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How to Structure Your Day When Working from Home

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Up until recently, working from home was almost taboo. It was a luxury. Only a small percentage of very trusted people and freelancer’s enjoyed this freedom. But, the worldwide COVID epidemic has made the old luxury — the new normal for thousands of people. Here is how to structure your day when working from home.

How how you done working from home?

Some, have embraced working from home — and they have thrived. Others, not so much. I’m not passing any blame here. Getting used to working from home and your new schedule will take time to adjust to. And you had to adjust mighty fast as things shut down.

If there’s something you’re still, struggling with, here’s the best way that you can structure your day when working from home.

Find your most productive hours.

Here’s the best thing about working from home, you have the flexibility to set your own schedule. The caveat? You must determine when your most productive hours are. An issue to consider, right now, is that you have to do a little bit better balancing act.

If you’ve recently made the switch from the traditional 9-to-5 workday, knowing your most productive hours may seem odd. However, thanks to ultradian rhythms (and many other productivity tips we have on Calendar) — we can teach you how to find your “best” time of day. different times of the day when alertness, energy, and focus are high. Hence this explains if you’re a morning bird or night owl.

Now, you may have an idea of when these hours are. I mean if you’re an early riser and ready to tackle your work in the AM, then that’s a sign that you’re a morning person. If it’s the opposite, then you wouldn’t want to force yourself to work on your most important task before the sun shines through your curtains.

Not sure when your most productive hours are? No worries. Here are some strategies you can try to find out:

  • Track your time for a specific period. Ideally, you want to track your days for around a month to get a more accurate picture.
  • Use the right tools. A simple pen and paper method will suffice. You could also create a spreadsheet. But, there are also digital tools like RescueTime, Clockify, Toggl, ATracker, and Calendar that can do this for you.
  • Maintain your time log. There are two ways to track your time. The first is by the time of day. For example, you can write down everything you accomplished in a specific timeframe and how you felt. The second is by the task. Here you would note when you started an activity and when you moved on to something else.

Whatever tools or methods you use, be honest and consistent. You should also record your data in real-time. And, try to be as meticulous as possible.

Start the day right.

I know that the first step to starting your day right involved a little elbow grease. But, from here on out, it’s going to be much easier to plan out your day.

Regardless if you wake-up at five am or noon — if you want to have a productive day, you need to establish a morning routine. While the exact activities can vary, the idea here is to let your brain know that it’s time to get down to brass tacks.

What should be including in this ritual? Well, here are some of my personal favorite techniques:

  • Plan the night before. You don’t have to overthink this. Just simply jot down the three main things you want to accomplish tomorrow. You could do things like reviewing your calendar and prep your meals.
  • Wake-up feeling refreshed. Get enough sleep, preferably between 6 and 8 hours. And, if possible, try to wake-up naturally or use an alarm clock. It’s a simple way to avoid looking at your phone first thing in the morning.
  • Focus your mind. I like waking-up prefer everyone else to take advantage of the peace and quiet. I then use this time to exercise, eat a healthy breakfast, read, and write in my journal.
  • Set a daily intention. It’s been found that writing down your goals enhances your achievement of them.
  • Have a daily affirmation. “Affirmations are short, powerful yet simple statements intended to help you manifest a particular goal,” writes Choncé Maddox. “This is power is positive thinking and it only takes a few minutes to recite some positive affirmations.”

Another suggestion would be to create a daily compass. These are any activities you should check before jumping into work. For instance, you might want to check your email or Slack messages to make sure that the afternoon meeting hasn’t been rescheduled.

I also strongly suggest that you get dressed. And, I would also remove distractions like turning off your phone before starting your workday.

Have a dedicated workspace.

There’s a belief that when working from home you’re just plopped on the couch all day. That’s not exactly the most productive environment to work in — what with distractions like the TV, kids and housemates.

In a perfect world, you would have a swanky home office. You know, like all of those amazing pictures you’ve seen on Pinterest. The reality is that most of us don’t have such a luxury. But, at the very least, you should have a quiet space that’s dedicated to work.

Make sure that you have all the tools you need and you keep it free from clutter. And, if you work from the same place daily, it gives you some much-needed structure.

Add work blocks to your calendar.

“A more tactical piece of advice, particularly if your work situation had regularly provided this structure for you, is to use your calendar as a friend in helping you manage your time,” suggests Vivian Nunez, founder of Too Damn Young. “Setting work blocks on your Google Calendar and color-coding them to match different projects or tasks will give you a visual cue for the way time is breaking down for you.”

But, let me go a little more in-depth here. Remember when you determined when you were most productive? You would block out those times for your most important work.

