Category Archives: Appointment

How to Use Appointments to Improve Your Decision-Making

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How to Use Appointments to Improve Your Decision-Making

Snap decisions often cause regrettable damage to our finances, relationships, and overall well-being. When confronted with a difficult decision, especially one that evokes an emotional response, it’s important to take your time and think through it from several angles. Try to let the emotional side take a back seat and consider your decision objectively.

This can be admittedly difficult to do. These decisions and the stress they cause can weigh on your mind and consume your time. How can you think about work or other important matters when such big decisions loom?

Sometimes, putting a placeholder on your calendar can relieve immediate stress and help you assess a wide range of situations more dispassionately. Doing so can also allow you to put the decision out of your mind so you can focus on tasks at hand. Your calendar placeholder ensures you won’t forget to revisit the decision, meaning you don’t have to fret it about in the meantime. That alone will give you some peace of mind.

Block Out Time for Projects and Decisions

Sometimes we have so much to do it’s hard to sit down and concentrate. Scheduling our time through our online calendars and apps can help us get important things accomplished. 

Look at everything you need to get done for the day. Then schedule out blocks of time for each task. This will enable you to really focus on one thing at a time and boost your productivity. 

Doing this also helps declutter your mind. Keeping all your tasks for your professional and personal life in your head can add to your stress and anxiety. Getting it all down in your calendar enables you to clear your mind so you can actually complete your to-dos.

You schedule appointments to get things done at work all the time. Why not do the same for your personal life? Add in your haircut or your kid’s soccer game. The less you have to keep in your head, the freer you are to be fully present. 

Adding appointments for time to reflect or do research will facilitate your decision-making as well. You might schedule time to pore over your budget to see if you can buy the SUV you’ve been eyeing. You might also set aside time to compare various models and the dealer incentives different brands are offering. Taking this prep time lets you keep your purchase a priority but prevents you from recklessly signing on the dotted line at the urging of a smooth-talking sales rep.

Assess How You Use Your Time

As you begin to schedule time for decision-making purposes, you might feel like there just aren’t enough hours in the day to get it all done. How can you decide on the best uses of your time? Start by learning exactly what takes up your time at work and at home.

Calendar analytics can show you what you’ve been up to and inform your decisions about how you spend your time. Are you in meetings all day? Do you devote lots of travel time getting to a shared work space? Do all your kids’ sports have you on the road several days a week? With calendar analytics, you can learn the distribution of your calendar appointment types and see the locations of your meetings. 

With this information, you can re-evaluate and make necessary changes so you can make the most of your limited hours. If you need to schedule a time for decision-making purposes, it can open your eyes to the best days and times available.

Use Dead Time for Productive Purposes

After reviewing your calendar analytics, you might discover blocks of wasted or dead time. You might find yourself waiting at the doctor’s office or when picking your kids up. Maybe you have a 30-minute gap between meetings or a long commute. You can make better decisions about how you spend this time, too. These little blocks of time can really add up!

You can leverage this time to learn a new skill or catch up on an enriching podcast. These solo moments could also be a good time to come to a decision on an issue at the office or at home. When you see that gap, go ahead and add an appointment to your calendar. For example, “Reflect on ways to save money this month.”

Improve Your Time Management

When deciding on the best use of your limited hours, it all comes down to time management. Effective time management will increase your productivity and help you stay on top of your obligations both at work and at home. If you find yourself routinely completing work tasks at the last minute or paying your rent late, you’ll need to find ways to be more organized.

After all, disorganization can spill over into those big life decisions as well. Poor time management can cause you to have to make a quick, last-minute choice that you’ll regret later. 

When it comes to big decisions, giving yourself plenty of time to make informed, cool-headed  choices is key. Setting calendar reminders for these moments can give you the space and mental clarity you need to to set yourself up for a great life.

Why You Need a Productivity Purge

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Why You Need a Productivity Purge

Wouldn’t it be wonderful if you were able to juggle only one thing at a time? You know — if you didn’t have to always manage multiple projects? Remember in Covid when you were juggling homeschooling with your kids while you’re on a Zoom call? Now it’s summer and it’s dèjá vu — same scenario! So how is everyone else doing with this reality… especially with productivity?

Our lives are so busy it seems like a pipe dream to manage only one task. However, we’ve had a lot of science information come about in the last few years that tells us not to multi-task — have we been listening?

It is actually possible to do one thing at a time — and have great success. For example, take a look at when Albert Einstein was working on his theory of relativity.

The Einstein Principle

Let’s give credit where it’s due. Cal Newport popularized the Einstein Principle. If you recall, Newport is the author of the influential “Deep Work: Rules for Focused Success in a Distracted World.”

In a blog post, Newport explains that from 1912-1915, Einstein was primarily focused on his theory of relativity — please don’t ask me to explain that! But, while Einstein had to make sacrifices, he published one of the greatest scientific accomplishments in history.

“We are most productive when we focus on a very small number of projects on which we can devote a large amount of attention,” writes Newport. “Achievements worth achieving require hard work. There is no shortcut here.”

“In a perfect world, we would all be Einsteins,” he adds. “We would each have only one, or at most two, projects in the three major spheres of our lives: professional, extracurricular, and personal.” In turn, we’d be able “to focus on this specialized set, in exclusion, as we push the projects to impressive conclusions.”

Of course, most of us aren’t that fortunate. And why would we? Newport argues that it’s risky, boring, and a tad unrealistic.

But, something does come close. It’s something that Newport calls a productivity purge.

What Exactly is a Productivity Purge?

A productivity purge “a simple strategy for coming as close as possible to satisfying the principle without giving up a quest for the unexpected next big thing.” The principle works as follows:

  • Grab a sheet of paper and create three columns; professional, extracurricular, and personal. Under “professional,” you would list all of the major projects you’re currently working on. Beneath “extracurricular,” jot down your side projects. And under “personal,” note all of your self-improvement projects, like reading.
  • Under each list, “select one or two projects which, at this point in your life, are the most important and seem like they would yield the greatest returns,” explains Newport. “Put a star by these projects.”
  • Next, identify whatever you can “stop working on right away with no serious consequences. Cross these out.”
  • Whatever projects are left unmarked, “come up with a 1-3 week plan for finalizing and dispatching them,” Newport adds. “Many of these will be projects for which you owe someone something before you can stop working on them.” If so, develop “a crunch plan for the near future for shutting these down as quickly as possible.”
  • After you’ve “completed your crunch plan, you’ll be left with only a small number of important projects. What that means is you’ve “purged your schedule of all but a few contenders to be your next Theory of Relativity.”

Newport offers a final important tip. “Try to go at least one month without starting any new projects. Resist, at all costs, committing to anything during this month.” Rather, target “with an Einsteinian intensity, on your select list.”

6 Ways to Purge for Productivity

The strategy listed above, in my opinion, is pretty straightforward. And, when done regularly, it is certainly effective. But, I’ve also applied this concept to known productivity thieves.

The result? I’m spending less time and energy on the unnecessary. In turn, that’s made me a lean, mean productivity machine.

1. Update your routine.

Routines can come in handy. They provide structure and make planning easier. And, when you have a routine, you don’t have to make as many decisions.

Here’s the thing, though. Is your routine actually effective? Just because you’re on autopilot doesn’t mean that you’re not on the right course.

Take a moment and assess your daily schedule. And answer the following questions:

  • Are you working when you have the most energy?
  • Have you left white space on your calendar?
  • Are you actually getting close to your short-and-long-term goals?
  • What recurring tasks can you delegate or remove?

