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Ask the Entrepreneurs: 21 Systems to Boost Business Productivity for Good

Ask the Entrepreneurs: 21 Systems to Boost Business Productivity for Good


    Ask The Entrepreneurs is a regular series where members of those involved in the Young Entrepreneur Council are asked a single question that aims to help Lifehack readers level up their own lives, whether in a area of management, communication, business or life in general.

    Here’s the question posed in this edition of Ask The Entrepreneurs:

    What productivity system can you not live without as an entrepreneur?

    1. Manage Projects With Asana

      Although Asana is a project management tool it doubles as a productivity system by making our team and clients more efficient every day. By tracking, assigning and follow up on individual tasks, Asana allows us to eliminate the noise and focus on what action has to be taken today.

      Kelly Azevedo, She’s Got Systems

      2. Share Files Through Dropbox

      Annie Wang

        This must-have app is installed on all our laptops, tablets, and phones. Since we’re often traveling or working remotely, Dropbox is absolutely essential in helping the whole team stay literally in sync. In addition, it makes updating and distributing decks that need to stay extremely up-to-date, like our Media Kit, very simple and efficient.

        Annie Wang, Her Campus Media

        3. Check It Off on Ta-da List

          Ta-da List is the simplest way that I’ve found to create and share a checklist of action items for our team. Team members claim the items that they are working on by checking them off. We have staff ranging from Palo Alto to Senegal (an eight-hour time difference), and Ta-da List keeps us on the same page.

          Allie Siarto, Loudpixel

          4. Producteev Keeps Up Productivity

            Producteev is a cross-platform productivity application. It works online, on Desktop and across mobile applications to help streamline your personal or corporate activities. Producteev is ideal for small teams and we use it extensively in my businesses.

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            Doreen Bloch, Poshly Inc.

            5. Keep Track of Tasks on Any.DO

              I organize my life around “to-dos” and without a doubt the best app to organize these tasks is Any.DO. It’s simple and beautiful, which makes it a pleasure to use on a daily basis.

              Ben Lang, EpicLaunch

              6. Track the Noteworthy on Evernote

                Without a doubt, Evernote. I keep all meeting notes, client info and personal ideas in one place, and am able to access anything and everything from any of my devices on the go. I’ve used it religiously for the past couple years, and can’t help but wonder, “What the heck did I do before Evernote?”

                Matt Cheuvront, Proof Branding

                7. Get It Back With RescueTime

                Jennifer Vargas

                  RescueTime is a great app that runs in the background on your computer. It graphs your activity and breaks it down onto a scale from “very distracting” to “very productive.” It helps me to find the leaks in my productivity so that I can address them and get the most out of my time.

                  Jennifer Vargas, Accompl.sh

                  8. Stop Guessing With Wunderlist

                    Wunderlist has become a wonder for me. Not only is it very easy to input all of your projects, your clients and their associated priorities, but the accessibility of it constantly syncing to all of your portable devices, such as your smartphone, tablet and computer. It is unrivaled and has made my life that much easier, whether in the office or on-the-go.

                    Steven Le Vine, grapevine pr

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                    9. Root Back to BasecampHQ

                    Roger Bryan

                      I’ve used a ton of others and even tried to have my own built, but I always come back to BasecampHQ for project management.

                      Roger Bryan, RCBryan & Associates

                      10. Keep an Eye Out With Trello

                      Patrick Curtis

                        Trello allows me to easily keep track of our major tasks and the stage of development on each. It’s a simple and intuitive interface is perfect for web development teams. Best of all, it’s free.

                        Patrick Curtis, WallStreetOasis.com

                        11. Money Matters on Freshbooks

                        Susan Strayer

                          Client perception is important when you’re small. They need to see you have your act together, especially on the basics. If you can’t get that right, how can you handle their business? Invoicing and expensing with Freshbooks makes it easy for me to look good and work efficiently.

                          Susan Strayer, Exaqueo

                          12. Day-to-Day on Google Calendar

                          Bhavin Parikh

                            Without Google Calendar I’d never get anything done. Since the calendar is web-based, I always have access to it whether it’s on my laptop, iPad, or smartphone. I also use the calendar to block off times when I want to focus on a task for several hours straight.

                            Bhavin Parikh, Magoosh, Inc.