Let’s say that you’re peak performance hours are from 9 am to 11 am. You should reserve that time period for your most important or challenging task of the day. By adding that to your calendar, you’re ensuring that something that’s less important will occupy that slot.

Furthermore, time blocking untangles your mind and helps you identify your priorities. And, you can even use this strategy to create buffers between tasks and block apps when you don’t want to be interrupted.

Give yourself permission to take breaks.

Data from NordVPN Teams found that remote workers in the U.S. increased their average workday by almost 40%. That means we’re adding an extra three hours to our workdays!

“The data as well revealed that employees are starting work earlier, but finishing at the same time,” said Daniel Markuson, a digital privacy expert at NordVPN Teams. “This is perhaps because people are not commuting, and instead of sitting in traffic, they choose to work.”

That’s just not going to fly. Putting in more hours may work right now. But, eventually, you’re going to burn yourself out. That’s why taking frequent breaks is essential.

Whether if you use the Pomodoro Technique or follow the 52/17 Rule, make sure to give yourself a breather. You need this downtime to recharge and refocus.

And, here’s the best part. You can spend this time however you like. If you want to go for a bike ride, take a nap, chat with a friend, or watch a TedTalk, that’s your provocative.

Enforce boundaries.

“If this is your first time working from home and you still haven’t found a routine that works for you, then you might find you’re just as distracted as you were at the office,” writes Laura Martisiute in a Calendar article.

“From loud kids to a chatty spouse to household duties (doing laundry never seems so appealing as when you have to write a boring report), it’s critical that you learn how to overcome distractions when working from home,” adds Laura. The key is to let others know your schedule.

In my experience, sharing my calendar is the most effective way to do this. When my family can see my schedule, they know when I have meetings and focused on deep work. On the flip side, they also know when I’m available to spend time with them.

Make time to socialize.

It’s not surprising that remote workers struggle with depression and loneliness. It can also be difficult to commute and collaborate with your team members. The solution to both? Block out time to socialize with others.

Now, in a non-COVID world, you could meet up with others at a coffee shop or conference room. But, the way things are now, you’re going to have to rely on tools like Slack or Zoom. Just be mindful of your usage as there is such a thing as Zoom fatigue.

Set an end time and stick to it.

Another way to prevent working too much is to establish a stop time. More importantly, though, you need to set up a routine to help you transition from work to relaxation.

Similar to your morning ritual, this can vary. But, here some ideas to help you wind down:

  • Clean out your inbox.
  • Organize your workspace.
  • Create a to-do-list for tomorrow.
  • Send a “goodnight” message to your colleagues.
  • Log out of your work accounts, like Slack.
  • Turning off your computer.
  • Reflect on what you accomplished.
  • Have a mini celebration, like going for a walk or putting on your sweats.

It may be tempting to worry about work. But, like breaks, you need your evenings to rest and recharge.

Example of a structured WFH workday.

  • 6 am – 8 am: Exercise, breakfast with family, get dressed, and review calendar.
  • 8 am – 9 am: Write in a journal, catch-up on emails, update social media, and check-in with coworkers and employees.
  • 9 am – 12:00 pm: Deep Focus on your top priorities.
  • 12 pm – 1 pm: Eat lunch with family, go for a walk, check inbox.
  • 1 pm – 3 pm: Deep Focus on second priority.
  • 3 pm – 3:30 pm: Have a video call with your team.
  • 3:30 pm – 5:30: Work on your third most important task of the day.
  • 5:30 pm: Wrap up whatever you are working on and wind down.

I usually try to get a couple of hours of work done in the evening after relaxing for a couple of hours. These hours have turned out to be quite productive, as well. You have to be flexible enough with your work schedule to add and subtract your times to meet the situation.

If your kids are kind of wild between nine to noon in the morning — get up at five and get your work done then. Don’t sit at your desk from 9 am to noon and scream at everyone to shut-up because you are working! Written here is the ideal work from home schedule.

But, please, change your schedule to fit your situation — and make this time of COVID better than ever.

20 One-Minute Hacks that Will Boost Your Productivity

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Even the most successful people have had their struggles with productivity. If they didn’t, then there wouldn’t be the insurmountable resources available at their disposal. But, whether it’s a book, video, podcast, or article like this one — the quest to produce more in less time goes on forever. Here are 20 one-minute hacks that will boost your productivity.

Here’s the thing though. Boosting your productivity doesn’t have to some grand, life-altering spectacle. In fact, sometimes the most powerful methods are the smallest ones. Case in point? The following 20 hacks that only take around a minute to complete, but will definitely give you that much-needed productivity boost.

