All posts by Jon Bradshaw

5 Scheduling Issues Your Clients Aren’t Telling You About

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Scheduling software is more popular than ever. But just because you know how to use it doesn’t mean all of your clients do. 

The truth is, your clients don’t want to bother you. They may not know whether you can solve their issue, so they just accept things the way they are.

But even if your clients aren’t speaking up about scheduling issues, they are judging your business by them. Scheduling software is supposed to make you more efficient. If you aren’t addressing problems with similar efficiency, your clients will become skeptical. 

Invite clients to talk through their scheduling issues. In the meantime, take a look at the following problems to get a sense of what you may be dealing with:

1. They’re not getting reminders.

Has a client ever had to call to confirm a meeting or appointment? Do you find that happening often? If so, your scheduling system may not be sending them reminders like it should. 

Reminders give clients confirmation that their appointment will be upheld. They should not have to worry about arriving at your company and not being able to meet with the person they booked. 

Be sure to set your scheduling software to automate reminders so that you don’t have to send them manually. Adjust the number of reminders based on how far away the appointment is. Make sure one is sent when the appointment is made and another 24 hours in advance. 

Another tip is to make sure that your reminders are worthy of a response by including a question about whether they’re able to make it or personalizing the notification. When clients respond, they’ll either signal they’re still planning to make the appointment or ask to reschedule. 

2. They’re struggling with time zones.

If you are on the East Coast but want to schedule an appointment with someone on the West Coast, you have to account for the time change. And sometimes it can be difficult to know if they’re talking about your 9 a.m. or their 9 a.m. This can lead to awkward moments and missed meetings.

If your scheduling software doesn’t automatically adjust for different time zones, it’s time to invest in one that does. Not only will this benefit clients, but it will also benefit remote team members. Encourage everyone to be considerate of normal business hours.

3. They can’t get the slots they want.

When it comes to scheduling, we can’t always get what we want. It can often feel like the perfect time for us just so happens to be the perfect time for someone else.

Every company has peak hours, but it’s important to cater to your clients’ schedules. If you can’t afford to hire additional team members, try restructuring how people’s availability is displayed. Make availability based on time rather than a particular person: This way, the task and time chosen will simply be directed to the next available person. 

Another way to mitigate this issue is to use a waitlist in your scheduling app. In case someone cannot make their appointment or needs to change it, the next person on the waitlist will get a notification right away. 

4. The details are wrong.

When a client schedules an appointment, they need to know more than when it is. Make sure that your system is updated with the other details they need. Check, too, that they’re recapped correctly in the system’s email reminders.

If your office has recently moved, did you remember to update the address in your scheduling system? Is your cancellation policy current? If they can’t make an appointment, what number should they call?

5. They don’t know how to use the system.

Chances are, you still have clients that make their appointments by phone or in person. Even though they know about your online scheduling option, they may not know how to use it.

The trouble is, this can throw off the efficiency of your scheduling system by decentralizing it. To get things back to where they need to be, put together tutorials on how to use your scheduling software. During their next visit, ask if they would like you to walk them through it. 

Remember, you’re not just selling a service or product; you’re also selling an experience. Show them how seamless online scheduling can be. The faster they can get in and get out, the happier they’re going to be.

These scheduling issues are not the end of the world, but they are real and frustrating for your clients. Be proactive in solving their problems. That’s what client service is all about, isn’t it?

6 Things That Can Jeopardize Your Morning Routine

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Morning Routine

We all have those days when things just won’t go our way. More often than not, they start with a hectic morning.

The morning is an opportunity to set the tone for the rest of your day. That’s why a morning routine is so important: When you make good use of the first few hours, you generate momentum that helps you be productive throughout the afternoon and evening. 

Of course, you can’t plan for everything. Disruptions happen, but they don’t have to throw your entire morning out of whack.

The key is proactivity. If you know what disruptions to expect, you can minimize them. If they do happen, you can mitigate their impact on the rest of your day. These are the top culprits:

1. Your Alarm Doesn’t Go Off

It happens to the best of us: No matter how sure we were about setting our alarm clock, it doesn’t go off.

Maybe you forgot to activate it. Perhaps you set a “p.m.” time instead of an “a.m.” It could have come unplugged from the wall.

The solution is to wake up at the same time every morning. Within a week or two, your body will start naturally waking up at that time.

If you truly need an alarm, get one with a battery backup. Look for a “set it and forget it” model that automatically chimes every morning at the same time.  

2. You Check Your Phone First Thing

These days, you need a smartphone. But that doesn’t mean you should be scrolling through it first thing after you wake up. With all the things to do online and in apps, you may find yourself deeply distracted.

Checking your phone first thing may keep you in bed too long. It can also get in the way of more productive morning habits, such as meditating or exercising.

Don’t use your phone as an alarm clock. Better yet, keep it out of the bedroom altogether. If you struggle to stay accountable to yourself, ask your spouse to remind you. 

3. Your Wi-Fi is Down

Although you shouldn’t stare at your phone first thing each day, there are reasons you might need to get online. You may want to check your online calendar in order to internalize what’s ahead of you. Or you may want to answer emails before you head to the office. 