Is there a perfect schedule? Of course not. But, in the words of Stephen Covey, “The key is not to prioritize what’s on your schedule, but to schedule your priorities.”

2. Let go of old tasks.

Do me a favor and take a glance at your to-do list. If you haven’t updated this list in some time because you’re on autopilot, you may be in for a surprise. These tasks may no longer be relevant — or even worse, they may now be unimportant or vague.

Those items are actually clutter. So scratch them off your list. As for what’s left, prioritize your list using something like the Eisenhower Matrix.

Whatever is important and urgent, you would do immediately. Important but not urgent tasks will be scheduled for another time. Remember — anything that’s urgent but not important can be assigned to someone else. So, really, copy and paste these tasks to someone else right now.

3. Share your workspace with Mr. Clean.

Not literally. After all, Mr. Clean is a fictional character. So, that would be just weird if he were actually with you in person.

What sharing your space with Mr. Clean means is cleaning and organizing your workspace. It doesn’t have to be sparkling. But don’t let your space become a pigpen.

Some tips:

  • Whatever you don’t need, chuck or recycle it, such as junk mails.
  • Organize both paper and digital files so that they’re not on your desktop.
  • Think like a chef and practice mise en place. The French culinary phrase mise en place means “everything in its place.” Give everything a home and keep your most frequently used items close to you. Then, at the end of the day, put everything back where it belongs.
  • Create zones. You may do your deep work at your desk. But, you should have other zones for different activities. For example, you could create a resource area or outdoor spot for brainstorming.

4. Avoid information overload.

Being plugged in 24/7 and being surrounded by too much data is causing information overload. When left unchecked, it can hinder your productivity, performance, and collaboration. After all, the brain can only remember so much before popping like a circuit.

The best course of action? Be more selective about what you consume. Preferably, have the things you consume be relevant to what you’re working on right now. Additionally, you could also set a time limit on information gathering and learn to block out distractions.

Not enough? Give batching a spin. Don’t forget to occasionally let your mind daydream and wander.

5. Ask, “Does this bring you joy?”

I know — you associate this question with Marie Kondo when organizing your home. And while many people have found this helpful — I’ve only used the question when it comes to my calendar.

Here’s a recent example. Last weekend a friend had a small outdoor gathering. While I could have fit this into my schedule, I wasn’t just feeling it. That may sound selfish. But, I felt other things were more important, and, in my opinion, that event just wasn’t a priority at the time.

Just to let you know, I gave them plenty of notice that I wouldn’t attend. I also scheduled another time to catch up. I now apply this principle to any time request — whether it’s a new project, meeting, or networking event.

In the immortal words of Derek Sivers, “When deciding whether to do something, if you feel anything less than ‘Wow! That would be amazing! Absolutely! Hell yeah!’ — then say ‘no.’”

Keep this mantra top of mind right now when we, in business, are working to save the economy and our businesses. If you aren’t building yourself and your company, help someone else build or save their business!

6. Break free of stress.

Finally, purge stress from your life. If you don’t, you’re just not hurting your productivity; you’re also putting your health and wellbeing in jeopardy. And, you can get started by:

  • Identify your triggers so that you can remove them. For example, if a client keeps you up at night, you might want to let them go and work with someone else.
  • Take care of your body. You know the drill. Get your body moving, eat a healthy diet, and don’t neglect your sleep.
  • Meditate. Take a break from work and engage in mindfulness — even if it’s just for five minutes.
  • Learn how to self-soothe. When you’re stressed, try breathing exercises to calm down.
  • Do something that you enjoy. Examples could be reading, hiking, or spending time with friends and family.
  • Focus on what you can control. Seriously. Don’t waste your time obsessing over things that are out of your hands.
  • Take time off. When you’re overwhelmed, spend some time away from work in order to recharge.

Make Sure Covid Doesn’t Make a Summer Comeback

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Make Sure Covid Doesn’t Make a Summer Comeback

Millions of Americans are gearing up for an exciting summer now that the worst of Covid is moving behind us. Our Calendar alerts us that time is marching on, and we need to schedule something interesting for ourselves, friends or family. However, it’s always better to be safe rather than sorry when the pandemic is not officially over. If there’s any chance at all that Covid makes a comeback, we don’t want to let it happen on our watch.

You can still enjoy plenty of summer activities while still reducing your risk of contracting and spreading Covid. In fact, you should do what you can to have an enjoyable summer since 2020 was full of enough turmoil for a lifetime. Here’s how you can make time for fun while keeping yourself and everyone around you safe:

Look at Getting Vaccinated

Perhaps the single biggest reason Covid is under control in 2021 is the release of vaccinations for the virus. A handful of companies are offering vaccinations, and they are now available to almost everyone interested.

Local Resources for Vaccines

Look for local resources that provide information on where vaccines are available and how to get one. A simple Google search will show you which local pharmacies and hospitals administer the vaccine in your area. Covid vaccines were paid for with taxpayer dollars, so you won’t have to pay anything out of pocket at the time of vaccination.

CDC Guides

The CDC has now stated that anyone above the age of 12 is eligible to receive a vaccination. Previously, only the most at-risk individuals could receive the vaccine, but now enough time has passed that doses are available to most of the general public.

Stay Away from Heavily Crowded Areas

Even after getting vaccinated, consider staying away from heavily crowded areas. Even before Covid-19, you’re more likely to contract a virus or a disease when trying to navigate through crowds of people. Airports, hotels, and resorts are all trying their best to keep areas sanitized, but nothing is guaranteed just yet. And, seriously — wash your hands.

If you plan on taking a summer trip this year, consider vacationing somewhere less crowded than you would’ve in past years. You can have just as much fun hiking a secluded national park as you can sharing the beach with dozens of strangers or attending stuffy concerts. Of course, those trips can be postponed for another year or two. Or if you choose a crowded spot — you can help those who are with you be aware, as you are, about social distancing. Set a reminder on your Calendar.

Adopt Cleanliness Habits

It’s safe to assume that you do a good job of keeping yourself clean and healthy. However, in an effort to put Covid in the rearview mirror for good, it doesn’t hurt to take your cleanliness habits to the next level, or even back to the level you attained when Covid was still new and relatively unknown.

Case of the Itchy Nose

Until we wore the masks — I didn’t notice how often I itch my nose. There is never a time when my nose is NOT itching! But I’ve lived with this my whole life, so I quit noticing or being irritated by it. The allergist said it’s dust and a ton of other things and suggested I cut my nose off for a solution. I chose to keep it. Nonetheless — I’m grateful my parents pushed hand washing. But I see tons of people skip this necessary life skill.

Continue to use your online Calendar, develop cleaning routines for your home and vehicles. Regular cleanings will keep all viruses and germs at bay, not just Covid. You’ll feel more comfortable knowing that you’re doing your part to keep your family safe from Covid.

There’s also some merit to taking time to do the little things that you often skip over. For example, your online Calendar can give you monthly reminders to clean stovetops, microwaves, counters, and other touchpoints that might get overlooked during your usual cleaning routines.

Make Time for the Outdoors

Since the early days of Covid, spending time outdoors was recognized as a safer way to spend the summer. The open-air makes it more difficult to spread the virus thanks to wider spaces and better air circulation. Before the vaccine was available, masks kept outdoor transitions to a minimum.

Check the Park Before Going

Summer is the best season of the year to spend all your time outside. Add in the extra protection from Covid, and that’s all the more reason you should make time for the outdoors this year. Check with parks if you are headed there. I read that some National Parks were just flooded in the last week or so.

