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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

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                                              Trending in Productivity

                                              1 How to Be Productive at Home and Make Every Day a Productive Day 2 7 Things to Remember When You’re Going Through Tough Times in Life 3 20 Productive Hobbies That Will Make You Smarter and Happier 4 Ditch Work Life Balance and Embrace Work Life Harmony 5 The Pomodoro Technique: Is It Right for You to Boost Productivity?

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                                              Last Updated on May 24, 2019

                                              How to Be Productive at Home and Make Every Day a Productive Day

                                              How to Be Productive at Home and Make Every Day a Productive Day

                                              If you’ve ever wondered how to be productive at home or how you could possibly have a more productive day, look no further.

                                              Below you’ll find six easy tips that will help you make the most out of your time:

                                              1. Create a Good Morning Routine

                                              One of the best ways to start your day is to get up early and eat a healthy breakfast.

                                              CEOs and other successful people have similar morning routines, which include exercising and quickly scanning their inboxes to find the most urgent tasks.[1]

                                              You can also try writing first thing in the morning to warm up your brain[2] (750 words will help with that). But no matter what you choose to do, remember to create good morning habits so that you can have a more productive day.

                                              If you aren’t sure how to make morning routine work for you, this guide will help you:

                                              The Ultimate Morning Routine to Make You Happy And Productive All Day

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                                              2. Prioritize

                                              Sometimes we can’t have a productive day because we just don’t know where to start. When that’s the case, the most simple solution is to list everything you need to get accomplished, then prioritize these tasks based on importance and urgency.

                                              Week Plan is a simple web app that will help you prioritize your week using the Covey time management grid. Here’s an example of it:[3]

                                                If you get the most pressing and important items done first, you will be able to be more productive while keeping stress levels down.

                                                Lifehack’s CEO, Leon, also has great advice on how to prioritize. Take a look at this article to learn more about it:

                                                How to Prioritize Right in 10 Minutes and Work 10X Faster

                                                3. Focus on One Thing at a Time

                                                One of the biggest killers of productivity is distractions. Whether it be noise or thoughts or games, distractions are a barrier to any productive day. That’s why it’s important to know where and when you work best.

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                                                Need a little background noise to keep you on track? Try working in a coffee shop.

                                                Can’t stand to hear even the ticking of a clock while writing? Go to a library and put in your headphones.

                                                Don’t be afraid to utilize technology to make the best of your time. Sites like [email protected] and Simply Noise can help keep you focused and productive all day long.

                                                And here’s some great apps to help you focus: 10 Online Apps for Better Focus

                                                4. Take Breaks

                                                Focusing, however, can drain a lot of energy and too much of it at once can quickly turn your productive day unproductive.

                                                To reduce mental fatigue while staying on task, try using the Pomodoro Technique. It requires working on a task for 25 minutes, then taking a short break before another 25 minute session.

                                                After four “pomodoro sessions,” be sure to take a longer break to rest and reflect.

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                                                I like to work in 25 and 5 minute increments, but you should find out what works best for you.

                                                5. Manage Your Time Effectively

                                                A learning strategies consultant once told me that there is no such thing as free time, only unstructured time.

                                                How do you know when exactly you have free time?

                                                By using the RescueTime app, you can see when you have free time, when you are productive, and when you actually waste time.

                                                With this data, you can better plan out your day and keep yourself on track.

                                                Moreover, you can increase the quality of low-intensity time. For example, reading the news while exercising or listening to meeting notes while cooking. Many of the mundane tasks we routinely accomplish can be paired with other tasks that lead to an overall more productive day.

                                                A bonus tip, even your real free time can be used productively, find out how:

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                                                20 Productive Ways to Use Your Free Time

                                                6. Celebrate and Reflect

                                                No matter how you execute a productive day, make sure to take time and celebrate what you’ve accomplished. It’s important to reward yourself so that you can continue doing great work. Plus, a reward system is an incredible motivator.

                                                Additionally, you should reflect on your day in order to find out what worked and what didn’t. Reflection not only increases future productivity, but also gives your brain time to decompress and de-stress.

                                                Try these 10 questions for daily self reflection.

                                                More Articles About Daily Productivity

                                                Featured photo credit: Unsplash via unsplash.com

                                                Reference

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