Advertising
Advertising

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.

Advertising

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.

Advertising

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:

Advertising

  • 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.

Advertising

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

More by this author

FAD: File, Action, Delete. Make Your Goals Happen. The Ultimate Productivity Tool: Why I Have to Test It in 2013 A List with a Twist: The Gift for the Person Who Has it All The Power Of The Master List

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?

Read Next

Advertising
Advertising
Advertising

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

Advertising

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.

    Advertising

    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.

    Advertising

    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:

    Advertising

    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

    Read Next