When vacationing, put a reminder on your Calendar to check the local (to the park) news to make sure about crowds and weather information.

Learn to Pivot Your Play

Just as in business, learn to pivot your vacation spot without having a coronary or meltdown — and teach your kids this same principle. Covid taught us at least a couple of things — we can do this — and we can handle the hard stuff. We can change decisions quickly when we want to and still have fun.

Activities and Games

There are plenty of ways to fill up your online Calendar with outdoor activities. Plan a weekend hike, a trip to the lake, or even backyard games to play with the family. Intentionally planning outdoor activities ensures that even the biggest homebodies make it outside regularly. Everyone will get some needed Vitamin D as well.

Stay Up to Date

While Covid might not be gracing every headline in 2021, there’s still plenty of news you can keep track of to stay on top of any updates. For example, a quick search for Covid news would show you that in June, the state of Utah had a big spike in Covid hospitalizations. You might not have even been aware of such an occurrence if you hadn’t done your research.

Don’t get Hysterical — Just be Aware

These reports and many others will keep you up to date with all things Covid related in the country and your area. Don’t get too sucked in, or you might fall into despair. But, keeping tabs on how Covid is progressing will help you stay on top of safety measures. It will also help you steer clear of areas with recent exposure to the virus.

Go With the Tried and True

Back at the peak of Covid-19, two initiatives really helped stop the spread of the virus. These were wearing a mask and social distancing. We’ve gotten more relaxed with those two guidelines in recent months. However it’s better to be safe than sorry if you really feel like Covid can become a problem again.

Seriously, a small sacrifice such as wearing a mask is a small price to pay if it means you can participate in all of your favorite activities this summer worry-free. Nothing can be worse than going through a second lockdown, which is something we hope to avoid at all costs.

A summer without Covid is a welcome one. Make sure illness doesn’t get in the way of your summer and your fun in the sun will go as planned.

‘Where Did We Lose You?’ Detecting Breaks in the Appointment-Making Chain

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‘Where Did We Lose You?’ Detecting Breaks in the Appointment-Making Chain

As great as it is in every way, online appointment software isn’t a cure-all for all of your customer experience issues. If you fail to look beyond the software, you’ll overlook the unseen frustration customers experience, which eventually will force them away.

Check out these tips for detecting and fixing some of the invisible breaks in the customer experience your clients may be having. Catching and resolving them in the early stages will keep your retention rates high and make sure every review your company gets is a positive one.

Waiting on Hold

This one is for all the businesses that still aren’t using appointment-scheduling software. Phone conversations can be some of the most important interactions your business has with customers — and the most likely to get messed up. 

Hold times are typically the first offender, with customers getting frustrated by being put on the back burner. In fact, 40% of consumers in a customer service survey stated that waiting on hold for more than five minutes irritated them more than anything else. 

In addition to long hold times, few things are more frustrating than getting routed from agent to agent trying to find the right person to help you. Nearly all of this can be avoided by using online appointment software. Many questions can be answered instantly, and a smooth booking process is practically guaranteed. This eliminates the need to even contact a customer service agent. 

Long Page Loading Times

Another test of customer patience is your website. Online appointment software won’t do you much good if your website takes forever to load each page. If a customer is stuck on a loading screen for too long, they’ll ditch your company entirely.

A key point to look at is mobile optimization. Your appointment system might run flawlessly on a desktop computer but not scale down to mobile use as well. A growing number of consumers will book appointments on their smartphones, so you need to make sure that loading speeds (and the resulting displays) are viable for them.

Spammy Marketing Tactics

It’s perfectly understandable to get antsy waiting for customers to book appointments. This is no excuse to let your marketing tactics get out of hand. If your marketing and messaging seem spammy and annoying, you’ll push customers away rather than draw them in. 

The thing is, sending messages to clients is important, so you need to find a balance. The best-case scenario is that customers opt into messaging, but many will miss the fine print. Try to limit yourself to one message per week max if it doesn’t pertain to an active appointment booking. 

You have a little more leeway with messages sent as appointment reminders. Your customers will appreciate a few nudges leading up to their appointment so that it doesn’t slip their minds. Daily reminders, however, would likely be a bit much. 

Restrictive Communication

Let’s say you’ve got your online appointment system up and running. While this should do most of the heavy lifting for you, it can’t be your only method of communication with customers. Restricting communication in this way will potentially alienate them from your company and prompt them to move on to others.

Keep multiple lines of communication open, each with a specific purpose. Phone lines will still be useful for customer problems or to discuss small details that might get missed by a program. Sometimes it’s nice to speak with another human being about the questions and concerns you might have. Social media can be used to answer quick, informal questions about your service. 

The best part about online appointment software is that it’s open 24/7 for customers to use. You can expand on that by including a chatbot on your website that answers simple questions for customers booking appointments outside of business hours. While this doesn’t provide the human touch, it helps you communicate with customers at all hours of the day. 

Hidden Appointment Fees

The second a hidden fee shows up in a bill, the customer receiving it will be gone. Transparency is crucial for businesses in 2021, where a host of global and societal issues have made consumers ever vigilant. Don’t be the company that tries to sneak in hidden fees to take advantage of unsuspecting customers.

If you do need to attach a fee to something, just be open about it. Explaining why credit card processing fees exist is much better than sneakily adding them to a bill. This goes for any fee that is involved in your appointment booking process or the services you provide.

Lack of Accessibility for Appointments

Online appointment software is incredibly easy to use. However, there are people who will need some extra assistance to work through the booking process. In fact, the Americans with Disabilities Act of 1990 states that it’s your duty as a business to make sure your services are available to all.

So look for ways to make your website and booking process accessible to everyone. Text-to-speech, voice commands, and different visual settings are just a few things you can do to make your online system accessible to people of all abilities. 

It’s easier to move obstacles than to coach your customers over them. Identify the snags in your own system so that every customer feels comfortable and cared for. That way, they won’t take their business elsewhere, and both sides can stay happy. 

Top 25 Calendar Experts You Should be Following

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Top 25 Calendar Experts You Should be Following

The purpose of a calendar has always been to calculate past or future times. Centuries ago, this had life or death implications as it let our ancestors know when to plant and harvest crops. It then evolved to remind us when festivals or religious ceremonies were to be celebrated.

Today? We rely on our calendars to not only keep track of time. We rely on them to schedule events, prioritize, stay on task, and be more productive. Yeah. Calendars play a vital role in our daily lives.

As such, you should follow these 25 experts so that you’re getting the most out of your calendar.

1. John Rampton

Named by Entrepreneur as the “Top Online Influencer in the World,” John Rampton and his team have built an impressive four unicorns over the last decade. And, one of these companies happens to be Calendar, where he also serves as its Chief.

Calendar launched in 2018, intending to reinvent the online calendar for the modern person. As a scheduling software, it uses machine learning to make smart suggestions. For example, it analyzes past calendars to recommend when, where, and whom to invite for your next meeting.

Follow John on Twitter (@johnrampton) or connect with him on LinkedIn for the latest calendar, time management, and productivity tips.

Suggested reading: Best Online Calendar and Scheduling Apps

2. Jory MacKay

Jory MacKay is a freelance writer and editor. His work has been featured in publications like Fast Company, Inc., Business Insider, Lifehacker, The Next Web, and The Startup. But, this award-winning writer also shares timeless productivity tips over at the RescueTime blog.

For the uninitiated, RescueTime is a time-management tool that tracks how you spend your days. With this data, you can make the appropriate changes. For instance, identifying when you’re most productive so that you can block this time out in your calendar. It’s also handy if you want to block out distractions when you’re trying to work.