If your Wi-Fi goes down regularly, there are two ways to get the information you need. You could get a back-up access method, such as a hotspot. You could also do some legwork upfront to keep your morning routine offline. Start by:

  • Saving your calendar offline.
  • Keeping a physical copy of your schedule.
  • Reading a newspaper instead of internet news.
  • Downloading exercise classes, relaxing music, or other streamable media.

4. Your Housemates Interrupt You

If you live with other people, there’s always a chance that they could disrupt your morning routine. Maybe your roommate steals the bathroom when you want to take a shower. Or maybe your kids are demanding attention while you are trying to make breakfast. 

The best way to prevent others from distracting you is to talk with them about your morning routine. Ask about theirs, too. If necessary, post everyone’s morning tasks and times in a public place, like on the fridge.  

Just because you’ve laid out a perfect routine for yourself doesn’t mean it works for everyone else. Be civil, set expectations, and remember that mistakes happen.

5. You’re Stuck on Yesterday.

Wouldn’t it be nice if you could start every day with a fresh slate? That’s what mornings are meant for.

With that said, you might struggle to get something from the past out of your mind. Maybe some tragic news event is bothering you. Perhaps you received bad news about a loved one. A fight with a partner can bother you for days.

If you can resolve issues before going to bed, do so. If not, allow yourself time in the morning for introspection. You can meditate or write in a journal during this time. It’s important to get in tune with your emotions so that they don’t overwhelm you. 

6. You’re Missing Your Must-Haves.

You’ve finished most of your morning routine and you are about to leave the house — but you can’t find your keys. You search everywhere, but you can’t seem to find them. Plus, you’re now running late. 

In this scenario, “your keys” could represent anything that you need to leave the house, like your wallet or bus pass. Not being able to find them when you’re leaving can create stress that lasts the rest of the day. 

The key (pun intended) is to keep these items in the same place at all times. Make it a ritual that every time you return home, you put your keys in the same place. 

Disruptions tend to happen at the worst possible times. But a little preparation can go a long way toward preserving your morning routine. And the more consistent you can keep it, the more ingrained it will become. 

Working While Home-Schooling: 5 Tips for Parents

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Motivation Secrets of Productive People

Being a parent is a full-time job. But with schools closed amid this coronavirus pandemic, you suddenly have a second full-time role: teacher. On top of that, of course, is your actually full-time job.

Working from home while home-schooling your kids is a lot to ask. Tackling what is, in effect, three full-time jobs can seem downright impossible. It’s understandable that some parents have decided to give up on home schooling altogether.

But in times like these, you have to step up. Your household needs an income, and your kids need an education. Here’s how to balance both worlds without losing your sanity:

1. Revamp your schedule.

Any time you take on a new role, whether at work or in your personal life, you need to give your schedule a second look. Even if you were home-schooling your kids previously, the pandemic has almost certainly shaken up your life. 

Between tutoring your kids, completing work tasks, and taking care of household chores, you almost certainly won’t be working from 9 a.m. to 5 p.m. Your kids probably won’t be doing school work on their normal 8 a.m. to 3 p.m. schedule, either. Sync your personal and professional calendars to help you make use of the whole day.

If your typical routine isn’t doing it for you, experiment with alternatives. You might:

  • Alternate between school days and workdays.
  • Designate blocks of time for teaching and work. 
  • Trade teaching days with your spouse.
  • Work fewer hours but more days per week.
  • Designate a day for just housework

Readjust your schedule based on what works for you, not what you feel like you should be doing. Be mindful of your prime productivity hours so that you can schedule your toughest tasks for when you have the most energy. 

2. Get your kids on board.

Your new schedule could be bulletproof in terms of work, but you won’t be able to balance it with home schooling unless you get your kids on the same page. 

Your kids need to understand that this isn’t a vacation from school. However, you also don’t want them interrupting you with homework questions while you’re working either. Be sure to set boundaries of space and time so that you don’t have to worry about them invading your Zoom calls.

Don’t try to make all the rules, though. Involve your kids in the process of planning your schedule. Incorporate some of their ideas: If they want to try a four-day school week, let them.

If they have trouble with motivation, come up with a reward system for accomplishing work. Perhaps you can all get takeout for dinner on Friday if they do their homework every day of the week.

3. Coordinate with your spouse.

If you have a spouse or significant other who’s working from home, consider yourself fortunate. Especially if you have kids in multiple grades, you’ll need a teacher’s aide.

Together, decide who will be home-schooling and working when. If one of you works better in the morning, that person can home-school during the afternoon. 

Another good way to divide up the work is by subjects. If one of you loves to write but can’t do algebra, perhaps one person should take English and the other math. Play to your strengths. Teaching, like parenting, is all about teamwork.

4. Stay motivated.

There may be times when you feel like you can’t handle the work. When that happens, it’s easy to lose motivation. But getting down on yourself or letting responsibilities go undone will only make you more stressed.