1. “What’s one thing I’m committed to doing today?”

When you wake-up in the morning don’t look at your phone. After all, it will make you more stressed out and overwhelmed, as well as more difficult to prioritize tasks. And, it can even make you feel like you’re already behind in your day.

A better idea is to ask one simple question, “What’s one thing I’m committed to doing today?” It’s a simple and effective way to focus and prioritize what’s most important. If you can’t just settle on one item, then consider creating a 1-3-5 to-do list. Here you would simply jot down one large task, three medium-sized tasks, and five small tasks that you want to complete.

2. Make your bed.

“If you make your bed every morning, you will have accomplished the first task of the day,″ retired U.S. Navy Admiral Seal William H. McCraven said in a commencement speech at the University of Texas. “It will give you a small sense of pride, and it will encourage you to do another task, and another, and another.

“And by the end of the day that one task completed will have turned into many tasks completed,” added McCraven. What’s more, research from the National Sleep Foundation has found that making your bed in the morning can lead to better rest at night.

3. Eat cake for breakfast.

“It doesn’t literally have to be cake,” says Beyond the Headline podcast host Jenna Abdou. But, “the point is to find a way to eat something that brings you joy in the morning.” Additionally, Abdou believes that this can also be used as a mindfulness exercise and help you practice gratitude — both of which boost your productivity.

Whatever you have for breakfast, Abdou says, “Savor it without using your phone or thinking about work and responsibilities.” Instead, “Enjoy the moment, and think about all of the things that are going right in your life.”

4. Disable notifications.

According to one study, it was found that when working in front of a computer, the average person gets distracted or interrupted every 40 seconds. That’s just mind0boggling. The easiest solution here would be to just turn off your smartphone or at least disable email, social media, or instant messaging notifications.

You can also set screen time limits on your Android or iPhone. Or, you can block apps or distracting websites at certain times using tools like Offtime, Freedom, Moment, or RescueTime.

5. Adopt positive affirmations.

“We tell ourselves things we want to believe and over time we convince ourselves that they are true,” explains Deanna Ritchie, Editor-in-Chief at Calendar. “If we allow ourselves to repeat self-deprecating thoughts, we will also start to believe these thoughts — even if they aren’t true.” Eventually, “These thoughts weaken our well-being and can lead to loss of motivation, decreased self-worth, and even depression.”

Want to counter this debilitating mindset? Repeat positive self-affirmations. In fact, research shows that these have the power to decrease stress, increase creativity, and improve problem-solving skills.

Deanna suggests that when you aren’t feeling motivated, try out the following four self-affirmations:

  • “I Will Make Today a Great Day.”
  • “I Have a Lot to Offer.”
  • “I Will Never Give Up.”
  • “I Am Imperfect, and That’s OKAY.”

6. Say “no” to at least three things.

I do this every Friday when planning out next week. I just scan my to-do-list and calendar. I then identify three commitments that aren’t worth my time. For instance, I could swap out an hour-long virtual meeting with a 15-minute phone call or not RSVPing to an event that I was on the fence about.

7. Abide by the two-minute rule.

Made famous by David Allen in “Getting Things Done,” this is a straightforward concept. If there’s something that takes you under two minutes to do, just do it instead of putting it off.

Moreover, as James Clear explains, you can also use this technique to stop procrastinating and form new habits. Examples would be reading one page of a book at night or tie your running shoes as opposed to proclaiming that you’re going to run 3 miles.

8. Work on Pomodoro time.

Hopefully, you’re aware of this popular time management strategy. If not, it’s where you break your time into 25-minutes of work followed by a 5-minute break. After four Pomodoros, you would take a longer break, like 15-minutes. The reason why this works is that it helps you eliminate burnout and manage distractions.

9. Apply the spider technique.

Another way to fight back against distractions? Try out the spider technique.

“If you hold a vibrating tuning fork next to a spider web, he will come out because he thinks it is a prey,” explains Sabine Staggl. Co-founder of Noisli. “If you repeat this over and over, the spider won’t come out anymore because he has learnt that there will be no prey waiting for him.”

“The same goes for your distractions,” adds Staggl. “You can train yourself and learn to not pay attention to the distractions around you.” And, you can do so by forcing yourself to re-focus, knowing your weaknesses, and avoiding them. For example, if noise is an issue, then you could invest in a pair of noise-canceling headphones.

10. Optimize your life in seconds.

Here’s a common problem when it comes to productivity. We tend to add things to our life. For example, because health plays such an integral role in how productive we are, you might begin an exercise regiment.