                            13. Capture Leads on Instant Customer

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                            Michael Margolis

                              This CRM system allows me to capture leads when public speaking or networking. From the audience, people can SMS to opt-in to my email list and special offer. Or they can give me a business card, and minutes after I scan it in, it sends them a series of pre-programmed emails with follow-up resources, and a promo offer.

                              Michael Margolis, Get Storied

                              14. Top the To-Do on Google Tasks

                              Eric Bahn

                                I’m a very process-oriented person and I need to have a list of things to accomplish every day. Google Tasks, which is part of your Gmail, is a free task-list service. I update my tasks constantly and it keeps me focused each day.

                                Eric Bahn, Beat The GMAT

                                15. Mix Business With Pleasure on Yammer

                                Natalie MacNeil

                                  Yammer keeps my whole team organized, on track, and in-the-know on all important communication for a particular project. It’s where we share files, discuss goals, and most importantly, where my virtual team has an opportunity to build real relationships with their peers.

                                  Natalie MacNeilShe Takes on the World

                                  16. Stay Up-to-Date Through Glasscubes

                                  Heather Huhman

                                    My team and I use Glasscubes on a daily basis for managing documents, keeping track of tasks and organizing information. It’s great because it’s really cut down on the amount of emails we were sending back and forth — and helps keep track of content and its status.

                                    Heather Huhman, Come Recommended

                                    17. Keep It Clear

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                                    Derek Shanahan

                                      I’m finding a nice balance with Clear, a new iPhone app that’s gotten tons of attention because of the way the designers rethought the touch screen user interface. Underneath, it’s a very basic to-do system, but I’ve never been big on bells and whistles when it comes to productivity. The truly incredible UI is the kicker, and seems to fit well with how I prioritize in my head, so it’s stuck!

                                      Derek Shanahan, Foodtree

                                      18. Just Do It With Do.com

                                      Lucas Sommer

                                        I use Do.com to manage all of my various business projects. It helps me track who is doing what and what is left to be done on any given project. Track time, billable hours, share files, etc. — This site can do it all for free. When I discovered it, I knew I would never go back to emails or Excel for managing projects.

                                        Lucas Sommer, Audimated

                                        19. Hire a Remote Assistant

                                        Garrett Neiman

                                          As a startup social entrepreneur, there is absolutely no way that I could afford a traditional executive assistant. Through YourRemoteAssistant.com, I have a full-time assistant for just $1,099 per month. This serve has enabled me to delegate in an entirely different way at a cost that my organization can afford.

                                          Garrett Neiman, CollegeSpring

                                          20. Pomodoro Technique for Top Productivity

                                          Brenton Gieser

                                            Apps and project management tools can help you manage and prioritize tasks effectively, but when it comes to getting stuff done, use the Pomodoro Technique. Dedicate laser focus to one and only one task for 25 minutes — make sure to use a timer! Once the timer goes off, take a 5-minute break. I find that when I use this technique, I tend to not get distracted by small urgent things.

                                            Brenton Gieser, JoynIn

                                            21. Teux Deux

                                              Teux Deux is perfect for simple to-do lists and I love the accompanying iPhone app!

                                              Erin Blaskie, BSETC

                                              (Photo credit: Steve Jurvetson via Flickr – CC BY 2.0)

                                              More by this author

                                              9 No-Brainer Ways to Track Employee Time Ask the Entrepreneurs: 12 Things Entrepreneurs Should Stop Doing Ask the Entrepreneurs: 9 Best Note Taking Tools Ask the Entrepreneurs: 12 Tips for Mastering Public Speaking Ask the Entrepreneurs: 9 Tasks You Should be Outsourcing

                                              Trending in Productivity

                                              1 Don’t Think You’re a Creative Person? You Can Definitely Change That 2 11 Tactics on Increasing Brain Power, Memory, and Motivation 3 15 Ways to Practice Positive Self-Talk for Success 4 10 Hacks to Increase Your Brain IQ, Focus and Creativity 5 16 Productivity Secrets of Highly Successful People Revealed

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                                              Last Updated on October 14, 2018

                                              Don’t Think You’re a Creative Person? You Can Definitely Change That

                                              Don’t Think You’re a Creative Person? You Can Definitely Change That

                                              Do you think of yourself as a creative person? Do you play the drums or do watercolor paintings? Perhaps compose songs or direct plays? Can you even relate to any of these so called ‘creative’ experiences?

                                              Many people have this common assumption that creativity is an inborn talent, whereby only a special group of people are inherently creative–everyone else just unfortunately does not have that special ability. But, this is far from the truth!