Instead, take some time to reconnect with your passions. Remember that you’re working toward something that is worth the effort. Your best is always enough: at home, at your job, and with your kids.

Easy, inexpensive ways to rediscover your “why” include:

  • Journaling 
  • Meditating
  • Taking walks
  • Reciting affirmations
  • Practicing gratitude

5. Don’t forget to have fun.

Between housework, home schooling, and regular work, the responsibilities can feel crushing. The solution isn’t to grind yourself into the ground; it’s to enjoy the little things in life. 

Involve your kids and spouse, who are likely feeling the strain as well. This could be a great opportunity to establish traditions like movie nights or game nights. Bonding with your kids will also reduce discipline problems and boost their own motivation. 

That doesn’t mean, however, that you shouldn’t also enjoy time to yourself. At least once a week, enjoy a good book. Go for a run, tend your garden, or call up your best friend from college. 

Staying on top of your many roles right now is about perseverance. Be strong, and keep at it. And remember, there will come a day when you can drop your kids off at school again. Then, you’ll only have two full-time jobs to worry about. Doesn’t that sound nice right now?

5 Keys to Keeping a Routine When Working From Home

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Just a couple of months ago, “normal” looked like waking up in the morning, getting ready, commuting, working, and heading back home. Now, working from home is actually starting to feel normal.

By now, the allure of structureless days has faded. Our new challenge is to make sure that our new normal is one worth maintaining. For that, we need routines.

The Real Work of Routines

Routines are the route to happier, healthier days. Deeper sleep, lower stress levels, and improved mental health all start with routine. For all of those reasons and more, routines make us more productive.

What if you’re struggling to set or, more likely, stick to new routines? Five steps are key:

1. Start Out Simple

Mapping out a complicated routine right off the bat all but ensures that you’re not going to maintain it. Nestling routines within routines is overwhelming at best and self-defeating at worst.

With these complications, you’ll likely find any excuse to remove things. Before you know it, any semblance of structure will be gone. 

There’s a lot to be said about the power of simplicity. Easy routines also tend to be efficient and effective routines. Effective routines are easy for us to follow because we can see them working.

Need a place to start? Put together a solid morning routine: What do you need to put yourself on the right path for the workday? Make sure it includes time for:

  • Exercise
  • Dressing and grooming
  • A healthy breakfast
  • Self-reflection, meditation, or journaling
  • Workday preparation

2. Avoid Disruptions

When you’re trying to get a routine going, the smallest of disruptions can throw you off. Maybe you’re in work mode, but you get a notification that you can’t resist responding to. Perhaps your kids bust into your private office space. You might even see an advertisement that plunges you into an online shopping spree. 

In an ideal world, these disruptions wouldn’t happen. And when you’re working from home, the barriers that would keep you from goofing off are significantly relaxed. You need to be proactive.

Make a habit of turning your notifications off before beginning work. In your online calendar, let your colleagues and members of your inner circle know the times when you are unavailable. That way, they won’t schedule meetings with you when you’re trying to be productive. 

3. Dedicate Spaces for Major Routines

When working from home, don’t spend the majority of the day in the same room. This can leave you feeling fatigued and make the different parts of your routine blur together. Switch up your environment based one what routine task you are doing. 

Try to carve out space for each of the major routines in your day. Perhaps you decide to:

  • Sleep in your bedroom
  • Exercise in your activity room or outdoors
  • Eat in your dining room
  • Work in your home office
  • Tutor the kids in their bedroom
  • Wind down in your living room

Your physical space is a cue for your mental space. When you walk into your kitchen, for example, you’ll know it’s time to cook. When you’re in your office, you’ll buckle down and work. You get the picture. 

4. Pick a Partner

Your routine may ultimately be your own, but that doesn’t mean you have to go it alone. Synchronizing your routine with someone else’s can fight a sense of isolation. Perhaps simply socializing with them is an important routine for you. 

Find an accountability partner, such as your spouse, a co-worker, or a friend. Ask what routines they follow, and describe the ones you want to follow. You don’t have to do every routine together, but do identify and work together on areas of overlap. Check in with one another daily to see how things are going and to provide encouragement. 

5. Reward Yourself

Sticking to a routine is a goal like any other. Giving yourself rewards for accomplishing that goal can motivate you to keep going. Giving yourself a treat boosts not just your energy, but surprisingly, your self-control as well. 

Rewards do not have to be big or flashy to work. Cooking yourself a nice dinner can be a reward, as can having a glass of wine after a long day. Consider coordinating rewards with your accountability partner: positive affirmations are simple, free ways you can reward one another.

Big Goals Take Small Routines

Not every routine is fun, but routines are critical if we want to reach our goals. If we can’t solidify our small, daily habits, we’ll never be able to accomplish the big things. The way we establish, maintain, and reinforce our routines is what makes them slip or stick. 

Why wait until the crisis is over? Pick one healthy habit you want to add to your life. Start something that will last even after you no longer need to work from home. 

4 Unexpected Ways Crises Can Hurt Your Productivity

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4 Ways Crises Hurt Productivity

While the crisis created by COVID-19 has revealed a lot of weaknesses in our social systems and institutions, it’s also an opportunity for growth. And the same thing can be said about our productivity habits. 

