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The 18-Minute Ritual To Boost Your Productivity

Solving small and persistent issues as they come up and dealing with emails and phone calls as they come in can easily derail you, says Peter Bregman, author of 18 Minutes: Find Your Focus, Master Distraction, and Get the Right Things Done.

Stephanie Vozza

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“With all our technology, it’s never been easier to get distracted,” he says. “In fact, we often welcome distractions because they give us a break from work that takes effort and energy.”

The secret to effectively managing distractions as well as your time is sticking to a ritual, says Bregman: “It needs to be an ongoing process we follow – no matter what – that keeps us focused on our priorities throughout the day.”

1. Plan

5 minutes

Before you begin your day or check your email, sit down with a blank piece of paper and write down tasks that will make the day successful, says Bregman. Then take your calendar and schedule those things into open time slots.

Related: Answer Three-Times More Emails in Half the Time

“There is tremendous power in deciding when you are going to do something,” he says. Place the hardest and most important items at the beginning of the day when distractions are fewer. If your entire list does not fit into your calendar, reprioritise your list.

2. Refocus

1 minute each hour

Set an alarm on your watch, phone, or computer to go off every hour during your workday. When it rings, ask yourself if you spent your last hour productively. This ritual will help catch you when you get off track. How you spend your time can be compared to what you eat at a buffet, Bregman says.

“People often eat poorly at a buffet because what they want to eat in the moment is different from what they wished they’d eaten at the end of the day.”

The same thing can be said for time – what you want to do in the moment is often different from what you wished you had accomplished at the end of the day. Checking in every hour will help keep you on track.

3. Review

5 minutes

At the end of your day, review what worked, where you had the most focus and where you got distracted. “Did you accomplish what you wanted to accomplish?” says Bregman. “If not, what can you do better tomorrow?”

For example, if you got a lot done during the morning but had a hard time concentrating in the afternoon, consider scheduling work that requires focus, such as writing a proposal or designing a marketing campaign, for early in the day. Save less taxing tasks, such as reading email or reviewing website statistics, for the afternoon.

 

Stephanie Vozza is a freelance writer who has written about business, real estate and lifestyles for more than 20 years. A former small business owner, she recently discovered she's better at writing about them. She lives in the Detroit area with her husband, two sons and their crazy Jack Russell terriers.

Get Organised

(Infographic) 9 Productivity Mistakes You’re Making In The First 10 Minutes Of Your Day

From setting goals to drinking coffee, these bad morning habits might surprise you.

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There are a number of things you’re probably doing every morning that are actually hindering your productivity.

If you’re an avid coffee drinker, you might be surprised to find out that drinking coffee between 8 and 10 a.m can make you more stressed throughout the day. That’s because caffeine early in the morning interferes with the time that the stress hormone, cortisol, is peaking in your body. It’s best to get your fix between 10 a.m. and 2 p.m.

When you get into the office and try to jump right into the top of your to-do list, you might find yourself confused and not very productive. When you don’t let your brain empty and refresh before starting a project or task, it loses a sense of control, becomes overwhelmed and ultimately, makes you less productive. Something else to avoid is checking email or social media right when you wake up. Typically, after checking your inbox, it takes a person at least 25 minutes to get back into a productive state. If you start your day off reading and responding to email after email, it will take you a long time to get back on track.

Another surprising mistake is setting self-imposed goals. Setting goals and deadlines for yourself might seem like an obvious productivity hack, but it turns out, that’s not the case. Instead, share your deadlines with others and you’ll feel more pressure and responsibility to get things done.

Related: 5 Surprising Elements That Boost Your Productivity (One of Them Is Colour)

Check out resume.io’s infographic below for more productivity mistakes you’re likely making in the first 10 minutes of your day.

1538429589_9-productivity-mistakes-infographics-7934969f76af5ebe1b5b0b84ce9053ec43752717512fb7d9339e84f86afe91d1

This article was originally posted here on Entrepreneur.com.

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Workflow And Business Efficiency – 5 Strategies You Ignore At Your Peril

Emails alone don’t cut it as an efficient way to communicate with team members. You’re not still depending on email, are you?

Toby Nwazor

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An inefficient business can cost you a lot more than just growth – it can affect your revenue, too. According to a report by IDC, your business runs the risk of losing 20 to 30 percent of your revenue due to inefficient systems.