What’s the issue here? Well, if you’ve never made much time for physical activity before, then suddenly adding an hour to your day for this activity can be overwhelming. Instead, you make incremental improvements. In this case, you could walk when on the phone, go outside for one-on-one meetings, or invest in a standing desk.

Other suggestions would be learning keyboard shortcuts or avoiding Parkinson’s Law. You may also want to download time tracking software to help you see how you’re spending your time.

11. Try one-moment meditation.

Why should you meditate? Well, science shows that it has the ability to reduce stress, control anxiety, enhance self-awareness, and lengthen attention spans. But, that’s not all. It can also improve sleep, prevent age-related memory loss, and diminish the perception of physical pain.

Best of all? You can meditate anywhere. Seriously. Martin Boroson, Founder of the One Moment Company, states that instead of wasting time when stuck in traffic or waiting in-line, use that moment to find peacefulness and become more present.

12. Learn your ABCs.

As noted over at HBR, the ABC method is a quick and easy way to improve your focus and prevent distractions from interrupting you. First, you need to become aware of what’s distracting you. Next, breathe deeply. And, finally, choose what you want to do next thoughtfully.

13. Clear up your computer and desktop.

A clean desk or desktop can be like taking a deep breath, allowing you to focus,” says psychologist Pamela Rutledge. On the flip side though, a cluttered one can make you feel anxious. It’s also much harder to locate items when you need them.

And, if you make this a daily habit, it will only take a moment to achieve. For example, throw away any trash that’s on your desktop, return items to their home, remove unnecessary desktop icons, and close tabs when not being used.

14. Eat, drink, and chew gum.

I’m talking about consuming “brain” food like blueberries, fish, and avocados. Staying hydrated and drinking coffee more strategically. And, when do need an energy boost, smell citrus or herbs like rosemary. These have been found to stimulate alertness and improve focus.

And, when all else fails, chew a piece of gum. It’s very simple. But, this can increase the flow of oxygen to parts of the brain in charge of attention.

15. Look at a photograph.

“When I face a tough decision, I look at a picture of myself as a toddler that I carry in my wallet,” said Google Associate Product Marketing Manager Martin Aguinis. “I ask myself, ‘Am I making this younger version of me proud?’”

“Looking back at this picture reminds me that I need to compete with myself to produce more,” adds Aguinis.

If that’s not your cup of tea, then view images of cute animals like puppies. As one study shows, this can improve your focus since it can make us more alert and engaged.

16. Delegate by following the 70 percent rule.

As you know, delegation is a tried and true way to free-up your time. But, what tasks should you hand-over to others?

Don’t spend too much time thinking about this. Instead, follow the 70 percent rule. In a nutshell, this means that if 70 percent of something can be done better by someone else, then delegate the responsibility to them. Like, I know a little bit of coding. But, when it comes to troubleshooting my company’s app, I have more talented developers work on it.

17. Automate recurring tasks.

For all of those tedious and recurring tasks you have, use a tool like IFTTT or Zapier to automate them. One example could be having a recently published WordPress article automatically shared on your social channels.

18. Use dictation.

According to a study from Stanford, speech-to-text is three times faster than writing. So, consider using your voice to add calendar entries or compose messages or to-do-lists.

19. Change-up your work location.

I’m known for working in multiple places throughout the day. Like I might work from my desk in the AM, but then get out of the office and work from a local cafe. Even if you can’t do that, at least experiment with different work stations in your office or home to keep you from falling into a rut.

20. End each day by asking “Did I do my best?”

To me, this reminds me of Ben Franklin’s daily routine. But, this technique has been used by freelance writer Daniel Dowling to replace ambitious and unrealistic goals.

While it may seem vague, it completely transformed his productivity. “Without asking myself if I’d done my best each day, I’d either have wallowed in self-reproach or failed to reflect on my performance at all,” explains Dowling. “Instead, I’d turned self-criticism into a self-improvement habit.”

It’s Okay Not to Be Okay —You Can Still Work

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50 Top Productivity Quotes For Work and Life

In addition to your existing responsibilities, you’re probably also worried about the COVID-19 pandemic, social unrest, and the uncertainty of the future. It’s fair to say that feeling overwhelmed is the new normal. But, it’s okay not to be okay. You can still work.

Obviously, “not being okay right now” is going to interfere with your work. And, here’s where it becomes a vicious cycle. You can’t focus and fall behind — then it’s A LOT worse — and you’re even more anxious.

Here’s the thing though. It’s okay to not be okay right now. There’s a lot going in the world and you have every right to feel this way. At the same time, you can still be productive — even if it’s not at the level you’re accustomed to.

Clear your calendar.