You might already be experiencing the difficulties of working from home. Maybe you have to homeschool your kids amid school closings. Perhaps your pets are distracting you from accomplishing tasks. Chances are, you’re worried about possibly contracting the virus. 

Those challenges are, unfortunately, par for the course. You probably have a plan for each of them, such as online tutoring and social distancing. 

To truly protect your productivity, you have to go a step further: You must expect the unexpected. These are some of the productivity drains you might be having trouble pinning down:

1. Losing Track of Time

Do you ever pause to remind yourself what day it is? Can you feel the weeks bleeding together?

In a crisis situation, it’s easy to lose track of time. If you’re not going to the office, Mondays may no longer feel like the beginning of the workweek. The days may seem to fly by, and weekends might start to lose their significance. 

This disorienting experience drains productivity because the concept of time is essential to our ability to work in an orderly manner. You can’t efficiently tackle your tasks if you have no idea how long they’re taking you.

It’s important to adapt your schedule to the situation. Although it’s a good idea to maintain some of your same rhythms from before the crisis, like getting dressed and grooming, you must also account for new needs. Key ones include:

  • Commute time

If you aren’t headed to work, try taking a walk or meditating during that time. Slowing down can help you feel more prepared for the day.

  • Exercise time

With gyms closed, you’re probably working out at home. Use it to break up times that seem to slip away from you, such as your workday. 

  • Bedtime

When you’re experiencing stress, you may need more sleep. Listen to your body.

It’s also a good idea to use cues to help you track your time:

  • Keep a physical calendar in your workspace where you can mark the days as they go by. 
  • If wearing a watch gives you a psychological sense of time management, use that to your advantage. 

Set timers when you worry that you’ll take too much time on a task. When it goes off, move on.

2. Managing Food Distractions

Yes, food can definitely be a distraction in times of crisis. You might be tempted to stress eat: There’s something about being home all the time that makes you more snacky than usual. 

At the office, food is usually less of a distraction because there are more limits on what, when, and where you can eat. If not explicit, these limits are at least implied: You know crunching chips distracts your deskmate, for example, so you wait until lunch time. 

At home, you have more freedom as well as more choices. And if you choose the wrong foods — as people often do when they’re stressed — your health will deteriorate and you’ll feel lethargic.

 Limit your snack options at home. Keep healthy ones on hand, and avoid buying things that are high in sugar or fat. You’ll feel better and work more efficiently. 

3. Getting Cabin Fever

You’ve probably heard of term cabin fever but have never experienced it at the level you are now. This feeling of being isolated from the world can make you feel restless, irritable, depressed, and exhausted. Not only does this make you less productive, but it also makes you unpleasant in ways that can affect your interactions during a virtual meeting. 

When working from home, it can be difficult to realize where these negative feelings come from. It’s important to remind yourself that the outside world is still accessible. 

Combat cabin fever by reminding yourself of the broader world. Ways to do it while obeying social distancing guidelines include:

  • Going for a walk
  • Calling a friend
  • Doing yoga outdoors
  • Taking a drive
  • Doing yard work


4. Doing the Chores 

When you’re stuck at home, you may become acutely aware of the conditions of your living space. It might feel like everything is disorganized all the time, including right after you picked up. This has the potential to make you anxious. 

You may react by becoming hyper-focused on chores, or you might be tempted to give up entirely. Be proactive and get things done, but don’t let chores swallow all your time. Remind yourself what actually matters: your relationships and your wellbeing,

When you think through the unexpected things that can diminish your productivity, these things become expected. Expecting challenges is the only way to combat them. And when the next unexpected thing comes your way, remember: You’re smart and strong enough to work your way through it. 

5 Ways to Use Scheduling Software Outside of Work

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Why Online Appointment Software Should Be on Your Christmas List

We typically think of work as more hectic than our home lives. But is it?

Outside of work, there are chores to get done, meals to prepare, and finances to manage. Parents have kids to raise. Homeowners have a house to upkeep. 

Compounding those challenges is the limited structure of home life. Without a system, it can start to feel aimless and overwhelming. 

That’s why scheduling your day — your full day, not just your workday — is so important. The same scheduling software you use at work can actually help you get your home life in order. Here’s how to do it:

1. Create clear boundaries.

A strong work-life balance is the first step to reeling in your home life. It’s an ideal to strive for, but it’s complicated by our ability to work even when we’re not in an office space. The devices we use to complete projects and communicate with employees and clients are often the same devices we use at home. 

Using scheduling software can help you establish the healthy boundaries you need. Maintain separate schedules for work and home. That way, you won’t be looking at work-related tasks outside of work and vice versa. By intentionally leaving spaces in each respective schedule, you can accommodate irregular work schedules more easily.

Another smart idea is to designate a transitional period between work and home. Half of that time can be represented in the work schedule and the other half can be represented in the personal schedule. 

During the transition, you can do some reading, listen to a playlist, or even meditate. Whatever it is, shift your attention from work to your personal life. 

