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Last Updated on July 23, 2019

10 Best Productivity Tools to Get You More Time in 2019

10 Best Productivity Tools to Get You More Time in 2019

Productivity is about maximizing your time and tasks within a reasonable time frame. Depending on who you ask, the priorities vary and are different.

In today’s fast-paced and busy world, we are increasingly depending on tools to boost our productivity . Sometimes we juggle with so many tasks and responsibilities that it becomes difficult to stay on task. So, thankfully, there are apps and services that can help you by sticking to your goals.

Productivity tools are tailored to different lifestyles, and different interests. In this article, I will go over some of the highly-recommended services that helps with optimizing your time and effort.

1. Beeminder

    Beeminder was founded in 2011. It is a motivation tool that helps users visualize goals and set measurable targets.

    For example, if it is about going to the gym, spending less time on social media, learning a new language, investing time on a project with a deadline, this app is right for you. Not only does it help you focus on the goal, but minimize distractions.

    Check out the app here!

    2. Toggl

      Toggl was founded in 2006 and provides online time tracking software tailored towards freelances, graphic designers and consultants. One of the perks of the service is its generous free tier of service.

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      With Toggl, you can keep track of the time you spend on different tasks and review if you’ve spent your time wisely.

      The functionality of Toggl is not restricted by device. In other words, it can work on your computer, tablet and phone while simultaneously keeping track of the number of hours worked on a specific task or project. It is an intuitive and easy-to-use service that provides users the tools they need to keep track of time.

      Check out the app here!

      3. Evernote

        Evernote is a household name and the company was founded in 2000. The app allows users to capture, organize and find your information across multiple platforms.

        You can add to-do’s, images, web pages and has a built-in searchable option. You can organize and customize the notes whatever way you want for a seamless experience.

        Check out the app here!

        4. RecueTime

          RescueTime is headquartered in Seattle and founded in 2007. It is a web-based management tool that monitors a users’ computer usage and time spent on a site.

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          It is available on iOS and Android platforms. It allows users to track not just on mobile, but also on systems like Linux and Windows OS. The experience is seamless and has an intuitive user interface.

          Check out the app here!

          5. Todoist

            Todoist was founded in 2007 in London, England. It is a project management solution that meets the needs of a small and midsize businesses. It offers a three tier pricing scheme: free, premium ($36 per year), and business ($60 per person a year).

            The benefits are that Todoist is cross-platform and has excellent features. It has natural language input and productivity reports. It is definitely a great resource for creating to do lists and getting them done.

            Check out the app here!

            6. Freedom – Block Distractions

              Freedom was founded in 2015. It is a digital distraction solution and offers comprehensive support on more than just one device. It can block distractions across all devices like you Windows PC, you Macintosh, Android phone, iPhone, and tablets.

              The company has three pricing model. Users who sign up can do a monthly, yearly or a forever subscription. What is nice is that once you set what sites to block, the app enforces it across all your devices, so you are less distracted.

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              Check out the app here!

              7. Noizio

                The Noizio was launched in 2014 and it is a minimalistic sound equalizer for Mac OS X and iOS. The premise is very simple, yet effective. You increase your productivity by tuning out the thoughts in your mind or around by listening to relaxing music. You can choose from more than 30 sounds of nature to unwind and enjoy down time.

                Check out the app here!

                8. IFTTT

                  The company’s name stands for If This Then That, also know as IFTTT is a free web-based service. Also, IFTTT is considered the world’s leading connectivity platform. It helps users save time by automating the internet tasks that you always do. For instance, you can back up your media files to a cloud account, message friends and more. The pre-built applets, the utility program that performs one or a few single functions, which performs all your most common tasks.

                  Check out the app here!

                  9. ANY.DO

                    Any.do is based in Tel Aviv and founded in 2011. According to Crunchbase, the tool is utilized by over 20 million people. Why? The answer is users love it because it helps them stay organized and get more done productively.

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                    It is an all-in-one productivity solution that combines the calendar, tasks, lists and reminders. It is a robust tool that allows you to plan your schedule accordingly.

                    Check out the app here!

                    10. SPARK

                      Spark is a subdivision of Readdle and the company was founded in 2007. It is an award-winning app and helps to manage your emails. It has built-in capabilities to analyze your most important emails and helps users classify them as the top priority.

                      Emails are divided into the following categories: personal, newsletters and notification.s You can download for free on the Mac and iOS.

                      Check out the app here!