Suggested reading: How to make a daily schedule that won’t ruin your day

3. Laura Stack

Also known as the Productivity Pro, Laura Stack is a Hall of Fame Keynote Speaker and bestselling author who has been featured on CNN, NPR, Bloomberg, the New York Times, USA Today, the Wall Street Journal, Entrepreneur, and Forbes. She’s also written for the American Business Journal, Huffington Post, LinkedIn, Salesforce, Time Management, and Productive magazines.

While her work can help anyone improve their personal productivity, her main focus is assisting leaders in high-stress work environments to increase performance. She shares daily productivity tips on Twitter (@laurastack); she definitely gives her a follow.

Suggested reading: Protecting your calendar from others: managing availability

4. David Allen

David Allen is a productivity consultant and mastermind behind the time management method called “Getting Things Done.” After first publishing Getting Things Done in 2001, this system has helped millions of people bring order to their chaotic lives. Today, it’s expanded to courses, videos, podcasts, and blog posts to help you capture, clarify, organize, reflect, and engage.

As for your calendar, in GTD, Allen recommends that it shouldn’t be cluttered with miscellanea. Rather, it should only contain time-specific actions, day-specific actions, and day-specific information.

Suggested reading: When to block your calendar

5. Leo Babauta

Piggybacking off Allen’s advice, keeping your calendar simple and mindful can make you feel less overwhelmed. More importantly? It allows you to hone in on what’s truly important.

That’s exactly what Zen Habits is all about. It’s a blog that was founded in 2007 by Leo Babauta. And, it covers how you can implement zen habits into your daily life..including your calendar. Also, follow Leo (@zen_habits) on Twitter for more minimalist and meaningful tips.

Suggested reading: Simplify Your Day Module Plan

6. Laura Vanderkam

One of my go-to experts when it comes to time management and productivity is Laura Vanderkam. After all, she’s the author of books like 168 Hours: You Have More Time Than You Think and Off the Clock: Feel Less Busy While Getting More Done. What’s more, she’s the host of the Before Breakfast and has appeared on The Today Show and CBS This Morning.

As if that weren’t enough, her work has also been featured in publications like The New York Times, The Wall Street Journal, USA Today, City Journal, Fortune, and Fast Company. And, if you haven’t done so yet, her TED Talk, “How to gain control of your free time,” is a must-watch.

Suggested reading: The calendar meeting

7. Steven Griffith

Considered a leading authority on the connection between time, productivity, and performance, Steven Griffith is also the author of The Time Cleanse: A Proven System To Eliminate Wasted Time, Realize Your Full Potential, And Reinvest In What Matters Most. In it, he coins the “Timefulness” solution that “adds time to your life, and life to your time.”

Over the last 25 years, Griffith also has an advisor and coached a wide range of CEOs, entrepreneurs, and athletes. You may have even seen it on ABC, NBC, CBS, FOX, or in publications like Forbes or Entrepreneur.

Suggested reading: How to Use Your Calendar Like GPS

8. Barnaby Lashbrooke

Want to free up blocks of time in your calendar? One of the easiest ways to accomplish this is by delegating tasks to others. But, what if you’re a solopreneur and don’t have people to delegate to?

The answer to this quandary is through freelancers, such as virtual assistants. And, you can turn to the award-winning tool Time Etc to accomplish this. You should also follow its founder, Barnaby Lashbrooke, on platforms like Twitter (@blashbrooke), Forbes, or Entrepreneur for top-notch time management and productivity tips.

Suggested reading: How To Plan Your Work Week For Maximum Productivity In 2021

9. Elizabeth Grace Saunders

Elizabeth Grace Saunders is the founder and CEO of Real Life E®, which is a time coaching and training company. She’s also the author of The 3 Secrets to Effective Time Investment: How to Achieve More Success With Less Stress and writes for Harvard Business Review, Forbes, Inc, and Lifehacker.

What sets her work apart from others is that it’s all about empowerment so that you can stop feeling guilty and overwhelmed. And, with less stress, you’ll feel more accomplished and confident.

Suggested reading: Respect Yourself and Take Back Control of Your Calendar

10. Michael Hyatt

Not only is he the founder of Michael Hyatt & Company, but Hyatt is also an author, podcaster, and speaker. While much of his work focuses on leadership, he’s also provided solid goal setting and productivity tips.

I would also suggest that you follow him on Twitter (@MichaelHyatt). He’s extremely active on the social channel, where he shares advice on breaking away from the cult of overwork.

Suggested viewing: How to Conquer a Chaotic Calendar

11. Chris Bailey

Another personal favorite writer of mine, Chris Bailey, is the author of Hyperfocus. It’s a practical guide on how to manage your energy. Which, if you weren’t aware, is more important than managing your time.

He’s also written The Productivity Project. In it, Bailey lets us know that productivity is the product of managing your time, attention, and energy. He also discusses what biological prime time is and how to identify procrastination triggers.

For more useful advice and insights, head over to his website, A Life of Productivity.

Suggested reading: Feel overwhelmed by work? Try giving your days a theme.

12. Chloe Leibowitz

Chloe Leibowitz is a trained life coach with over a decade of experience. She primarily focuses on aiding you in forming new habits and boosting your productivity. In addition to one-on-one consultations, Chloe also has events and workshops like Bullet Journals.

If you visit her blog, you’ll find articles involving self-care, goals, mindset, and daily habits. However, she’s also shared her calendar hacks with Business Insider.

Suggested reading: Productivity experts break down how these 6 calendar hacks, from scheduling focused work to ‘timeboxing,’ help them work smarter

13. Craig Jarrow

Craig Jarrow is the author of Time Management Ninja. His main philosophy is teaching others the habits, skills, and tools needed to reclaim their time. He’s also a speaker and coach and featured on Lifehacker, Huffington Post, and American Express OPEN.

Craig is also another expert that you should follow on Twitter (@TMNinja). He posts excellent nuggets of wisdom multiple times a day. And, it also wouldn’t hurt to subscribe to TMN for even more tips and tools.

Suggested reading: Are You Making These 5 Calendar Mistakes?

14. Tope Awotona

Tope Awotona is the founder and CEO of Calendly. Founded in 2010, Calendly is a free online appointment scheduling software that eliminates those pesky back-and-forth emails. What’s more, it users automation so that you can spend less time scheduling and more time doing what really matters.

Awotona also has an inspiring story that you should read. He braved war zones while building the tool in Ukraine. Today? The company is a unicorn.

He’s definitely someone else you should follow on Twitter @TopeAwotona.

Suggested listening: Calendly: Tope Awotona : How I Built This with Guy Raz: NPR

15. Justin Pot

Justin Pot is currently a staff writer at Zapier. Previously, he’s written for How-to Geek, Digital Trends, and MakeUseOf. As I’m sure you’ve noticed, these are all tech publications.

There’s an excellent explanation. Justin is a tech writer who has the knack to explain it to us mere mortals easily. And, since calendars have gone digital, he’s a reliable authority figure in this realm.

Follow Justin on Twitter (@jhpot) to stay up-to-date on the latest tech news.

Suggested reading: Why everyone needs to use Google Calendar’s out of office feature

16. Anshul Kumar

Anshul Kumar is the founder and president of Nextgen Digital. The content he produces covers topics like personal growth, digital transformation, and productivity. He’s also a YouTuber and top writer for the self-improvement publication Curious.

Suggested Reading: My Simple Hack for Calendar Blocking — Love It!