2. Let friends and family put time on your schedule.

One of the best parts of scheduling software is that others can claim slots in your schedule. If you know you have an open weekend coming up, why not send a scheduling link to friends and family? That way, they can schedule social time with you that works for them.

Ask them to do the same for you. If they want to have a one-on-one chat with you, then courtesy dictates they should let you choose the time. 

As hectic as schedules can be, you shouldn’t let your social life suffer due to a lack of structure. Scheduling software makes getting together during your precious time off easier. 

3. Distinguish priorities from everyday tasks.

Everyday chores aren’t the same as real priorities. You may have a pile of clothes on your floor, but doing laundry is less important than having a hard conversation with your financial advisor.

Your financial advisor is busy. If he or she isn’t already using a scheduling tool, invite him to book you through yours. Fixing your finances is a great example of taking care of what is important rather than just what is urgent in a particular moment.

With scheduling software, you can use different color schemes to distinguish different types of priorities. Perhaps you color social events yellow — a happy color — and stressful ones in blue, which is calming. 

Taking care of what’s important can be stressful. Scheduling what’s important shouldn’t be. 

4. Establish routines.

Routines give structure to our days and help us stay on top of our priorities. Scheduling software makes it easy to add recurring appointments to your calendar.

Say you’re a student. If your tutor always wants to meet at 9 a.m. on a Saturday, ask her to book you for that time every weekend. You’ll never fail to remember when tutoring is, and you’ll make it easier for other people to schedule you, too. 

You can also establish a routine by blocking time for similar kinds of activities. Maybe you start to decompress at 9 p.m. on every weeknight. You probably don’t want people asking to meet with you that late in the evening, so mark yourself as unavailable in your scheduling tool. Pop on your favorite mystery show, and let yourself unwind. 

5. Organize others to do good.

The very fact that you have a job and free time means you’re fortunate. Why not use some of that free time to give back to a cause you care about?

Sure, you could join a volunteer organization or donate money to charity. But to maximize your impact, a better idea is to organize your own volunteer group.

Say you’re organizing a litter pickup. Sign up a few volunteers, and send them each a scheduling link. Ask them to pick times that work best for them. That way, you know exactly when to get them a pair of gloves and some trash bags. You can maximize the team’s time by ensuring that everyone doesn’t decide to volunteer on the same Saturday afternoon. 

Life outside of work should energize you, not stress you out with all your different appointments. Letting other people book you provides certainty and takes the stress of making decisions off your shoulders. Why should appointments only be part of your work life?

7 Ways to Get More Done by Getting Fresh Air

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Morning Routine

How much time do you spend indoors on a daily basis? Even without a stay-at-home order, it’s probably at least 12 hours. Chances are, it’s more like 20 or 22 hours per day.

Whatever your answer, spending more time outdoors is good for you. It relieves stress, enhances your creative abilities, and helps you be more productive. 

Unfortunately, life has a way of keeping you indoors. Don’t let it stop you from taking care of yourself. Make fresh air a priority by intentionally scheduling your day to get outdoors. A great place to start is with your breaks during the workday. 

Here are some easy ways to boost your productivity by getting more time outdoors:

  • Schedule Exercise Breaks

When you see the word “exercise,” your mind may automatically jump to an image of the gym. But it’s important to remember that exercise doesn’t have to happen indoors to be effective. 

A break during the workday is a good time to take a walk, go hiking, or do some light yoga out in nature. And if you have pets, bring them along for the journey. 

To ensure you don’t forget, add exercise breaks to your schedule. Physical exertion offers a nice release from a sedentary office environment, enabling you to return to work with renewed energy.

  • Make it Social

There’s a lot to be said for getting some much-needed alone time during work breaks, especially if you’re constantly interacting with team members. But having some company during a break can really improve the dynamics of your work relationships.

The next time you go outside for a break, take a colleague with you. You could meet up with a friend at a park, play some frisbee, or talk about current events. 

The outdoors is also a good place to talk on the phone with family members or anyone you don’t see on a regular basis. Make it even more personal with a video chat. Soaking up the energy from good conversations is sure to enhance your outdoor experience. 

  • Eat Lunch Outdoors

You might get tempted to eat lunch at your desk, but it’s a good idea to drop your work during lunch completely. And going outdoors can be a great way to make the most of a lunch break. 

Pack a healthy meal. Find a soft spot of grass, and take in the scenery while you eat. You’re likely to enjoy your lunch more in an open space rather than in a cooped-up one. 

For an added boost, turn the lunch break into a picnic. Invite a few friends, bring a blanket, and find a nice tree to sit under. 

  • Meditate in Nature

If you search “meditation,” you’ll mostly see images of people practicing it in outdoor settings like on a beach, near water, or amid all kinds of greenery. Meditating outside is proven to help you relax and come out feeling more alert and awake.

If you do decide to meditate outside, ditch the headphones. The sound of insects, wind, and rushing water will enhance your practice.

  •  Snap Some Photos

You don’t have to be a professional to get into nature photography. All you need is a phone, a break during your day, and an artistic eye.