Unfortunately, many companies still struggle to implement the right systems to improve their workflow. Others have it worse, because they have no systems. In those situations, projects take ages to be completed, more time is spent on menial tasks and teams never seem to get enough done during work hours.

If that describes your company, your company’s profits may start to plummet, too.

Every successful business, then, has clearly defined systems to help the business run like clockwork. Improved workflow, better management and business efficiency save time, increase the bottom line and ensure a higher profit margin.

In fact, in an article on ContractZen, Tim Cummins, president of the International Association for Contract & Commercial Management, wrote that, “The average corporation could boost its bottom line by almost 10 percent if it invested in improving the quality of contracting.

For many companies – especially those in more complex, project-based industries – the prize could be much higher – perhaps as much as 15 percent.”

Related: Become A Life-Hacker

Unfortunately, some companies fail to provide systems that put users first, taking a negative toll on those companies’ workflow and efficiency. The good news is that they’re only five strategies away from turning this around:

1. Automate all you can

automated-emails

From email lists, bookkeeping, invoicing and contract management, to social media posts and payrolls, almost everything can be automated. For a business that aims to be more efficient, automation is a must.

Automation doesn’t just save you time, it can be the one strategy that can guarantee explosive growth and higher conversion rates. According to this Lead Generation Marketing Effectiveness study, 63 percent of companies polled that were outgrowing their competitors said they had automated their marketing.

Automating monotonous tasks that have to be repeated several times during the day helps you be more productive in tasks that require your personal attention.

2. Invest in customer-relationship management software

It’s not uncommon to find businesses that are barely able to keep up with their leads. Some waste hours hunting the low-quality leads instead of focusing their energy on those ready to buy. Here, a customer relationship management (CRM) solution linked to these businesspeople’s network phone system is a great way to enhance customer communications.

Customers value businesses that provide excellent customer service. A CRM solution increases the ability to keep track of customer information, monitor leads and provide efficient delivery. Businesses can provide for their customers’ needs faster and make effective business decisions. With CRM, businesses can also keep their focus on quality leads that will drastically improve conversion rates.

Related: 11 Ways To Maximise Every Part Of Your Day

3. Set up a task-management system

slack-logo

Emails alone don’t cut it as an efficient way to communicate with team members. Email makes it difficult to carry everyone along. However, setting up task-management software like Slack, Trello or Asana makes it much easier to have everyone’s tasks in one place and ensure that everyone is carried along in the project.

Task-management software helps members of a team track their progress and ensure that everyone is working on their tasks.

4. Sync your calendar with that of everyone else on your team

How many times have you had to reschedule appointments because you didn’t know you had other meetings lined up for the day?

Aside from leaving negative impression in clients’ mind, this error makes you less productive. Having to go back and forth until you have settled on an appropriate date can be cumbersome especially when different time zones are involved. So, do this instead: Sync your personal calendar with your work calendar, and make sure that everyone in your team is synced to the latter, too.

This will ensure sure that everybody is “on the same page” in terms of appointments and deadlines. Google Calendar can help you do just that. Once everyone is synced up, any change in the calendar will be seen by everyone so they can manage their own appointments.

5. Block out chunks of time

time-management

Constant interruptions hamper your workflow. Imagine having to deal with turning over a project on a deadline while you’re stuck in a series of meetings throughout the day. It can get very difficult to focus on completing your most urgent tasks.

Block out chunks of time on your calendar for uninterrupted work. It’s better to schedule a series of meetings in one day than to spread them throughout the week.

If you’re creating content, block out one day to create all the content you’ll use for the week. That way your business will run more efficiently.

Related: 3 Reasons You Should Embrace Change

Wrapping it up

With the right strategies, you can turn your business around to make it efficient and lucrative. Automating your processes, setting up the right software and remaining focused on the tasks at hand will go a long way to help you do this. But just as with every good strategy, you need to remain consistent and give it time to do its magic.

This article was originally posted here on Entrepreneur.com.

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How To Multitask Like Tim Ferriss, Randi Zuckerberg And Other Very Busy People

Nine entrepreneurs tell us how they get it all done.

Entrepreneur

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Think you’re busy? Take a look at Guy Fieri‘s calendar. Or a U.S. Army general’s. Or an in-demand teenage actor’s. Or the CEO of a globally recognised company’s.

Some of the busiest people on the planet took time out of their days to tell us how they get it all done. Take note!

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