When you have a minute, pull up your calendar and give it a look. Are there any tasks that could be delegated or deleted? Any upcoming meetings that could be rescheduled or replaced with a quick phone call? What about recurring events or commitments that no don’t fit into your schedule?

The point of this exercise is to clear the clutter from your calendar so that only your priorities are booked. The reason why this can be effective is that your day may not seem as overwhelming since there isn’t much left on your plate.

And, whatever is left can then be broken down into more manageable pieces. That makes getting started a whole lot easier.

Meet in the middle.

Sometimes we tend to get stuck in the linear trap. What exactly does this mean? Well, take writing a blog as an example. If you’re generating a top ten list you start with one and follow the sequence until ten.

But, sometimes when you’re stuck, that can be overwhelming. That’s why a writer friend suggested to Therese Borchard to start in the middle.

“There is less pressure in the middle,” explains Borchard in an Everyday Health article. “The beginning and the end are too weighted.”

“I’ve been using this wisdom not only when I am stuck as a writer,” Borchard adds. “But also when I’m paralyzed by the laundry, when the dishes chase me, when my cluttered desk scowls at me, when I can’t concentrate at work, when socializing is less enjoyable than a dental cleaning.” And, you can even apply it “to larger things, too: choosing a career, navigating a stagnant relationship, figuring how I’m supposed to parent.”

Why is this effective? Because life isn’t always linear. “As much as I want to place it between bookends, it’s messy and confusing, absurd and irrational,” states Borchard. “It lacks a beginning and an end, a straightforward path with an explanation” and is “full of questions with few answers.”

Lean into the wind.

Raymond DePaulo, M.D., author of Understanding Depression has a phrase to use whenever you’re trying to work while depressed: “You have to lean into the wind.”

What on Earth does this mean? Well, there are several ways to interrupt this phrase. But, personally, I think it’s about reminding yourself that this is temporary. And, more importantly, using these changing patterns to your advantage.

For example, when you’re in a good place and feeling uber-productive, get as much work out of the way. If you do happen to fall into a slump again, you’ll be ahead so that you won’t have that anxiety of falling behind.

On the flip side, when you’re feeling down, use that time to attend to yourself. Maybe engage in a little self-care, recite positive affirmations, or just take the day off.

Spruce up your workspace.

When was the last time you cleaned and organized your workspace? If you can’t recall, then right now is a great time to do so. After all, a tidy workspace saves you time, reduces stress, and can even fuel creativity.

And, while you’re at it, decorate and personalize your workspace as well. A study in The Journal of Environmental Psychology discovered that this can increase productivity and overall energy. Additionally, you may want to invest in a standing desk and ergonomic furniture.

Deactivate the “Me” centers of your brain through meditation.

What exactly is a “Me” center? Well, according to Rebecca Gladding M.D., this is “the part of the brain that constantly references back to you, your perspective and experiences.” It’s referred to this “because it processes information related to you, including when you are daydreaming, thinking about the future, reflecting on yourself, engaging in social interactions, inferring other people’s state of mind or feeling empathy for others.”

Since this is the default mode network (DMN) that’s responsible for mind-wandering and self-referential thoughts we want to turn this off. After all, it’s been found that mind-wandering is associated with being less happy, ruminating, and worrying about both the past and future.

Thankfully, meditation can deactivate these “Me” centers. As a result, this will help pull you back into the present and encourage you to focus on the task at hand.

Don’t believe the 8-hour workday lie.

Prior to social reformer Robert Owen calling for “eight hours labor, eight hours recreation, and eight hours rest,” factory workers put in a brutal 12 to 14 hours. While that’s definitely progress, this remains that standard for employees well over a century later. And, that’s not conducive to most modern gigs today.

“It’s all but impossible to actually work for eight hours a day in the jobs so many of us now have,” writes Lizzie Wade opines over at Wired. “Like most people writing hot takes and think pieces about productivity, I’m focusing on knowledge workers here—those of us who work at desks, mostly in front of computers, in offices or from home.”

Wade is right on. According to a study from Stanford, working long hours doesn’t make you more productive. In fact, once you’ve clocked in 55 hours per week, productivity plummets so much that it’s pointless to work any more.

So, I propose that you change that mindset. If you’re able to knock out your top priority for the day, some administrative work, and a video meeting in around 4-hours, I would say that you had a productive day. In other words, focus more on the quality of what you’re doing instead of the hours you’ve put in.

Phone a friend.

If you have someone that you trust a friend, family member, or colleague, call them up when you’re not at 100%. Mainly this is because talking can lead to catharsis. In turn, you feel a sense of relief and have cleared your head so that you can focus.