Don’t judge yourself. Just look for beauty, notice the small things, and try to take photos that show everyday life in new ways. 

  • Add an App

Too often, apps keep us indoors rather than pushing us outside. But our screens don’t have to trap us inside.

There are plenty of games you can download that make you go outside to get the full experience. Pokémon Go! is a popular example, but Zombies, Run! is gaining attention quickly. You can also use apps to go geocaching and find special containers that people have left in your area. The possibilities are endless, and some of them even double as a fitness tracker.

  • Work Outdoors

Taking breaks outdoors is a great way to restore your motivation, but why not work outdoors when you can? When the weather permits, simply working from a picnic table outside your office can keep your stress levels low and productivity high. 

Offices with natural lighting and plenty of plants are filled with plants are no substitute for actually working outside. Your body and senses will thank you for the fresh air. 

As you schedule your week, try to maximize your outdoor time. Start small, and get used to the hours in nature. Soon, you’ll wonder why you were spending so much time indoors in the first place. 

5 Small Habits That Can Make or Break Your Productivity

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If you wake up on the wrong side of the bed, it can feel like your whole day got turned upside down. Why? Because your first 90 minutes set the stage for the rest of your day. 

Pivotal habits, such as eating breakfast and journaling, can significantly change the trajectory of your productivity. They give you a better outlook on the day and clarify your work intentions. 

What small hacks can keep you motivated and productive throughout the day? These five are key:

 

  •  Defining your ‘why’

 

Get used to it: You won’t enjoy every task you have to do in a day. Nobody gets inspired by things like taking out the trash or sorting through emails.

That’s why you need to establish your “why.” It’s never a smart idea to rely on willpower alone to get you through menial work. 

Simon Sinek, author of “Start With Why,” suggests treating your “why” as your root. Yours might be different than someone else’s, and that’s OK. What’s important is that your goals and your tasks logically grow out of it. 

Ask yourself: What do you ultimately want out of your productivity? To enjoy leisure time? To live out your potential? 

Make your goal something greater than paying the bills. For example, you could think of it as: “providing a secure life for my family and children.” When you have a clear direction for what you’re doing, it’s easier to get through rough times. 

 

  •  Mapping out your week on Sunday 

 

If you want to be more productive, you have to plan your week out on Sunday.

There are probably a million things you would rather do on Sunday, but you only have to spend 30 minutes to plan out the rest of your week. Then you can go to the beach or catch up on your favorite television show. 

Here’s how you can map out your week on Sunday: 

  • Write everything down that needs to get done.
  • Separate main priorities from what can wait. 
  • Add main priorities to your calendar. Stick to three or fewer per day.
  • Add sub-priorities to your main priorities. If you want to landscape your yard, for example, you may need to make a trip to the hardware store. 
  • For to-do items that can wait, schedule them during leftover availability.

Now you have a weekly schedule. Review it and make sure it truly reflects what you have to get done. Also ensure that you don’t have any events conflicting with each other. You wouldn’t want to schedule a client visit the same time you have to conduct employee training. 

With your remaining time on Sunday, take care of housekeeping items. Prepare meals, do laundry, and clean up. This ensures you can keep your focus on more important things during the week than what you’ll be eating for lunch the next day. 

 

  •  Having a morning routine 

 

Is your go-to morning routine hitting snooze on your phone several times and throwing your wrinkled clothes on? Habits like that ruin the rest of your day. You set the stage for hurriedness and laziness from the moment you open your eyes. 

Some tasks you might consider including in a morning routine:

 

  • Reviewing your goals

 

Are the goals you set out for yourself on Sunday still valid. Focus on finishing those first. Once your priorities are done, work on the ones that are not as pressing. 

 

  • Making your bed 

 

Making your bed is a small task that can make you feel like you accomplished something big. It takes less than five minutes and builds your confidence.

 

  • Exercising

 

Did you know that experts say mornings are the best time to exercise? Exercise wakes you up by getting your blood flowing bright and early. 

 

  • Implementing a get-out-the-door routine 

 

Getting out the door on time helps you feel ready for work. This means having your clothes ironed and ready to put on the night before. Have essential items — like your laptop bag and lunch box — packed and in a specific spot. Place pre-planned meals in the fridge and ready to pack.  

 

  •  Decluttering your workspace 

 

Have you ever tried getting work done when your desk is full of junk: pencils that don’t work, papers you don’t use, knick knacks that are collecting dust?

It can feel impossible to work in that environment. Clutter makes it difficult for you to focus, and hard to relax. It also reminds you of all the cleaning you should have done but haven’t.

Take a few minutes to clean your workspace, starting with your desk. Put items in a box that you don’t need. Get rid of the paper agendas from old meetings. Return books that belong to another department.

Then, clean up your computer. Delete old files, and archive your emails. Organize the documents you actually need into folders.  

Finally, take care of the area around your work station. Vacuum the carpet. Clean out your filing cabinet. 

 

  •  Working smarter, not harder

 

There’s no point in discovering your why, having a schedule, morning routine, and decluttering your workspace — if you’re overworked. Why grind it out when you can find alternative ways of working?

