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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 May 26, 2020

Top 10 Reasons Why People Don’t Reach Their Goals

Top 10 Reasons Why People Don’t Reach Their Goals

With everything that happens around us, it is sometimes difficult to reach our goals. This is compounded if you have any of the reasons on the list below.

Luckily, in addition to the top 10 reasons why people don’t reach their goals, I’ve included a quick fix for each of them. So let’s get to it.

1. Creating Vague Goals

When you don’t know where you are going, it is really hard to get there. Many people set themselves up for failure when they set goals that are unclear. “I want to lose weight” sounds like a great goal but the people who set this kind of goal will never reach it. It is not because the people are not motivated or disciplined but because the goal is too general. Do you want to lose 5 lbs or 50 lbs?

Quick Fix:  Set SMART goals by being Specific, making sure they are Measurable, Achievable and Realistic, and last but not least — give yourself a Time deadline. If you want to go one step further, you may want to read The Missing Letter in Your Smart Goals.

2. Lacking a Higher Purpose

Goals can be set on any topic imaginable but if you don’t have a higher purpose, it makes it is easy to give up once the initial motivation and excitement wears off. Understanding how your goal is relevant to you allows you to persevere even when the going gets tough.

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Quick Fix: When setting your SMART goal, ask yourself how the goal is relevant to your life and what you want to achieve.

3. Procrastinating

Even when you have SMART goals that are relevant to your purpose, if you don’t get started, you’ll never achieve your goal. One of the most dangerous phrases is “I’ll do it later.”

Quick Fix: Make sure the goal has been broken down into manageable pieces and then start right away. Here are 11 Practical Ways to Stop Procrastination.

4. Not Taking Responsibility

Things will go wrong. That’s a fact of life. When something comes up and you don’t achieve your goal, who do you blame? Your boss who kept you at work late so you couldn’t work on your book or maybe the horrible weather that stopped you from going to the gym. If it’s not your fault, there is nothing you can do, right?

Quick Fix: Own up to not reaching your goals. When you take responsibility, you’ll become resourceful knowing that you have control over the attainment of your goals.

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5. Listening to People Who Discourage You

When you go for your goals, especially the big ones that really count and fit in with your purpose in life, it is inevitable that people will discourage you. There are many reasons for this: concern, jealousy, ignorance, etc. How many goals have already been given up on because other people decided they were not worth pursuing?

Quick Fix: This one is easy. As long as you know the purpose for your goal, ignore the naysayers. You can take what they are saying into consideration but make sure you make the final choice.

6. Starting Too Many Projects

I’m a starter. That sounds like a good thing but not when you start too many things, you don’t end up finishing many of them. This usually stems from the fear of missing out (FOMO) or being someone who has many ideas.

Quick Fix: Understand that you have a limited amount of time and that you can’t do everything. To deal with FOMO, realize that by not finishing, you are missing out on all the opportunities that open up when you finish the projects you are working on.

7. Being Negative

If you think you’re not going to make it, then you’re probably not going to make it. If you don’t believe you’re going to reach your goal, then when you fail, it is expected which makes it easy to stop trying. When you are optimistic and a setback occurs, you focus your energy on finding solutions because you truly believe there is one. If you believe that you suffer from bad luck, check out this article.

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Quick Fix: Consider the idea that optimism and pessimism are both expectations of the future. Each are equally likely to be true but which belief will help you lead a happier more fulfilled life? Instead of wasting your energy on complaining, spend that energy on learning.

8. Being Selfish

There are people out there that think it is silly to help others. They believe in taking and not giving. They are misers with their time, money and knowledge and are only interested in opportunities where they stand to benefit. Most big goals require the help of others and it is very difficult to help people who only care about taking.

Quick Fix: Serve others first. Always look for ways to add value to other people.

9. Surrounding Yourself with People Who Don’t Reach Their Goals

You are who you associate with. This may be hard to swallow for some people and there are always exceptions to the rule but for the most part, we act in accordance with the people around us. This comes from the strong ad natural desire to belong and to be accepted (think of all the dumb things you did in high school just to fit in).

Quick Fix: Associate with people who always reach their goals.

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10. Watching Too Much TV

Not all TV is bad but if you are watching TV then most likely you are not doing anything to move one step closer to your goal. The problem with TV these days is that it is captivating. There are programs for all interests and hobbies and the shows keep getting better and better. Those who watch alot of TV usually don’t reach their goals and perhaps people watch TV because they don’t have any goals.

Quick Fix: Shut off the TV. Cancel the cable. Pick up a book that will help you move one step closer to your goal. Here are 6 Steps to Remove TV from your Life.

Do you have anything to add? What do you think are the reasons why people don’t reach their goals and what are your thought about the 10 reasons we have listed here. Feel free to give your own effective quick fixes for the different reasons in the comments section below.

Featured photo credit: Kyle Glenn via unsplash.com

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