                                              So what is creativity?

                                              Everyone Can Be Creative!

                                              The fact is, that everyone has an innate creative ability. Despite what most people may think, creativity is a skill that everyone can learn. It’s a skill with huge leverage that allows you to generate enormous amounts of value from relatively little input. How is that so?

                                              You’ll have to start by expanding your definition of creativity. Creativity isn’t just about making art or ‘thinking out of the box’. Creativity at its heart, is being able to see things in a way that others cannot. It’s a skill that helps you find new perspectives to create new possibilities and solutions to different problems.

                                              So, if you encounter different challenges and problems that need solving on a regular basis, then creativity is an invaluable skill to have.

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                                              Let’s say, for example, that you work in sales. Having creativity will help you to look for new ways to approach and reach out to potential customers. Or perhaps you’re a teacher. You have to constantly look for new ways to deliver your message and educate your students.

                                              How Creativity Really Works

                                              Let me break another misconception about creativity — which is that it’s only used to create completely “new” or “original” things. Again, this is far from the truth. Because nothing is ever completely new or original.

                                              Everything, including works of art, doesn’t come from nothing. Everything derives from some sort of inspiration. That means that creativity works by connecting things together in order to derive new meaning or value.

                                              From this perspective, you can see lots of creativity in action. In technology, Apple combines traditional computers with design and aesthetics to create new ways to use digital products. In music, a musician may be inspired by certain styles of music, instruments and rhythms to write a new song.

                                              All of these examples are about connecting different ideas, finding common ground amongst the differences, and creating a completely new idea out of them.

                                              Creativity Needs an Intention

                                              Another misconception about the creative process is that you can just be in a general “creative” state.

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                                              Real creativity isn’t about coming up with “eureka!” moments for random ideas. Instead, to be truly creative, you need to have a direction. You have to ask yourself this question:

                                              “What problem are you trying to solve?”

                                              Only by knowing the answer to this question can you start flexing your creativity muscles.

                                              Often times, the idea of creativity is associated with the ‘Right’ brain, with intuition and imagination. Hence a lot of focus is placed on the ‘Right’ brain when it comes to creativity.

                                              But to get the most out of creativity, you need to utilize both sides of your brain, Right and Left, which means using the analytical and logical part of your brain, too.

                                              This may sound surprising to you, but creativity has a lot to do with problem solving. And, problem solving inherently involves logic and analysis. So instead of throwing out the ‘Left’ brain, full creativity needs them to work in unison.

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                                              For example, when you’re looking for new ideas, your ‘Left’ brain will guide you to a place of focus, which is based on your objective behind the ideas you’re searching for. The ‘Right’ brain then guides you to gather and explore based on your current focus.

                                              And, when you decide to try out these new ideas, your ‘Right’ brain will give you novel solutions outside of the ones you already know. Your ‘Left’ brain then helps you evaluate and tune the solutions to work better in practice. So logic and creativity actually work hand in hand, and not one at the expense of the other.

                                              Creativity is a Skill

                                              At the end of the day, creativity is a skill. It’s not some innate or natural born talent that some have over others. What this means is that creativity and innovation can be practiced and improved upon systematically.

                                              A skill can be learned and practiced by applying your strongest learning styles. Want to know what your learning style is? Try this test.

                                              A skill can also be measured and improved through a Feedback Loop, and can be continuously upgraded over time by regular practice. Through regular practice, your creativity goes through different stages of proficiency. This means that you can become more and more creative!

                                              If you never thought that creativity was relevant to you, or that you don’t have a knack for being creative… think again! You can use creativity in any aspect of your life. In fact you should use it, as it will allow you to to break through your usual loop, get you out of your comfort zone, and inspire you to grow and try new things.

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                                              Creativity will definitely give you an edge when you’re trying to solve a problem or come up with new solutions.

                                              Start Connecting the Dots!

                                              Excited to start honing your creativity? Here at Lifehack, we’ve got a wealth of knowledge to help. We understand that creativity is a matter of connecting things together in order to derive new meaning or value.

                                              So if you want to learn how to start connecting the dots, simply subscribe to our newsletter today. In it, you’ll find out how to make use of crucial skills that will push you towards a life transformation– one that you never thought possible. Your personal growth is our commitment.

                                              Featured photo credit: rawpixel via unsplash.com

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