Working smarter might mean outsourcing data entry tasks to a digital assistant. It could mean listening to your favorite podcast on your walk instead of when you’re trying to meet a deadline. 

Working smarter helps you focus on priority tasks. It also shows you the value of delegating appropriate tasks, allowing your time to be better spent elsewhere. Working smarter allows you to get tasks done quicker, which lets you use the leftover time to relax. 

To get the big things done, start small. Know what you need to get done, take care of yourself (and your workspace), and find efficiencies where you can. That’s all there is to it. 

6 Tips for Scheduling a Stellar Event

By | Scheduling | No Comments

The right event can change everything. Maybe it’s the conference that gives you a million dollar idea. Or the workshop that makes all your work goals fit together.

With that said, 18 million events are scheduled in the U.S. every year. How can you make sure yours is one to remember? 

Getting the small things right makes a big difference. Be sure to:

  •  Get the instructions right.

No one likes it when there are typos on the event invitation. Could you imagine showing up for an event and being told it’s actually another day? 

When you write out your invitations, make sure to do so plenty of days in advance. This gives you time to proofread your invitation draft. 

When you’re ready to review your work, begin by checking the basics: event location, address, time, and any instructions about parking. Then, proofread for spelling and grammar. Finally, have a second pair of eyes look it over to ensure everything is correct. That way, you can send it out with confidence. 

  •  Use the right tools.

If your event will have a lot of attendees, you’ll wind up with a lot of scheduling requests in your inbox. Those can take hours to sort through. Protect your company’s productivity by letting attendees RSVP themselves using scheduling software.

Think, too, about your event’s sessions. If you’ll be doing one-on-one consultations, ask attendees to book a specific time with you. That way, you don’t have dozens of attendees all trying to do their one-on-one with you at the same time. 

  •  Know your attendees.

Different types of events attract different types of people. It’s important to think through who’s going to be at yours. What level of knowledge will they have about the topics to be discussed? What pre-work might they need to do in order to get up to speed.

To understand your target audience, think about what type of business you are:

    • Caterers & event planners
      You can plan food tasting and event planning events with potential clients. Give them the white-glove experience. Get tablecloths, put together swag bags, and appoint an experience manager.
    • Nonprofit organizations
      Nonprofit events require a host of people for events: volunteers, paid employees, and external stakeholders. Scheduling software can help you spend less time on grunt work, and more time raising money for causes you love.
    • Salons & spas
      Salons and spas have all sorts of different clients, but they do have one thing in common: a focus on beauty and wellness. Put together sessions centered on self-care. Use scheduling software to seek input about what would make your event maximally relaxing.
  • Shipping & retail
    Shipping and retail stores are used to handling complex logistics. Be sure you invite product representatives, set up the space well for them, and give attending customers plenty of attention.

  •  Send out invitations early.

How can attendees plan for your event unless the invitation is sent out early? A good rule of thumb is to give people at least three weeks notice to plan for your event. If you are planning a nationwide event, like a corporate conference, give at least a year notice.

To determine how much notice you need to give, put yourself in the attendees’ shoes. If they need to travel, then booking and planning everything will take more time. Conference, hotel, travel, food, and entertainment arrangements add up. 

Smaller events, such as meetups, require less preplanning. Often, attendees just have to RSVP and show up. Small-scale events like meetups should still look professional, even if you don’t have to give attendees more than a few weeks’ notice.

  •  Make it easy for others to meet with you.

If you’re the point of contact for an event, it’s important that you’re available. Imagine the horror if you accidentally double book yourself with two vendors. The solution is to display your availability on your calendar. 

Here’s how you can do it:

  • Check your company’s availability
    Leave your calendar availability open only during your work hours. This prevents you from planning a meeting during your personal time.

 

  • Make some hours off-limits.
    You have a lot to do other than meeting with event staff. With your schedule in hand, pay close attention to when you’re busy, and block off hours when you want to focus on other tasks.

 

  • Set expectations

                        Whenever you meet with someone, you need to share:

  • An agenda
  • Meeting expectations
  • Who else might need to be in the meetings 
  • The number to call or videoconferencing site to visit (if applicable)

  •  Start and finish events on time 

When the big day finally arrives, you need to keep a strict eye on the clock. You don’t like it when other people disrespect your time; don’t do the same to them. 

Even if everyone hasn’t arrived at the designated start time, go ahead. If 90% of people are already there, it isn’t worth upsetting them for the 10% of latecomers. End either five minutes early or right on time. Don’t push the event beyond the time allotted, even if you aren’t quite finished.

Events are a lot of work to plan and put on. A little forethought can go a long way. Get the details right, and give your attendees an experience to remember. 

These 6 Things Can Ruin Your Productivity

By | Time Management | No Comments

You know the importance of productivity, but something always seems to get in your way. You can’t seem to stop checking social media. Your dog needs to go to the bathroom. The rain outside is so loud you can’t hear your conference call.