17. Caleb Moran

Caleb Moran is a business coach, minister, and father of five. He also just so happens to be the author of Calendar Hacking. In it, Moran shares his proven method that will help you “underwhelm your life and MAXIMIZE your days,” such as;

  • Giving up so that you can go up with the Mountain Climber method.
  • The difference between being intentional and busy.
  • The importance of boundaries.
  • Why your daily routine is the secret to your future.
  • How make your calendar a new boss you’ll love.

Suggested listening: 5 Steps To A Productive Work Week

18. Maura Thomas

Maura Thomas is an award-winning speaker, trainer, and author of Attention Management and Personal Productivity Secrets. Her work has also been seen in Harvard Business Review, Fast Company, Forbes, Entrepreneur, and The Wall Street Journal.

Furthermore, her productivity blog is reaped with priceless productivity tips like organizing your life, organizing your emails, and gaining brainpower momentum.

Suggested reading: Should You Schedule Tasks on Your Calendar?

19. James Clear

James Clear is a photographer, entrepreneur, and author. His New York Times bestseller, Atomic Habits, is one of my favorite books from the last couple of years. It’s mainly because it’s jam-packed with practical and realistic tips on breaking old habits and sticking to good ones.

Clear also has produced a Clear Habit Journal. And, he shares even more advice on his Twitter account (@JamesClear).

Suggested reading: The Ultimate Habit Tracker Guide: Why and How to Track Your Habits

20. Ellen Faye

Ellen is an ICF Professional Certified Coach and IAC Certified Productivity Leadership Coach. Since 2001, she has helped people work smarter and live better.

Her blog is another excellent resource if you’re struggling with calendar management and productivity. Ellen also shares how you can set priorities, improve efficiency, and juggle multiple commitments.

Suggested reading: Make Space – See What’s Possible.

21. Jill E. Duffy

Jill E. Duffy is a writer who covers mainly personal technology, productivity, and remote work. Since 2012, she’s also been a columnist for PCMag.com, writing for a series called Get Organized. In this digital era, this series has been a priceless resource.

Jill has also written articles for the BBC, Fast Company, and Productivity Report. You can follow Jill (@jilleduffy) on Twitter as well.

Suggested reading: How to Turn Splinters of Time Into Blocks

22. Mike Vardy

Mike Vardy is a writer, speaker, and productivity strategist. Oh yeah. He’s also the founder of a pretty cool website dubbed Productivityist. He’s also the author of The Productivityist Playbook and TimeCrafting: A Better Way to Get the Right Things Done.

Definitely go ahead and give him a follow on Twitter (@mikevardy), listen to his podcast, or visit his blog for some stellar productivity tips.

Suggested reading: The One Thing I Started Scheduling On My Calendar

23. Julie Morgenstern

Julie Morgenstern is a New York Times bestselling author and speaker who has been assisting people to become more organized to reach their goals. She’s written columns for O Magazine, Redbook, and Wells Fargo. And, she’s also shared her expertise on The Oprah Winfrey Show, CNN, The Rachael Ray Show, The Today Show, Good Morning America, and NPR.

She’s also the founder and CEO of Julie Morgenstern Enterprises. The company publishes original content on its blog and hosts workshops to help bring order to this chaotic world.

Suggested reading: Julie Morgenstern: “America’s Organizing Queen” on how to organize your time (and your life)

24. Cal Newport

Cal Newport is a computer science professor at Georgetown University. He’s also the author of seven best-selling books, including the influential Deep Work. His other work includes Digital Minimalism, A World Without Email, and The Time-Block Planner.

Somehow, Newport also has a podcast featured in USA Today, Good Morning America, and NPR.

Suggested reading: Feel frazzled? This time management strategy can help reduce stress.

25. Matt East

Matt East is a productivity coach and author of The Purposeful Planning Method: How to Plan Your Day, Beat Procrastination, and Regain Control of Your Time. He’s also the host of not one but two podcasts — The Goal Achievement Podcast and the Better Humans Podcast.

Suggested reading: These 10 Questions Lead To Better Time Management, Says This Productivity Expert

Time Blocking and Appointment-Making: 6 Tips to Get Started

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Time Blocking and Appointment-Making: 6 Tips to Get Started

The jig is up. It’s time to admit that multitasking is not a productive strategy for getting stuff done. Research actually proves that the opposite is true. Multitasking makes you less effective at all of the tasks you’re juggling, but time blocking can solve this issue.

The question now is, how can you hope to get multiple tasks done in a single day without multitasking? If you’re using an appointment software package, the answer is right in front of you. This program can be leveraged to use time blocking to increase productivity. Here’s how to get started:

1. Get to Know Time Blocking

To get started, you first need to understand what time blocking entails. This is a time management practice that involves the use of a calendar or scheduling tool to organize your time. 

You start by dividing your daily schedule into blocks of time. Each block is then assigned a specific task. During that period, all of your attention is focused on the task at hand until the block transitions to the next.

For example, let’s say you have a bad habit of checking your email throughout the day, diverting your attention away from other tasks and projects. You can use time blocking to set specific times during which you’ll read and respond to emails. Outside of those blocks, email will be left out of the picture. 

2. Create a To-Do List

How do you figure out which tasks belong in which time blocks? Start by creating a daily to-do list. Write out everything you need to accomplish in the coming days, both small tasks and large-scale projects.

Next, rank your tasks in order of importance. Some tasks will require more time and attention, while others have specific deadlines that must be met. Prioritizing these tasks as such will give you a better idea of how to organize your time blocks. 

Now that you have your list, it’s time to transfer it to your schedule. Make time blocks for your urgent tasks early in the day. Follow up with larger time blocks for your other projects and fill in the cracks with meetings, breaks, and anything else. 

3. Practice Discipline

Time blocking will not work if you don’t practice discipline. Your appointment schedule will mean nothing if you constantly allow outside forces to penetrate your time management plan. 

If you find yourself struggling to stick with the same task without getting distracted, try using the Pomodoro Technique. This time management approach is a spin on time blocking that helps you break down your schedule into manageable pieces. 

It works like this. You schedule your time out in small windows, or blocks, anywhere between 15 minutes to an hour. During that time you focus on nothing but the task at hand. After the block ends, take a scheduled break of five to 10 minutes to recharge. These small sprints will keep your focus level high and help you accomplish tons of tasks in a single day. 

4. Ease Into It

Time blocking will take some getting used to. It can be overwhelming to attempt to schedule out every minute of your day if you haven’t done so before. Instead of diving right in, ease yourself into time blocking for a smooth transition.

There are a couple of ways you can ease yourself into a time blocking schedule. First, consider setting only large blocks of time that don’t come with the stress of a tight deadline. Keep each block at least an hour long to get started.

Another method is to use time blocking for only a portion of your day. For example, it can help you have a productive and structured morning, while the afternoon is left more open and free. 

5. Make Time for Everything

One of the most common mistakes people make when time blocking is not leaving enough time to complete tasks properly. Not everyone can be like Elon Musk, who schedules his day in five-minute increments. You’ll almost always be better off alloting more time than you anticipate needing for a task.

Let’s use a team meeting as an example. Normally these meetings would last about an hour. Instead of blocking off exactly 60 minutes in your schedule, block off 75 or even 90 minutes. This ensures you have the necessary buffer time to move to another meeting or project even if this meeting runs a bit long. 

If you finish a task before your time block is up, there’s no need to stress. Rather, do just the opposite. Use that extra time to stretch your legs and organize your thoughts before moving to the next time block. When your schedule is laid out to your liking, you don’t need to move things up when extra time appears. 

