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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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                                              1 How Self Care Can Help You Live Your Best Life 2 How to Develop Mental Toughness to Help You Stay Strong 3 How to Calm Down When You’re Stressed and Anxious 4 How to Reinvent Yourself And Redefine Your Future 5 22 Tips for Effective Deadlines

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                                              Published on April 16, 2019

                                              How Self Care Can Help You Live Your Best Life

                                              How Self Care Can Help You Live Your Best Life

                                              When was the last time you did something for yourself?

                                              Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

                                              Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

                                              However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

                                              And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

                                              So how can you make that happen?

                                              Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

                                              Listen to Yourself

                                              The bulk of self-care is knowing yourself.

                                              This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

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                                              What is your purpose?

                                              Have you ever thought about this question?

                                              Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

                                              In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

                                              Do you feel like you are fulfilling your purpose through any of these roles?

                                              All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

                                              If you have your purpose defined, then that’s awesome! You know what drives you and why.

                                              But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

                                              For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

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                                              If you’d like to learn more about finding your purpose, then I recommend you check out this article:

                                              How to Get Motivated and Be Happy Every Day When You Wake Up

                                              Seek Out Continuous Education

                                              Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

                                              It’s Super Practical

                                              Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

                                              You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

                                              When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

                                              Your Confidence Will Skyrocket

                                              You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

                                              You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

                                              You’ll Be More Desired in the Job Market

                                              Another obvious reason for continuous education, is that your employability will also increase.

                                              With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

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                                              In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

                                              Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

                                              People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

                                              We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

                                              “Knowledge is choice.”

                                              Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

                                              Improve Your Habits (Both at Work and at Home)

                                              Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

                                              Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

                                              Good Habits Allow You to Reach Your Goals

                                              Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

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                                              When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

                                              Habits Make Your Time a Priority

                                              How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

                                              It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

                                              This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

                                              Your Well Being Comes First

                                              We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

                                              If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

                                              The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

                                              Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

                                              Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

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