Some of those things are out of your control. You can’t plan around every disruption, there’s a lot you can do to protect your productivity. Avoid these six missteps:

1. Multitasking

When you multitask, you train your brain to not focus on the task at hand. It’s nearly impossible to be productive if you can’t hunker down on one major assignment. Cut out multitasking, and work on just one thing at a time.

For example, if you have to write marketing copy for a new software launch, focus entirely on writing during scheduled hours. During your focus time, turn off notifications on your phone. Better yet, put it in another room entirely. If you need your phone to get work done, consider blocking applications that you don’t need to tackle the task at hand. 

2. Not Having a Plan 

If you don’t plan, then you plan to fail. If you start the week without a schedule, you’ll struggle to use it productively. And without daily planning, you’ll get sidetracked by last-minute requests, off-topic conversations, and deadlines associated with future tasks.

It only takes 45 minutes or less to schedule weekly tasks. Start by thinking through what you want to accomplish that week and plotting it out in order of priority. Limit yourself to three big goals per day.

For daily work, try time blocking. Split your day — your full day, not just your workday — into 15-minute chunks. Associate a specific task with each block. When it’s time to move on, do it. If you didn’t get the task done, add it to tomorrow’s time blocks.  

3. Not Taking Breaks

Did you know that taking a break can help you solve a difficult problem? When you focus too much on the task at hand, you don’t give your mind rest to think. Breaks increase creativity and decrease fatigue.

Remember to schedule breaks into your time blocks. Each hour, give yourself a 10-minute break. Every four hours, make it a 30-minute break.

Breaks are your time. As long as you’re doing something healthy with them, you’re doing the right thing. Easy, low-cost options include:

  • Go for a walk.
  • Take a nap.
  • Eat a snack.
  • Call a friend.
  • Read a book.
  • Catch up on the news.

4. Not Having a Nighttime Routine

What you do at night heavily impacts your productivity the next day. Not getting enough sleep can make you feel stressed, fuzzy-headed, and tired the next day.

Sleep deprivation is a nationwide issue. The CDC reports that a third of US adults get less than the seven hours of recommended sleep per night. If you want to get to bed on time and wake up refreshed the next day, you need to have a nighttime routine. 

Here’s how you can do it: 

 

  • Set a standard bed time.

 

Decide what time you want to go to sleep every day, and stick to that time. Your body will become accustomed to it and start to get sleepy at that hour every day. A notification or alarm on your phone can help remind you an hour or two in advance.

 

  • Relax for an hour before bed. 

 

Doing something relaxing before you sleep can help your body wind down. Consider taking a warm epsom salt bath, doing yoga, or reading a book. You can also meditate to soothing music before sleeping.

 

  • Avoid screen time.

 

Screens emit blue light that makes it more difficult to sleep. The light tells your brain it’s still daytime. Stop looking at screens at least an hour before you go to bed, and don’t keep your phone in the bedroom. If you use your phone as an alarm, get an alarm clock.

5. Not Customizing Your Calendar Availability

If people don’t know when you’re available to talk to them, they’ll pop in with questions or random comments at all times of day. Not only is that stressful, but it makes you less productive.

If  you don’t keep a close eye on your calendar availability, you risk double-booking yourself. You may accidentally schedule a business meeting on a personal day. 

To set your calendar availability the smart way:

 

  • Limit your professional availability to your company’s operating hours.

 

Leave your calendar availability open only during your work hours. This prevents you from planning a meeting during an unnecessary time. Block off others times for your own activities or personal appointments. 

 

  • Make some hours off-limits.

 

You can’t meet at every hour of the day. It’s important to keep some time slots clear for getting work done. Know when you tend to be at your most productive, and avoid scheduling meetings at those times. 

 

  • Think through the details.

 

Setting expectations is key. When you are available to meet, make sure you share the top-line details ahead of time. For each meeting, ask yourself:

  • What’s the topic to be discussed? 
  • Why can’t it be an email?
  • How long should the meeting last?
  • Who needs to be in the meeting?
  • If the meeting is virtual, what number should attendees call?

 

  • Sync your personal & professional calendars.

 

Family and self-care time are important. Make sure that people in your professional life can see when you’re carving out time for personal engagements. You don’t want to  have a meeting booked when you’re supposed to be at your daughter’s soccer game. 

 

  • Inform people about exceptions.

 

Life happens. If you need to make an exception to your typical schedule, inform others. Give people at least 48 hours notice, if at all possible. Do this by setting up an out of office message and by blocking off your schedule. 

6. Stressing About Your Schedule.

These productivity tips should make your life less stressful, not more. Take what you need and leave the rest.

If you really want to keep it simple, Benjamin Franklin’s daily schedule is a great model. Yours might look something like this:

  • Getting ready for the day: shower, breakfast, personal development, and prepare for work (3 hours)
  • Morning work (4 hours)
  • Review of projects and lunch (2 hours)
  • Afternoon work (4 hours)
  • Dinner, rest, and wrapping up the day (4 hours)
  • Sleep (7 hours)

Need more tips to keep your productivity high? Check out these 25 daily calendar productivity tips to up the ante.

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