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Efficiency and Productivity

Efficiency and Productivity

Time is the one thing that we regularly give away that we can never get back. We can always make more money, but today will never come around again so stop reacting to demands on your time and start proactively planning your week. Here are a few tips and tech tool suggestions to help.

Calendar

· Schedule as much as possible, not just meetings. Include events, and blocked time get work done. If travel is involved, block time before and after the event to ensure you get there on time and aren’t double booked.

· Are you at your best in the morning, mid-day or afternoon? For me, it’s the morning, so that’s when I schedule time to work. Meetings and calls are scheduled in the afternoon.

· Check out online schedulers such as Calendly, Acuity or 24me to automate booking meetings. You can choose which times to make available and which ones to protect.

Email

Email can be a major time-stealer, mostly because we allow our focus to be deflected when we hear the “you’ve got mail” notification or see the pop-up. On multi-tasking, Psychology Today says:

“the brain doesn’t really do tasks simultaneously, as we thought (hoped) it might...Each time we move from hearing music, to writing a text, or talking to someone, there is a stop/start process that goes on in the brain. That start/stop/start process is rough on us. Rather than saving time, it costs time…It’s less efficient, we make more mistakes, and over time, it can sap our energy.”

Schedule time to process your email (not just scan it!). Choose 3 or 4 times during the day to go through the messages in your inbox and do one of these:

1. Delete the junk.

2. If the message has a task for you, put it on your task list and schedule time for it in your calendar.

3. Answer messages that take less than 2 minutes and then delete or file the message.

4. Use flags, tags or follow-up reminders for anything else.

Remember: delete the messages in the deleted folder and, once a year, archive any old messages you still have that are no longer relevant.

Tech Tools

Task Managers

Productivity apps not only help manage day-to-day tasks but make it easier to delegate them to team members. There are many great task apps out there so find one for you https://www.pcmag.com/picks/the-best-to-do-list-apps.

Project Management 

Project Management apps are more robust than task managers and are geared to projects. To find one that works for you, check them out here https://www.pcmag.com/picks/the-best-project-management-software

CRMs

Customer Relationship Management apps provide a centralized place to store all your customer data and are great at managing contacts, leads, sales funnels, projects, tasks, and events. However, it’s imperative that you identify why you need a CRM and how you want to use it before signing up with one. You can compare options at https://www.pcmag.com/categories/crm-software.

Please reach out to me by phone at 647-238-9761, by email at karen@protemconsulting.ca or book a time in my calendar https://calendly.com/protem-karen/30min you want to discuss ways you can be more productive.