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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)

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                                              Last Updated on April 6, 2020

                                              15 Best Productivity Hacks for Procrastinators

                                              15 Best Productivity Hacks for Procrastinators

                                              Let me guess.

                                              You should be doing something else rather than reading this article. But due to some unknown force of nature, you decided to procrastinate by reading an article about how to hack procrastination. You deserve a pat on the back.

                                              Fortunately, procrastination is not a disease. It’s just a mindset that can be changed, however, here are some productivity tips you need to start getting work done:

                                              First, you need to acknowledge that procrastinating is an unhealthy habit. Not only you’re prioritizing unimportant things, basically, nothing gets done. Still unsure if you’re a procrastinator? Check out this article: Types of Procrastination (And How To Fix Procrastination And Start Doing)

                                              Second, your commitment to change is very important. You should be physically, emotionally, and mentally determined to change this habit. If not, then you’ll just succumb to the tempting lure of doing other things rather than your tasks or chores.

                                              Here are sthe best productivity hacks to improve productivity and keep yourself from procrastinating at work:

                                              1. Give (10+2)*5 a Try

                                              Let’s start with a classic but very effective hack called (10+2)*5 created by Merlin Mann,[1] author of 43Folders.com. Don’t worry. This is not a complicated Mathematical formula you need to solve.

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                                              The (10+2)*5 simply means 10 minutes work + 2 minutes break multiplied by 5, completing 1 hour. It is crucial to stick with the time limits and not skipping work and break schedules. The point of this is for you to create a jam-packed routine of work and break schedules. The result? You will eventually skip your break schedules.

                                              2. Use Red and Blue More Often

                                              Clean your desk and remove things that might distract you. According to a Science Daily study[2] about which colors improve brain performance, red was found out to increase attention to details while blue sparks creativity. Surrounding your workplace with these colors not only benefits your brain, it’s also pleasing to the eye.

                                              3. Create a Break Agenda

                                              List all the things you want to do on your break, be it surfing the web, checking your emails, snack time, taking selfies, Facebook/Twitter—everything.

                                              Like the (10+2)*5 hack, squeeze these in between work time but the difference is you schedule these activities for ONLY 20 minutes. Eventually, you’ll take your break minutes wisely. You’re finishing tasks while sidetracking to doing the things you enjoy.

                                              4. Set a Timetable for Your Tasks

                                              Like any other habits, procrastinating is a tough wall to break. Replace this habit with another habit. When you’re assigned a task, set a timetable for each step. Let’s say you have a big research task. Here’s a sample timetable:

                                              9:00 – 9:10 am – Set up all your tools, browser tabs, emails, coffee, etc..
                                              9:10 – 10:00 am – Internet research
                                              10:00 – 10:45 am – Look through existing files
                                              10:45 – 11:00 am – Break time!
                                              11:00 – 12:00 pm – Outline the research report

                                              Deadlines are the best hack for getting things done. Setting a specific time to finish a task creates time pressure even if the deadline has passed.

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                                              5. Take It Outside!

                                              Do yourself a favor and don’t ruin the comfy vibe of your home. If you need to work on a stressful project, do it in a library or coffee shop. You’ll never finish it anyway. Your cozy sofa and toasty bed will just lure you into napping yourself to doom.

                                              6. Become Productively Lazy

                                              Instead of finding all sorts of ways to unproductively procrastinate, use your habit to look for shortcuts and new ways to finish your tasks. Staple multiple papers at a time or master the 3-second t-shirt folding technique. A strong drive combined with laziness sometimes bring out the productive and creative side you never knew you have!

                                              7. Assign a ‘Task Deputy’

                                              It could be your colleague, your supervisor, or your significant other, anyone who has the unforgiving guts to reprimand you when you procrastinate. You could go the extra mile by paying up unfinished tasks or times you open your Facebook or watch a funny cat video on YouTube. Let’s see how five bucks every time you procrastinate will change you.

                                              8. Consider a Gadget-Free Desk

                                              According to a study by Kleiner Perkins Caufield and Byers, average users check on their phones 150 times per day and having your phone just an elbow away just creates sizzle to this habit.[3]

                                              Removing mobile devices and gadgets allows you to focus on your work without the constant interruption from notifications, calls, and text messages. It eliminates the very distracting ambiance and the urge to unlock your phone just because.

                                              9. Prepping the Night

                                              Before hitting the sack to oblivion, prepare everything you’ll need the next day. This will probably take you 15 minutes tops, saving you more time for coffee in the morning.

                                              Spin class at am? Pack up your gym clothes, shoes, socks, etc. or better, create a checklist so you don’t miss anything. You can also prep your food into containers and just grab one before leaving.

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                                              10. Do a 7-Minute Workout in the Morning

                                              Exercising is proven to increase productivity and stimulate release of endorphin or “Happy Hormones”.

                                              Take a jog outdoors and get warmed up for the day. Don’t feel like running outside? Hop on a treadmilli. It’s a great investment and there are a lot of ways you can use a treadmill like endurance running and metabolism training. On a budget? Here’s a 7 minute, no-equipment needed workout you can do at home:

                                              11. Set-up Mini Tasks

                                              If you’re given a big project, break it down into mini tasks. Create a checklist and start with the easy ones until you finish. Got an article to write? Just start with the title and the first sentence. Or perhaps you have a visual presentation to make?

                                              Spend 15 minutes on your outline, take five minutes coffee break, then finish the first two slides. Accomplishing something, no matter how tiny, still gives you that sense of fulfillment.

                                              12. Create an Inspirational Board or Reminder

                                              I found these mini desk chalkboards from Etsy you can use to write motivating quotes.

                                              Or you know what? Simply write “Do it now!” and stare at it for 10 seconds every time you feel like dropping by on Reddit.

                                              13. Redecorate Your Room

                                              Redecorating my room motivates me to maintain that ‘new’ look for some time until I get use to it and eventually stop. So I redecorate again and again, it became a monthly habit really. Here are some DIY ideas you can do to any room without spending much.

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                                              14. Ready Your Nibbles

                                              You know that trip to the pantry? It’s just seconds away but it took you several minutes just to get your fruit snacks in the fridge. Before starting a task, prepare your nibbles on your desk to avoid zoning out and losing yourself on the way to the pantry.

                                              Bonus productivity hacks you can do at home:

                                              15. Schedule Your Chores

                                              Write down your chores in a weekly basis with matching day and time when you should be doing these.

                                              For the artsy folks, you can create fun chore charts like these or simply stick the list somewhere visibly annoying e.g. mirrors, doors, TV. The trick is listing as many chores as you can for the week and including unfinished chores the following week. Who likes seeing a long list of chores first thing in the morning?

                                              More Tips to Overcome Procrastination

                                              Featured photo credit: Glenn Carstens-Peters via unsplash.com

                                              Reference

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