6. Get Some Rest

It’s been mentioned a few times already, but getting rest is so important that it deserves its own subheading. While time blocking can help you accomplish more with your day, it’s not meant to burn you out quickly. It’s important for rest and relaxation is key to unlocking your full productivity. 

Using the Pomodoro Technique builds in some short breaks, but to really stave off burnout, you need to schedule more rest than that. Use time blocking to get more done in less time so that you can get home to your family earlier or take that fishing trip you’ve been longing for all summer. You’ll feel just as accomplished and have more time to enjoy life outside of the office. 

Time blocking will show you just how much you can get done in a single day. Start using your appointment software of choice to organize your time and see just how much more you can accomplish with this time management technique. 

Appointment-Making in the New World of Remote Work

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Appointment-Making in the New World of Remote Work

Businesses navigating through the treacherous waters of 2020 all learned a similar lesson. It can be difficult to maintain meaningful engagement with employees because of remote work. 

Don’t get the wrong idea: remote workers can be just as productive as their office-dwelling counterparts, if not more so. The problem lies in connecting with remote work employees while keeping operations fluid. Engaged employees tend to be happier.

Whether your entire team is back in the office or not, using your scheduling software to increase engagement and deepen your connection with employees is a huge win. Here’s how you can begin to make that happen.

Use Video Technology

Whenever possible, use video technology to your advantage. Video is a powerful tool for connecting and engaging with remote work employees, especially when an in-person meeting is not an option. Video is more personable than a regular phone call, which eliminates the ability to do things like read body language.

Always include a link to a videoconferencing platform in your scheduling software. You might have hired a remote worker whom you have yet to meet in person. A video call will help you put a name to the face and enable you to connect with them better as a leader. 

Check In Regularly 

The past year was difficult for everybody. That should be a reason enough to commit to checking in on your employees more regularly. Whether they’re in the office or back at home, schedule one-on-one time with each employee to show that you’re there for them. 

Be wary, though, of becoming that boss who feels like a helicopter parent. Employee check-ins only need to be frequent enough to check progress and touch base with remote workers you don’t see often. They don’t need to be a weekly — and certainly not a daily — occurrence. Consult with each employee and come up with a routine that fits their schedule best. 

Remember that a check-in appointment doesn’t have to be a performance review. Ask employees about their family and hobbies or solicit suggestions on what you can do to make remote work easier. Each check-in should have the goal of incorporating the employee further into the company so that they feel more comfortable with their place in it. 

Make Hybrid Arrangements Work

If you do have a balance of remote workers and in-house staff, look for ways to formulate hybrid solutions that work for everyone. Your remote workers will be much more engaged when they feel like they’re a part of the entire team and not just a forgotten cog in the wheel.

Take staff meetings, for example. Would remote workers benefit from attending these meetings? If so, include them in your scheduling software invite list. Then put your tech skills to use to create a hybrid meeting that incorporates every attendee.

Planning a hybrid meeting isn’t as difficult as it might sound. All you need to do is set up a videoconference call with your remote work team and position it in a way that they can participate. A simple USB microphone and speaker will help with any audio troubles, and your remote workers will feel included. 

Broadcast Your Availability

With scheduling software, you can list availability for others to see. Your business can use this feature to book clients, or you can use it to show employees when you’re available for a visit. Broadcasting your availability will encourage employees to approach you with questions and comments they would otherwise keep to themselves.

Let’s say you have an open hour on Thursdays every week. Tweak your online scheduling software to reflect that. Soon, you might receive a call during that time slot from a remote work employee who has been dying to speak with you without seeming like an inconvenience. You’ll make a lot of progress with your employees when you welcome interaction like this with open arms. 

Include Some Fun 

Not every event you create with your appointment software needs to be so serious. A little bit of company fun never hurt anyone. In fact, it’s often promoted as a way to improve team bonding and reduce burnout. 

Be sure to plan some fun activities that even your employees that do remote work can participate in. While they may not be able to attend an office cookout, they can get together online to compete in a friendly game of Kahoot or Pictionary. This will provide an opportunity for the water cooler conversations that remote workers aren’t able to enjoy in an out-of-office setting. 

Coordinate Deadlines

Not every appointment has to be a personal meeting. Half the battle is coordinating the efforts of your remote work employees to make sure they’re up to speed with projects and are completing their tasks on time. Using appointment software to set deadlines should do the trick.

Perhaps all your employees who do remote work are writers creating content for social media and blog pages. Use appointment software to assign submission dates for each piece. The writers can work on their own schedule but have a calendar date that tells them specifically when tasks must be completed. 

An honest effort to engage your employees is all you need to start. Appointment software is just a means to this end. Look for ways to connect with both in-house and remote work employees, and you’ll see your team grow stronger together — and your business with it. 

Strategies and Habits that Can Help You Reach Your Full Potential

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Strategies and Habits that Can Help You Reach Your Full Potential

This year is all about new beginnings. 2020 threw everything it had at us — and yet we overcame all of its challenges. Better yet, we grew stronger, found new opportunities, built new habits and learned more about ourselves in 2020 than we ever knew prior.

To honor those new beginnings, we should all be striving to become better versions of ourselves in 2021. It’s time to shed those quarantine pounds, budget out your dream home, and pursue your highest aspirations.

One formula that I have found to be a good resource in helping people reach their full potential is the Full Life Framework developed by Leon Ho, the founder and CEO of Lifehack. This framework is built on five steps that enable you to live your life to the absolute fullest. Let’s break them down:

Life Missions

What do you hope to get out of life? This is the question to answer in the first step of the Full Life Framework. You need to have a mission, and a specific goal to work toward. Without these two vital pieces in your life — you’ll end up wandering aimlessly without purpose or direction.

Some people’s mission in life is to work hard and retire with the house on the hill. For others, it’s to help people through service or a meaningful career. Others still want to pursue their passions in art, music, or travel. Any of these goals are a wonderful representation of a life well-lived and are okay, as long as your mission is deeply personal and worth dedicating your time toward.

Compromise the Method, Not the Mission

Once you’ve honed in on your life’s mission, don’t let go of your dream. Too many people let the obstacles they face in life derail them from pursuing their life’s mission. One twist in the road and some will let their entire mission be compromised. But twists and turns are a part of life — and life is difficult. Don’t put your heart and life in the rearview mirror to be left behind forever — pick yourself up — over and over again until it’s a habit.

Let’s say your dream job is to work for NASA (SpaceX might be more likely at this point), but you get offered a comfortable desk job right out of college. While the pay and benefits are nice, you know that taking this job might dash all hopes you have of getting your dream occupation. Is anything worth the sacrifice to leave your dream behind — or should you take a new approach that keeps your vision intact?

Adopt a Progress Mindset

There’s one thing that stands in the way of your full potential; failure. Not only failure itself but the constant fear of failure that stops you from stretching your limits and challenging yourself. In order to adopt a mindset of progress, you’ll want to create a habit to cast off such fears and thoughts.

Instead of beating yourself up when you make a mistake, think to yourself, “What can I learn from this?” Learning from each error you commit makes you stronger and smarter. You’ll rarely make mistakes twice if you use each of them as a stepping stone to move forward.

Self-Control Systems

True progress doesn’t come overnight. Nothing worth doing comes easy — all proficiency requires hours upon hours of diligent practice to get from where you are now to where you want to be. The learning curve kind of dedication requires a lot of work and self-control.

The truth is, few people are capable of self-control based on sheer willpower alone. Recognizing and understanding the value of this step is important because it teaches you to develop a system that makes self-control become an automatic habit.