What’s more, talking to someone else gives you the opportunity to spitball ideas or solve a problem together. Even if you aren’t using these ideas at the moment, you can use them to steer you in the right direction. For example, if you’re struggling with fresh content for your business, you and a co-worker could at least develop a list of ideas to work from. They may not be developed just yet, but it’s a starting point.

Cut yourself some slack.

I can’t stress this enough if there was ever a time to be kind to yourself, it’s now. So what if you only worked for 4-hours or took an hour-long walk outside? Is it really the end of the world if you didn’t respond to an email today or cross-off all the items on your to-do list?

Give yourself a break here and do the best you can. Giving yourself a break may mean admitting that you’re not perfect. It’s about making yourself a priority and practicing self-kindness. And, it’s the perfect time to reevaluate your goals to make sure that they’re reasonable.

But like David Kessler says — “You don’t have to find a meaning.” Sometimes you just have to go through this “meaningful moment.” (I just watched David Kessler at a grief conference – Open to Hope. Amazing.)

Stop chasing productivity.

“Every waking moment of your life does not need to be optimized to make you a better, more profitable you,” says career coach Meghan Duffy. “Pandemic or otherwise, you have worth outside of your output.”

Personally, I’ve found that between the pandemic, social issues, and a lot more time to myself, that being included in the 48% of Americans who considered ourselves “workaholics” was no longer a priority. There are just more important things in life besides work.

In fact, I’ve cherished the moments of literally doing nothing as of late.

“Sometimes doing nothing, lounging on the couch and relaxing are great forms of self-care,” explains Elizabeth Beecroft, LMSW. That may sound counterproductive. But, having disconnecting and unplugging have done wonders for the mind, body, and soul.

Ask for help.

Finally, if you are truly struggling then please meet with a mental health professional. Since many of them provide online or phone sessions, it’s never been easier to fit a session into your busy schedule. Most importantly, you have someone to talk to and they can offer strategies to help you cope and manage your anxiety or stress.

Some of your productivity right now, in this current moment, may be taking care of yourself. Taking care of yourself will mean that you can get back to your work.

 

You Don’t Have to be Uptight to be Productive

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old-fashioned alarm clock sitting on desk.

What do you think of when you hear the word “productivity?” I think for most of us, we conjure images of someone focusing on a task so intensely that they’ve entered a zombie-like form of meditative state. You might think of the type A personalities in your life who overwhelm you with their ambition, planning, overachieving, and urgency. Or, worst of all, because they’re all work and no play, they eventually go all Jack Torrance from The Shining.

Here’s the truth with productivity. While it does involve self-discipline, organization, and focus, that doesn’t mean you have to uptight. There are plenty of ways to get stuff done while still enjoying your life, and dare I say, have some fun along the way.

Kick-off your day with a pump-up playlist.

Creating and sticking to a morning routine is a common trait among the most successful and productive people. While everyone has their own unique ritual, it usually includes activities like physical activity, eating a healthy breakfast, reading, journaling, and setting a daily intention.

What else should be included? How about a playlist that gets you amped for the day? Research suggests that athletes who listen to motivational music during sports activities and exercise increase risk-taking behavior. Moreover, music can reduce anxiety, blood pressure, and pain. It can also improve sleep quality, mood, mental alertness, and memory. And, according to researchers at John Hopkins, music can keep your brain young.

Besides your morning playlist, you may also want to have some music playing in the background while working.

Savor victories.

There’s a tendency to jump from one task to the next. I get it. With so much to do, you have to take moving forward. Like Short Round proclaimed in Temple of Doom, “Hey, Dr. Jones, No time for love!”

But, what happens if you just keep on going lie the Energizer bunny? Well, you’re eventually going to lose your passion. Instead of doing something because you love doing it, you’re just going through the motions. And, even worse, that will cause you to burn out.

Regardless of how big or small, always celebrate your accomplishments. After all, celebrating your achievements changes your physiology and psychology for the better, strengthens bonds and attracts more success.

Pat yourself on the back and treat yourself. You don’t have to go overboard. But, take a break and purchase a latte or purchase a new book you’ve wanted to read. As for team accomplishments, something as simple as handwritten thank-you notes — or an office party, to team outings are all effective ways to celebrate.

Make your workspace your own.

“Research suggests that we are more productive when we are working in spaces that reflect who we are. We feel more comfortable with familiarity,” wrote Max Palmer in a previous Calendar article.

