrong.

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          Google has been updating its calendar for quite a few years, and now it comes in Material Design with advanced event features, direct integration into other Google services (for example, supports reminders and Google Now), and comes with Exchange support.

          The program is super easy and will not cost a dime for you. It is a good thing, right?

          Available for iOS and Android

          3. Jorte Calendar

            Jorte Calendar is one of the most popular calendar applications in the Google Play store.

            The program features a wide range of configuration options, with many design alternatives. You can adjust display mode to your needs and view calendar entries sorted by month, week, or day (by hours). It is convenient for quickly picking the desired date, using task bars, and setting reminders.

            Apart from its ordinary information storing function, this application can be a special cloud service, Jorte Cloud, allowing you to synchronize calendars, schedules, and task lists on multiple devices. The application also supports data importing from Google Calendar.

            For those paying attention to the program design, there is also Jorte Store, where you can buy styles and icons to personalize the calendar. This feature makes Jorte is one of the brightest calendar applications.

            A basic version of the app is free of charge, so if you do not want to spend money on a calendar application, it is a good option.

            Available for iOS and Android

            4. Business Calendar

              Business Calendar is geared towards people who use their calendar for work purposes and business task planning. It offers different modes with wide configuration capabilities.

              The application gives a default view mode by months, and events can be marked in different colors. Display modes/ sorting can be adjusted to your needs (by month, day, year, or events).

              You can also set a multi-day viewing mode to see how things look for the next few days. Scrolling up and down moves you by month, and if you check a few days, they will be shown in a more detailed form.

              The day display mode offers hourly scheduling, and the schedule mode provides a detailed schedule for a single event.

              Business Calendar is a great tool for planning/ scheduling cases, tasks, and events. There is a support for recurring events, which can be set up in just a few clicks.

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              Having purchased software, you can use it to import and export other calendars, delete, copy, or move several events at the same time.

              Android Business Calendar application may seem somewhat chaotic, but it works fine and is easy to work with if you play with it for a while.

              A full version of the application is available for $4.99, but you can also find a free version for the app test drive.

              Available for Android

              5. aCalendar

                aCalendar opens our collection of top 10 calendar applications available on the market today. With its appealing design, easy navigation, and great functionality, it is one of the most popular calendar apps in our list.

                Some of extra functions include color schemes for each case type (48 colors to choose from), different types of demonstrations, different widgets, moon phases, and much more.

                Taking into account it functionality, aCalendar is a reliable calendar application that has an easy-to-navigate interface with three display options. Scrolling from side to side allows you to switch between the display modes of the month, week and day.

                When scrolling down and up, you are moving through the calendar at intervals in accordance with the selected display mode.

                Apart from its time planning feature, aCalendar synchronizes photos from contact lists or social networks to remind you about birthdays, anniversaries, or any other special dates.

                The program also supports data transfer through NFC and full-screen widgets, which eases your work with any data.

                The program is available for free, but you can also get even more features if you buy the extended version of software for $4.99.

                Available for Android

                6. DigiCal Calendar

                  DigiCal Calendar is very similar to Cal Calendar in the fact that the application focuses on design more than on its functionality. However, this doesn’t mean that the application doesn’t serve the purpose.

                  With this calendar application, you can synchronize all your calendars and view them in different ways.

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                  Along with the basic functions, this program comes with support for Google Calendar, Outlook, and includes some unique and interesting features. You can match keywords to the image or set up a dark theme.

                  The app can even show you the weather forecast for three days. There are many other features that deserve the attention of people who really like to use calendar applications.

                  Available for Android

                  7. SolCalendar

                    SolCalendar can be called a universal application. It claims to be an all-in-one digital solution having a basic calendar functionality combined with some other advanced features, such as weather forecast for a specific day.

                    The application supports Google Calendar, as well as tasks, widgets, lunar calendar and even Foursquare.

                    Those searching for a calendar application to cover just everything in its functionality, SolCalendar is a program to consider. There are a lot of interesting things in this application; the program does an excellent job working in “all-in-one” mode.

                    Test SolCalendar – the application is available for free. You can test it out without purchasing the service.

                    Available for Android

                    8. Calendar

                      Calendar is a relatively new app. It works as a web app and for both iOS and Android devices. It is an intelligent app that learns your contacts, schedule and tasks. It also helps you schedule and arrange meetings according to your available time slots.

                      A good thing about Calendar is that it allows you to sync up with other calendars you use such as Apple Calendar and Google Calendar. And so you can manage all the calendars you have in one place.

                      Calendar also gives you analytics of your meetings, giving you a clear picture on how you can improve your time management.

                      Available for Desktop, iOS and Android

                      9. Today Calendar

                        Today Calendar is one of the most hip and edgy calendars in our list. The solution was one of the first ones that really embraced Material Design and remains one of the few that adhere to the neat style.

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                        The calendar application offers bold colors, simple controls, and great functionality. This is not as heavy an application as many others; it will not eat all the memory of your device.

                        If you are not searching for something complicated and over-functional, Today Calendar is what you need. You can always test the application before paying for it – the program is available for free.

                        Available for Android

                        10. Calendar Widget: Month

                          Sometimes people do not need a heap of calendar applications. They would prefer to have one efficient calendar widget.

                          Calendar Widget: Month perfectly fills this niche and meets all the needs of a modern user. It has some features of an ordinary calendar, but the real great thing about this software is that it has 80 or more themes in its library.

                          The design of the application is great; the themes are perfectly tuned. There are options for almost any theme of your smartphone. The only drawback is the fact that the widget memory is not too large, and you should be ready for it.

                          This simple calendar widget was created in the image and semblance of widgets from Yahoo. The widget window displays one calendar month with the ability to go to the previous and move to the next one.

                          If you need a simple and affordable calendar to plan your tasks and affairs for one month, this widget is ideal for you. Calendar Widget: Month is so simple that it does not even have Google Calendar support.

                          At the moment, it does not have the function of connecting any third-party calendars and services. Developers allow the possibility of introducing support for Google service as an addition to the widget, if users request to have this opportunity.

                          Available for Android

                          Our Verdict

                          Searching for the right application to manage your various calendars and plan your busy day can sometimes turn into a streak of obstacles.

                          Most of us need flexible applications that can be easily used to manage our tough schedule. The application should have all necessary time planning functions and be intuitive.

                          Stylish design and limitless compatibility also matter. It is not always easy to find such a program.

                          The above digital calendar solutions fall under the category “worth” of being used. They are modern, multifunctional, easy, and easy. Pick the one you like!

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                          Featured photo credit: Unsplash via unsplash.com

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