Managing your time and efforts to develop habits will pave the way for you to reach your full potential, rather than climbing a metaphorical mountain every single day.

Life Multipliers

Last but certainly not least are the life multipliers. These multipliers are exactly how they sound; skills and attributes that when self-applied will greatly add upon the value and experience you get out of life. Especially when they become habits.

There are eight life multipliers, each of which can be deeply expounded upon. For the sake of brevity here’s an outline of each multiplier and its importance.

    • Self-Empowerment: Your goals are as far away as you make them. If you don’t take the initiative, you won’t get any closer.
    • Self-Control: As was just discussed, you need to show some self-control so that procrastination doesn’t take hold of your life.
    • Renewable Vitality: Your health is incredibly important. If you’re not physically and mentally caring for yourself, you won’t be as well equipped for life as you’d like.
    • Emotion Mastery: Life is full of trial and error, which can get frustrating at times. Don’t let your negative emotions get the best of you.
    • Conscious Communication: Rarely will anyone make it through life by themselves. Communicating with your family, friends, and colleagues will make the journey much easier and a lot more enjoyable.
    • Smart Focus: Work smarter, not harder. Definitely work hard, but try to put an emphasis on efficiency whenever possible.
    • Learning and Adaptability: Constant learning is how you will be able to reach your full potential. Applying what you learn and even relearning some topics keeps you in the driver’s seat.
    • Constructive Thinking: Brush up on your problem-solving skills. You’ll need them quite frequently on your journey to the top.

The Full Life Framework

The Full Life Framework

The Full Life Framework by Leon Ho

Fulling your life, your passions, and your dreams through The Full Life Framework is a lot to take in — but don’t sweat it.

You have a lot of life left to live; give yourself a few years to get the hang of The Full Life Framework system. It is worth every effort you determine to put into your plan.

Start working on living your life to the fullest today and you’ll always look back with no regrets.

Troubleshooting Automated Appointment System Complaints

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Troubleshooting Automated Appointment System Complaints

The benefits of automated appointment software are undeniable. Unfortunately, implementing a new system often comes with some bumps in the road. Setting up and then forgetting your new software may end up driving away customers.

If complaints arise, don’t just resort to tossing out coupons as a way to appease customers. Instead, develop a troubleshooting system that uncovers the root of the problem and leads you to solutions. 

Troubleshooting can be a frustrating and arduous process. Here’s how to make yours as painless and efficient as possible in order to help every one of your customers.

Identify the Problem’s Source

The first step is to determine if the complaint stems from an operator error or a system error. Operator errors can often be resolved with some top-notch customer service. System errors, on the other hand, require a bit more information and a hands-on approach.

How can you tell if the problem is a user error or an actual problem with your system? Start by focusing on the language. For example, a complaint might be “couldn’t fill out customer information lines.” At first blush, this might sound like an operator error. But if your form’s lines are too short to accommodate a longer surname, or the “Submit” button didn’t do anything, that’s a system fix that needs to be addressed. 

Don’t forget that some complaints may come from a system error that only occurs on the customer’s end. Someone loading your website with a computer from the ’90s may get a system error because of the outdated equipment. 

Improve the Resources for Customers

Even if your digging has unveiled an operator error, don’t blame the customer for their mistake. Instead, think of how to prevent future customers from experiencing the same confusion. 

For example, maybe a common customer complaint is that the instructions aren’t clear on your automated appointment system. Visitors get lost trying to follow steps and end up leaving in frustration. What can you do to improve their experience?

Perhaps a short video walking customers through your online appointment software will do the trick. Struggling customers can follow along with video instructions to make their first experience using new software a seamless one. 

Take Your System on a Test Drive

When was the last time you tested your online appointment software? The occasional test run will show you firsthand if there’s an obvious problem that customers are running into. You might even find that you fall victim to the same user error as everyone else.

Log on to your website as a guest. Better yet, get a friend or family member who’s less familiar with your system to go through the site. Does the functionality problem the customer mentioned happen to your friend? Or was it a one-time deal? 

If everything seems to be going smoothly, you should still adjust your approach and try a couple more times. You need to discover whether you can recreate the circumstances behind the system complaint. 

A good mechanic will do the same thing when you take your car in for a repair. They’ll take a test drive to recreate the noise you described when you dropped off the car. If you experience the same error as your customer, you’ll validate their complaint. It will also give you a better idea of what needs to be fixed. 

Look for Response Trends

You’ll get more insights from looking at response trends than fixating on individual complaints. Individual complaints may lead to band-aid fixes. Overall trends can help you find permanent solutions. 

Data is your best friend when you’re compiling and analyzing customer complaints. It allows you to connect the dots between isolated incidents. Once you find a pattern, you’ll have a better idea of where to focus your attention. Maybe you can even find the source from which all complaints stemmed. 

For example, you may find that a number of complaints boil down to poor loading speeds on your website. This could be a helpful discovery. It may be that your website has been struggling to process the load of your new online appointment system. With that info, you’ll be able to get the problem fixed in no time.

Look Into Your Back End

There’s a lot under the surface of your online appointment system. Unfortunately, understanding it all may be a little out of your wheelhouse. That’s especially true if you’re an entrepreneur outsourcing labor for your website. The good news is that your website developers should be able to do the heavy lifting for you. 

Get on a call with your vendor and discuss the nature of the complaint with them. They should be able to figure out what’s causing the customer’s problem and find a backend solution. In this scenario, you’re the intermediary between the customer and the techies who have the fix. 

Follow Up With Customers

When you’ve settled on a solution, follow up on its implementation. There’s no point troubleshooting complaints if you’re not planning to fix them. 

Following up with customers can accomplish a lot. For one, it shows them that you genuinely care about their experience with your company. It might even save you from losing them. After all, reaching back out to the customer encourages them to give your appointment software a second chance.

A simple email letting customers know that their complaint has been addressed will often be enough. When things really go wrong, though, you may want to call the customer. Thank them for bringing the problem to your attention. They’ll appreciate the courtesy and the resolution you came up with. 

Ready, aim, and troubleshoot your way to customer service excellence. Your effort to help every customer will make your business shine. Soon you’ll optimize your automated appointment system to the point that most complaints disappear.

10 Ways to Remove Your Digital Clutter

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10 Ways to Remove Your Digital Clutter

The global pandemic seems to be abating — but the wind has kicked up some dust. I was cooped up at home all last weekend. I decided to make the best of it by getting a jump on my upcoming week. You know, laundry, meal prep, tend the kids — and planning my schedule.

I hate it if I allow my laptop to become a filthy, disorganized mess. Why did I let this happen? My best advice is — DON’T be a digital hoarder.

The term “digital-hoarding” was first used in 2015. Specifically, it was regarding a 47-year-old man who snapped an astonishing 1,000 digital photographs every day!

“He never used or looked at the pictures he had saved but was convinced that they would be of use in the future,” wrote the authors of a case study published in the British Medical Journal. They went on to define this phenomenon as “the accumulation of digital files to the point of loss of perspective which eventually results in stress and disorganization.”

In a follow-up study, researchers went on to identify four types of digital hoarders.

“‘Collectors’ are organized, systematic, and in control of their data,” explains one of the researchers Nick Neave, Associate Professor in Psychology, and Director of the Hoarding Research Group, Northumbria University, Newcastle “‘Accidental hoarders’ are disorganized, don’t know what they have, and don’t have control over it.”

“The ‘hoarder by instruction’ keeps data on behalf of their company (even when they could delete much of it),” Neave adds. “Finally, ‘anxious hoarders’ have strong emotional ties to their data — and are worried about deleting it.”