                      The Bottom Line

                      Productivity tools will help you organize your life. Whatever the profession you are in, automating and organizing your life around digital tools is essential to your work and wellbeing.

                      We often think we must find a work-life balance, but it is not entirely true. It’s more important to maximize your time to complete tasks in a timely fashion. Do not burn yourself out and instead, focus on maximizing your time to be with family, friends and your significant other.

                      Featured photo credit: Kat Stokes via unsplash.com

                      More by this author

                      Anthony Carranza

                      Multilingual writer and journalist covering all things technology and productivity.

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                      Last Updated on September 17, 2019

                      How to Delegate Work Effectively (Step-By-Step Guide)

                      How to Delegate Work Effectively (Step-By-Step Guide)

                      All managers and leaders must master the art of delegation. Understanding how and when to allocate responsibility to others is essential in maintaining a high level of productivity, both on a personal and organizational level. Knowing how to delegate is also essential for an effective leadership.

                      To learn how to delegate is to build a cohesive and effective team who can meet deadlines. Moreover, knowing when and how to delegate work will reduce your workload, thus improving your wellbeing at work and boosting your job satisfaction. Unfortunately, many leaders are unsure how to delegate properly or are hesitant to do so.

                      In this guide, you will discover what delegation really entails, how it benefits your team, and how to delegate work effectively.

                      The Importance of Delegation

                      An effective leader knows how to delegate. When you delegate some of your work, you free up your time and achieve more on a daily basis. Effective delegation also promotes productivity within a team by drawing on the existing skill set of its members and allowing them to develop new knowledge and competencies along the way. The result is a more flexible team that can share roles when the need arises.[1]

                      When you are willing to delegate, you are promoting an atmosphere of confidence and trust. Your actions send a clear signal: as a leader, you trust your subordinates to achieve desired outcomes. As a result, they will come to think of you as a likeable and efficient leader who respects their skills and needs.

                      Delegation isn’t about barking orders and hoping that your staff falls in line. A manager’s job is to get the very best from those under their supervision and in doing so, maximizing productivity and profit.[2]

                      Here’s an example of bad delegation:

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                        Careful delegation helps to identify and capitalize on the unique strengths and weaknesses of the team members. Delegation also boosts employees’ engagement as it proves that the managers are interested in drawing on their talents.[3]

                        The Fear of Delegating Tasks

                        Delegation boosts productivity, but not all managers are willing or able to delegate.[4] Why? Here’re some common reasons:[5]

                        • They may resent the idea that someone else may get the credit for a project.
                        • They may be willing to delegate in principle but are afraid their team won’t be able to handle an increased degree of responsibility.
                        • They may suspect that their staff is already overworked, and feel reluctant to increase their burden.
                        • They may suspect that it’s simpler and quicker just to do a task themselves.
                        • They dislike the idea of letting go of tasks they enjoy doing.
                        • They fear that if they delegate responsibility, their own manager will conclude that they can’t handle their workload.

                        Delegation vs Allocation

                        Most people think that delegation and allocation are synonymous, but there is an important distinction to be made between the two.[6]

                        When you allocate a task, you are merely instructing a subordinate to carry out a specific action. You tell them what to do, and they do it–it’s that simple. On the other hand, delegation involves transferring some of your own work to another person. They do not just receive a set of instructions. Rather, they are placed in a role that requires that they make decisions and are held accountable for outcomes.[7]

                        How to Delegate Work Effectively (A Step-By-Step Guide)

                        So what’s the best way to delegate work so you can fight the fear of delegation, build an efficient team and work faster? Here’s a step-by-step guide:

                        1. Know When to Delegate

                        By understanding how much control you need to maintain over a situation, you can determine the best strategy for empowering workers. There are 7 levels of delegation that offer workers different degrees of responsibility.

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                        This brief video explains these levels and offers examples of when it’s appropriate to use each one:

                        Delegation occurs along a spectrum. The lowest level of delegation happens when you tell other people what to do. It offers little opportunity for employees to try new approaches. The most empowering form of delegation occurs when you are able to give up most of your control over the project to the employee.

                        Knowing how to delegate work helps you understand how to connect people with tasks that make the best use of their talents. When done properly, it ensures that you will get the best end-result.[8]

                        When you’re deciding how to delegate work, ask the following questions:

                        • Do you have to be in charge of this task, or can someone else pull it off?
                        • Does this require your attention to be successful?
                        • Will this work help an employee develop their skills?
                        • Do you have time to teach someone how to do this job?
                        • Do you expect tasks of this nature to recur in the future?

