Brought To You By Emily Parks
Productivity Consultant at Organize For Success, LLC...
Helping You Make Every Minute Matter!



Monday, March 20, 2017

Redefining Productivity for Greater Success - It Is Imperative to Utilize All Available Resources

One of 6 tenants to productivity being "efficiently working at effectively achieving desired results" is how it is imperative to utilize all available resources. In January, I looked at what it means to "be productive"; today, I'll do the fifth of 6 deep dives into specifics for redefining productivity, offering ways you can utilize all available resources for greater success.

When I refer to the resources or tools for your greater success, I never limit that discussion to technology. As you are filling your productivity toolbox, consider streamlining your workflow processes, creating an organized workspace in which you know where things are stored, hire consultants whose expertise enhances what you already know or do, outsource what needs to be done but not necessarily by you to employees or service professionals (including house cleaners and personal chefs), implement boundaries appropriate for your circumstances and

Still, in today's world, technology often plays a big role in how we get things done. Take time to evaluate whether paper or electronic tools might better meet your specific needs, taking into consideration your personality, your existing workflows, where you feel like you are losing time and the expectations of those with whom you work (your supervisor, your team members, your clients, your vendors, etc). Writing out meeting notes, tasks and time commitments on paper can aid in remembering those details; however, electronic alternatives have the benefit of automatic carryover, adding reminders and scheduling recurrences as needed, which can be beneficial for certain individuals. I also find the Time and Space Style Inventory enlightening when determining what sort of resources would be the best fit for any particular individual.

Although Three Dog Night claims "One is the loneliest number", I contend that one is the most powerful number for being productive. As you outline resources to implement, whether paper or electronic, keep in mind the power of one: one calendar for personal and professional commitments, one running data dump of all tasks that funnels into one daily to-do list, one address book for all contacts' information, one set of naming conventions for all files (paper, electronic, email), one place for all the information you must remember as well as reference and one strategy session to plan your week that is maintained with one daily wrap-up at the end of each day. Having one of each better ensures your content is kept up-to-date, you know what needs to be done when, nothing falls through the cracks and you don't get double-booked.

Consider what tools you are using to meet each of these needs and fill in what holes exist as you're working to get things done:
  • How do you block out web and app distractions? When hopping online for research, writing or social media, it's easy to get distracted and lose time. Limit your access for greater focus and more efficient results by using tools like Flipd, GrooveOtter, KeepMeOut, RescueTime, SelfControl and StayFocused.
  • How do you make it easier to set meetings? If you are trying to pull together a group of people, every individual will have different requests for when and where to meet. Instead of opening dialogue with everyone to schedule a meeting, enter options that work for you and let those you want to attend vote on which option works for the majority. Choose from tools like Doodle or Vyte for what best meets your meeting setting needs.
  • Are you able to seamlessly update contacts? People change jobs, email providers, mailing addresses and more; as we're inundated with information, make keeping up more feasible by automating updating your records via an assistant like EasilyDo, EverContact, FullContact or Sync.ME.
  • What do you use for cloud-based back-ups? Computers crash. Fires can destroy all your devices. Emergencies happen. It's not a matter of "if" but "when" your technology will die, but you can be prepared with automated remote storage. Simply "set it and forget it" with a tool like Backblaze, Carbonite, CrashPlan, IDrive or Mozy.
  • How do you control an overflowing inbox? Email can be less time-consuming when you send fewer messages out, unsubscribe from those you are no longer reading and choose to process (rather than check) newly received emails; however, don't stop there. Implement tools to take better control of your email like Airmail, Boomerang, Contactually, Mailstrom, SaneBox, Sortd, Spark and Unroll.me.
  • What do you use to store your passwords? As our list of passwords grows, it can become increasingly difficult to remember them all, particularly as components to include vary and with how often they must be updated. Auto-select, retain and autofill logins with a password manager like Dashlane, LastPass, RoboForm, SplashID and 1Password.
  • How can you automate more functionality? Automation is a form of delegation where you delegate to technology and can massively expand how much you can get done concurrently. No one can do everything alone, especially all at once; however, automation tools let things get done while you put your efforts into other, hands-on tasks. Set what rules apply to your needs in automation tools like IFTTT, Podbox, Zapier and social media managers such as Buffer, Edgar, FalconHootsuite, SocialOomph and Sprout Social.
Fill your productivity toolbox with the best tools for achieving specific goals and, then, be sure to utilize all resources available for your success. Are you more of a paper or electronic person? What tools do you currently utilize? What tools can you add to your productivity toolbox?

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