“You know yourself best, so do what inspires you and sparks your creativity,” explains Max. “Start with functionality: You need a comfortable chair and a desk with enough space to spread out.” Personally, I’m all about standing desks. Even if you feel the same, then pair that desk with an ergonomic chair. Or, swap the chair out entirely for an exercise ball — which has been found to increase productivity.

Next, consider the form. “Maybe that means pictures of your friends and family, or perhaps it means Christmas lights and posters of your favorite ‘80s rock band,” Max adds. I’m also a fan of small plants and keeping my desk clean with the help of a basketball wastebasket. “Whatever it is, it should make you feel proud of your space and fresh well into the afternoon.”

Switch-up your environment.

Even if you love your workspace, spending too much time there can put you in a rut. So, whenever you feel like you need to kick yourself into high gear, work from somewhere else. At the time of this writing, that’s not possible because of COVID-19. But, if you’re working from home, consider setting up shop in a different part of your house or sitting outside.

Once we get through quarantine, consider working from a coworking space, coffee shop, or any other location that inspires you. It depends on your personality. If you need to be outside, work from a bench in a park. Prefer silence? Your local library is a great option? I’ve even heard of people who enjoy working in a hotel lobby or bar.

Dream of gamification.

To be clear, there are several ways that you can gamify your work. For starters, you could have a healthy competition with your colleagues. Using data visualization, you can track each other’s progress and display leaderboards.

Other ideas to gamify your life are:

  • Attaching rewards to lists, like taking a break about crossing off a to-do-list item.
  • Engaging in time-based challenges, such as giving you 60-minutes to finish a task.
  • Tapping into the element of surprise. You could send your team an unexpected gift or use dice to select your own reward randomly.
  • Making deals with friends or co-workers. Add accountability by challenging you and someone to complete several commitments by a specific deadline.
  • Using productivity apps. Download Habitica, Do-It-Now, Fitocracy, Productivity Challenger Timer, or Forest.

Get the most out of your breaks.

As noted earlier, you can’t work nonstop. You need to take frequent breaks to refresh and recharge. The key is to use this downtime wisely. Examples could be finding a sense of calm by meditating, taking a nap, or finding a creative outlet like writing. These activities can help put your mind and body at ease while also keeping you in the present.

You could also use this time to take a walk outside, exercise, engage with a hobby, or play a game. All are effective ways to blow off some steam and clear your head.

Socialize with your team or co-workers more often.

If self-isolating has taught us anything, it’s the importance of spending time with others. I mean, we’re social creatures, so it’s good for us emotionally, mentally, and physically. There was even prior research that “people who have a ‘best friend at work’ are not only more likely to be happier and healthier, they are also seven times as likely to be engaged in their job.”

So, take the time to get to know your co-workers. Have lunch with them, go on breaks together, and collaborate on projects. When appropriate, have some fun, like challenging each to some sort of competition, like a dance-off or fantasy football, and participate in team-building activities. And, it wouldn’t hurt to socialize outside the workplace as well.

Bring-in your four-legged best friend.

As a dog owner, I was thrilled about this as one study found that office dogs can reduce stress, increase productivity, and improve communication among team members. Furthermore, studies conducted at Miami University of Ohio show “pet owners are happier and healthier, have better self-esteem, and suffer less depression than those who don’t own pets.” And, researchers from Central Michigan found “that dogs fostered trust and collaboration among colleagues.”

Have snacks on standby.

Perhaps one of the easiest ways to bring some joy into the workplace is through food. In fact, according to SnackNation, “67% of full-time employees with access to free food at work are ‘extremely’ or ‘very’ happy at their current job.” So. whether if it’s for your home office or for your entire team, have plenty of snacks available. Need some ideas? Well, here are 100 healthy snacks that will boost productivity.

Stop being productive and enjoy yourself.

“There’s too much emphasis these days on productivity, on hyper-efficiency, on squeezing the most production out of every last minute,” write Leo Babauta of Zen Habits.

As a consequence, we’ve “forgotten how to relax. How to be lazy. How to enjoy life.” So, Leo purposes that as opposed to increasing productivity, “it’s good to Get Less Done, to relax, to breathe,” occasionally — like when you can’t get motivated.

“Sure, we need to produce sometimes, especially if we have to pay the bills, but an obsession with productivity is unhealthy,” he explains. “When you can’t get yourself to be productive, relax” and enjoy yourself. “Let go of the need to be hyperefficient” and feeling guilty.

If that seems impossible, don’t worry about it. Just breathe and take it one step at a time. Some ideas would be to spend more time outside, allowing more time to complete tasks, and surrounding yourself with positive and supportive people.