                        2. Identify the Best Person for the Job

                        You have to pass the torch to the right team member for delegation to work. Your goal is to create a situation in which you, your company, and the employee have a positive experience.

                        Think about team members’ skills, willingness to learn, and their working styles and interests. They’ll be able to carry out the work more effectively if they’re capable, coachable, and interested. When possible, give an employee a chance to play to their strengths.

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                        Inexperienced workers may need more guidance than seasoned veterans. If you don’t have the time to set the newer employee up for success, it’s not fair to delegate to them.

                        You also have to consider how busy your employees are. The last thing you want to do is overwhelm someone by giving them too many responsibilities.

                        3. Tell and Sell to Get the Member Buy-In

                        After you’ve found the perfect person for the job, you still have to get them to take on the new responsibility. Let them know why you chose them for the job. [9] When you show others that you support their growth, it builds a culture of trust. Employees who see delegated tasks as opportunities are more likely to be invested in the outcome.

                        When you’re working with newer employees, express your willingness to provide ongoing support and feedback. For seasoned employees, take their thoughts and experiences into account.

                        4. Be Clear and Specific About the Work

                        It’s critical to explain to employees why the project is necessary, what you expect of them, and when it’s due.[10] If they know what you expect, they’ll be more likely to deliver.

                        By setting clear expectations, you help them plan how to carry out the task. Set up project milestones so that you can check progress without micromanaging. If your employee has trouble meeting a milestone, they still have time to course correct before the final product is due.

                        This type of accountability is commonly used in universities. If students only know the due date and basic requirements for completing major research papers, they might put off the work until the eleventh hour. Many programs require students to meet with advisers weekly to get guidance, address structure, and work out kinks in their methods in advance of deadlines. These measures set students up to succeed while giving them the space to produce great work.

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                        5. Support Your Employees

                        To see the best possible outcomes of delegating, your subordinates need resources and support from you. Connect them with training and materials to develop skillsets they don’t already have.[11] It may take more time up front to make resources available, but you’ll save time by having the work done correctly. For recurring tasks, this training pays off repeatedly.

                        Sometimes employees need a help to see what they’re doing well and how they can improve. Giving and receiving feedback is an essential part of delegation. This is also a good way to monitor the delegated tasks as a leader. While you can keep track of the progress of the tasks, you are not micro-managing the employees.

                        Throughout the project, periodically ask your employees if they need support or clarification. Make it clear that you trust them to do the work, and you want to create a space for them to ask questions and offer feedback. This feedback will help you refine the way you delegate work.

                        6. Show Your Appreciation

                        During periodic check-ins, recognize any wins that you’ve seen on the project so far. Acknowledge that your employees are making progress toward the objective. The Progress Principle lays out how important it is to celebrate small wins to keep employees motivated.[12] Workers will be more effective and dedicated if they know that you notice their efforts.

                        Recognizing employees when they do well helps them understand the quality of work you expect. It makes them more likely to want to work with you again on future projects.

                        Bottom Line

                        Now that you know exactly what delegation means and the techniques to delegate work efficiently, you are in a great position to streamline your tasks and drive productivity in your team.

                        To delegate is to grant autonomy and authority to someone else, thus lightening your own workload and building a well-rounded, well-utilized team.

                        Delegation might seem complicated or scary, but it gets much easier with time. Start small by delegating a couple of decisions to members of your team over the next week or two.

                        More About Delegation

                        Featured photo credit: Freepik via freepik.com

                        Reference

                        [1] BOS Staffing: 5 Benefits Of Delegation – Empower Your Team
                        [2] Brian Tracy International: How to Delegate The Right Tasks To The Right People: Effective Management Skills For Leadership Success
                        [3] MindTools: Successful Delegation: Using The Power Of Other People’s Help
                        [4] Fast Company: The Three Most Common Fears About Delegation: Debunked
                        [5] Leadership Skills Training: Delegation
                        [6] Abhinav Jain: Delegation of work vs Allocation of work
                        [7] Anthony Donovan: Management Training: Delegating Effectively
                        [8] Management 3.0: Practice: Delegation Board
                        [9] Focus: The Creativity and Productivity Blog: A Guide to Delegating Tasks Effectively
                        [10] Inc.: 6 Ways to Delegate More Effectively
                        [11] The Muse: The 10 Rules of Successful Delegation
                        [12] Teresa Amabile and Steven Kramer: The Progress Principle

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