Why is digital hoarding a problem?

Digital hoarding more not seems like much of an issue. What’s the big deal if you have thousands of photos stored on your hard drive? Is it really so bad that you have an arsenal of tools that make work more efficient?

In reality, this can make you anxious and feel overwhelmed. It’s also distracting. And, it can lead to information overload, which depletes your energy.

It’s like when you have a sink full of dirty dishes or a desk with a mountain of papers. It’s difficult to focus on anything else when you’re surrounded by clutter. And, it’s exhausting to keep with emails, Instagram pics, Slack messages, and trying to find a research paper you wrote back in college.

Digital clutter interferes with your mental health and robs you of greater productivity.

As I realized over the weekend, digital clutter slows down your computer. That’s not just annoying. It can also waste your valuable time.

Moreover, “the more data is kept, the greater the risk that a cyberattack could lead to the loss or theft of information covered by data protection legislation,” states Neave. “In the EU, new GDPR rules mean companies that lose customer data to hacking could be hit with hefty fines.”

“The final consequence of digital hoarding — in the home or at work — is an environmental one,” he adds. “Hoarded data has to be stored somewhere. The reluctance to have a digital clear-out can contribute to the development of increasingly large servers that use considerable amounts of energy to cool and maintain them.”

Ways to become a digital minimalist.

While I don’t think that my digital hoarding had gotten that out of control, it was clear that I needed to do a little housekeeping. Thankfully, this doesn’t have to be an overwhelming process. In fact, here are ten easy ways you can avoid becoming a digital hoarder.

1. Get your inbox in check.

I know a lot of people who neglect their inboxes. Eventually, they have thousands of unread messages. Besides potentially missing an important email, this creates a cycle where they are so overwhelmed they continue to let this happen.

Right now, go through and clean out your inbox. Just breathe; you’ll feel better when it’s done. Afterward, you can prevent this from happening again by keeping your email in check;

  • Setting up rules, filters, and labels. It’s a simple way to keep your inbox organized by separating messages.
  • Use Unroll.me or Sanebox to unsubscribe from lists.
  • Block out specific times to check your inbox.
  • If you have multiple accounts, unify them so that you only have to go through one.
  • Instead of lengthy threads, use other communication mediums like phone calls, texts, or Slack messages.

2. Keep your desktop as minimal as possible.

Are you old enough to remember Windows 95? I do. I remember most of how littered it was with icons — many of which were free trials or programs I’d never use.

Thankfully, that’s a problem from the past. You can quickly access programs and files through a menu like Launcher (Chrome), Start (Windows), and Launchpad (Mac). That means that there’s really no reason to have distracting icons and shortcuts on your desktop.

Personally, my desktop is icon-free. And, it’s been a game-changer. My laptop looks so fresh and clean.

What about the programs you use the most? They are conventionally located in your taskbar at the bottom of your screen.

Also, use a minimalist background. It’s a simple way to prevent your eyes from facing the negative effects of digital clutter.

3. Break up with old files.

It’s hard to part ways with documents, photos, videos, or whatever else you’ve downloaded. But, if you go through all of your old files, I guarantee that you can delete a bulk of them without losing a moment of sleep.

At the same time, I do understand that this can make you anxious. So, start nice and slow. And I would begin with deleting all duplicate files.

From there, I would tackle the oldest documents. In most cases, I doubt you need to hold onto a digital file from several years ago. But, if you feel that you do, organize them and store them on an external hard drive.

4. Use cleanup tools.

I use CCleaner. While I didn’t do this for a while, it will eliminate cookies and your browsing history. It can also clear your cache and downloads. You can also try similar tools like;

You don’t have to use these tools. I feel that it’s more convenient since it’s conveniently located next to my browser.

Also, CCleaner can be useful to detect “bloatware.” Also known as “crapware,” this is unuseful software that’s been preinstalled or that you unknowingly downloaded and installed. And it can impact the performance of your device.

Other tools that you can use to address bloatware are Clario and Should I Remove It? However, to do this right, you need to remove “bloatware” manually. If you don’t know how to do this, ZDNet has an article on how to do so if you’re using Windows 10.

Bonus tip: Delete bookmarks that you no longer need. For the ones that you do want to save, move them over to Evernote or Pocket.

5. Uninstall old apps and programs.

Remember when you made your desktop a minimalists utopia? Well, just because you deleted icons doesn’t mean that you completely uninstalled the apps or programs you no longer want. To get rid of them for good, you need to uninstall them.

The process will depend on the device you’re using. For example, it can be complicated if you’re using Windows 10. As such, head over to PCMag for advice on how to do this. It’s more straightforward if you’re using a Chromebook or Mac.

6. Be less social.

I’m going to be 100% upfront—I’m over social media, but we likely have to use this media for business. These platforms can be useful to network, spread brand awareness, and keep in touch with friends and family — just watch that they’re not destructive to you or you’re productivity.

On average, we spend 145 minutes per day on social media. Considering that social media feel increasingly toxic and can negatively impact our mental health, don’t you think that time could be spent elsewhere? Even if you don’t feel that exact way, it’s still distracting.

While not everyone can permanently delete social media, at least cut back on the accounts, you use. If you never go on Pinterest, then go ahead and delete your account. You should also defriend and unfollow people who are negative and only make you angry.

You can also reduce the time spent on social by;

  • Removing the apps from your smartphone so that you have to log in on the browser.
  • Using social media and monitoring tools like Hootsuite or Sprout Social.
  • Block social media apps and sites at specific times.
  • Set time limits on how long you’ll be on social.
  • Use batching to check your channels only three times per day; before work, around lunch, and before ending the workday.

7. Cut back on the passwords.

According to a study commissioned by NordPass, the average person has 100 different passwords across various sites and services. The study states that there’s been an across as more people have searched for new services and entertainment during the pandemic.

Trying to remember all of these different passwords is no easy feat. But, using a password manager like LastPass, Dashlane, or 1Password will securely remember these passwords for you.

I’d also recommend that you go through and delete rarely used accounts. Dormant accounts can cause security risks. You’ll also receive less junk mail.

JustDeleteMe is a directory of the most frequently used sites and how difficult it is to delete your account.

8. Free up space through defragging.

If your computer is really dragging, then you’ll probably need to defrag it to free up space. Most computers do this automatically. But, if not, you’ll want to create a calendar reminder to do this regularly. Or, you could use a took like Disk Space Fan.

Again, each OS is different. Here are some resources you can turn to if you still have trouble freeing up space;

9. Don’t forget about your smartphone.

Digital clutter doesn’t just involve your laptop or PC. It can also spill over to your smartphone.

Most of the tips listed above can also be applied to your smartphone. But here are some pointers you can use to clean digital clutter on your phone.

  • Deleting unused apps from your device.
  • Moving apps that are frequently used from your home screen or placing them in “drawers.”
  • Organizing apps by tasks, usage, or emojis.
  • As opposed to saving files, use streaming services.
  • Go through your photos and delete the ones that you would never share. As for the ones you want to keep, back them up and delete them from your phone.

10. Clean up your online calendar.

Your calendar app may not be eating too much digital space. But, if it’s jam-packed, how exactly will you squeeze in the time to handle your digital clutter? Besides, when you’re calendar is lean and mean, you’ll have more flexibility in your schedule — as well as enjoy your leisure time.

Final words of advice.

It’s easy to let digital clutter build up over time. However, if you let it get out of control, it can affect your device’s performance, productivity, and health. At the same time, it’s not the most exciting chore; set aside a couple of minutes each week to keep up against the fight against digital clutter.

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