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The Ultimate Productivity Tool: Why I Have to Test It in 2013

The Ultimate Productivity Tool: Why I Have to Test It in 2013

Structure, process, and productivity tools are four of my favourite words. I make happy places for teams inside of these—as a productivity specialist, I thrive on walking into chaos and creating order.

Over the years of working with numerous companies, the single biggest challenge that I have come up against is the reality that most businesses are built around a collection of email in-boxes belonging to its team members. If I am lucky, those in-boxes have folders and labels attached to them, but this is rarely the case.

The problem is that a collection of in-boxes is not an open system. An open system is characterised by transparency in communication and a flat approach to team structures, which makes blame-shifting very hard to do. Closed systems, on the other hand, are not transparent and lean towards a hierarchical team structure. Closed systems are ultimately counter-productive: they slow work down; they make finding information harder than it needs to be; they make communication impersonal and difficult; they make blame-shifting easy.

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Stop-Gap Measures and Real Solutions

With the arrival of social everything, business has changed to a wide open system, but people aren’t adapting at a fast enough pace. To combat this I generally organise teams around open-system productivity tools which meet specific business needs such as implementing the following:

  • CRM tools for managing sales
  • Project management tools for assisting internal business projects and external client projects
  • Collaboration tools for managing virtual teams
  • Accounting tools for managing financial processes
  • List tools for managing personal accountability within teams

Implementing all of these is only a stop-gap measure, though: doing so meets a specific need within the business, but by implementing systems that address specific needs, you are still creating walls because these systems don’t talk to each other. On a global scale this means that big businesses that are able to implement systems like SAP still have a competitive edge over a smaller, more agile business because SAP has modules and those modules talk to each other.

In comes Podio and the open-system, productivity-loving nerd in me gets very excited.

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A Solution

Podio is a cloud tool that can be used to manage the following areas:

  • Virtual office
  • Project management
  • CRM and Sales
  • HR
  • Finance
  • Meetings
  • Lists
  • Software development
  • Event management
  • Marketing
  • Product development
  • Customer management

Podio is built around a basic workspace that is highly customisable to suit your team and business. This tool has made it very easy for businesses to select workspaces that are already set up and built around specific types of businesses: for example, there are workspaces specifically for HR teams, or development teams.

Podio is highly customisable because of  its own app marketplace, where you can either install or build your own apps that meet specific needs within your business. This app marketplace is arranged in two ways:

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  • Around business clusters such as law, fashion, travel, healthcare etc.
  • Around functional business requirements such as HR, IT, marketing, finance, legal, and the like.

Why Open Systems Are Important For The Future:

Open productivity tools such as Podio, which allow for transparent business communication and workflow across the entire organisation, are important because the cloud and new media technologies mean greater competition with faster disruption. This in turn means that every small business owner needs to have their systems talking to each other to ensure a competitive edge in all respects. Tools that do not allow for this cross-pollination between business functions will eventually die. If finance doesn’t know what development is doing, and development doesn’t know what editorial is doing, you have an unhealthy ecosystem. It really is that simple.

The Implications

The implications of a productivity tool like Podio are far-reaching and numerous, but the most important implication is what will happen to the individual in the workforce: gone are the days where single-domain knowledge was enough to remain competitive in one’s career. We are now in the age where strategic thinking/planning is something that every person will need to learn, and quickly. Every individual in the workplace will need to know the basics about all business functions to be able to function and work collectively in open-system productivity tools like Podio. If marketing can see what finance is doing and development and editorial are working closely together, then marketing and finance need to understand each other, and development and editorial should be singing off the same hymn sheet.

I look forward to introducing Podio to my team and to my clients. Here’s to an open system world that looks very different to the in-box world we have gotten ourselves so used to. I look forward to thinking outside this box.

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Featured photo credit:  Hard working on documents business woman via Shutterstock

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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