“Step by step, learn to relax,” adds Leo. “Learn that productivity isn’t everything” and that “you don’t need to fill every second with work.” But, when it’s time to get stuff done, “get excited, pour yourself into it, work on important, high-impact tasks … and then relax.”

Should Your Startup Have Summer Hours?

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It happens every year as the weather gets warmer — employee productivity comes to a screeching halt. Employee productivity taking a slight dive at the beginning of summer isn’t breaking news. Business owners have noticed this trend for years. It’s said that when agencies in New York realized that employee productivity decreased in the summer, specifically on Fridays, they began to offer “Summer Fridays.”

More recently, studies show that productivity drops by 20 percent, attendance dips by 19 percent, and project turnaround times increase by 13 percent. Additionally, 45 percent admit that they get more distracted. In particular, 63 percent socialize more with coworkers, 51 percent take longer breaks, and 49 leave early a few days a week.

While there some ways to keep your team motivated throughout the dog days of summer like having meetings outside, providing refreshments, encouraging more frequent breaks, and rewarding proactive staff, is there something more useful than establishing summer hours?

Some research reports that having a shorter workweek is counterproductive because to leave earlier on Friday; people have to put in more time Monday through Friday. As a result, they become more stressed and less productive. At the same time, most people can work from home — which can improve their output.

So, before making a final decision, let’s go over the pros and cons of your startup having summer hours. And, if you think it will work for your business, I’ll throw in some pointers on how you can implement them.

The Benefits of Summer Hours

The main advantage of summer hours is that it grants employees a more flexible schedule so that they can maintain a healthy work-life balance. While this is important for year-round, this is especially true during the summer. For example, if you have children, you may want to work four days a week so that you can enjoy a three-day weekend with them. Or, you may have to adjust your hours so that you work when they’re not around.

Having a flexible schedule increases employee productivity since it prevents burnout, builds trust, and makes people happier. “Our policy is basically that if you need to leave early to get somewhere, you come in early to finish your work or make sure all of your responsibilities are handled before you leave,” David Heath, CEO, and Co-Founder of the sock company Bombas, told Entrepreneur. “It shows your team that you trust them to handle their own responsibilities.”

Consulting firm Adecco also found that shortened workweeks “increase employee morale and all the good things that go with that, such as higher retention, candidate attraction, and productivity.” Roy Cohen, author of “The Wall Street Professional’s Survival Guide,” tells CBS News that “A half-day on Friday motivates employees to work as hard as possible to get as much done as they can in four hours, and it is empowering.”

Finally, technology allows most of us to work whenever we want. Believe it or not, getting away from common workplace distractions, and changing up your routine can boost your productivity.

The Drawbacks of Summer Hours

Of course, there are some disadvantages to summer hours. Most prevalently, it’s the additional stress some of your team members may have. They may feel too much pressure to get as much done as possible in less time. Instead of having five days to complete all of their work, they’re done to three or four days.

Moreover, some people may use shortened workweeks as an excuse to slack off. It can also be more challenging to schedule meetings since employees aren’t in the office as much. And, it may be conducive for your specific business.

“Flexible schedules may not work with certain client-facing positions that are heavy on client service and which require the same employee to interface with the client,” Midge Seltzer, co-founder and executive vice president of Engage PEO told Business News Daily.

These types of schedules are also harsh on new business ventures. “Companies just starting need every minute of every day to ensure their success,” David Daneshgar, co-founder of BloomNation.com told Care.com. “We are a growing startup facing major competitors.” For his company, June through August is a summer hustle.

Types of Summer Hours Policies

As you weigh the pros and cons, you should also take into consideration the various types of summer hours models. These include:

  • Half-day Fridays. Here employees can leave work early, such as noon or 1 PM. To make-up, for these hours, they will have to put in an additional hour Monday – Thursday.
  • Early Friday dismissal. Another option is to let your team depart in the afternoon, such as around 3 PM. Having an early day allows them to wrap-up their priorities and still get out early.
  • Shorter hours on any day they chose. Having a few days where employees can decide a shorter day can be a win-win since it keeps your startup open five days a week while also allowing employees to enjoy their summer.
  • Every other Friday off. Another way to keep your business operating while also giving people Fridays off is to alter their schedules. The schedule means one employee works on Friday but will have off next week. Another employee is working when their colleague is off.
  • Every Friday off. You may wish to shut-down the shop every single Friday. Again, your team may have to put in more hours during the week. Or, you could be generous and give them unlimited time off.
  • Allow employees to work from home. Working from home doesn’t have to be on Fridays. For example, you may only need your team to come in three days a week. They can then work from home the other days.

Making Summer Hours Work For You

If you want to implement summer hours at your startup, there are a couple of final factors to consider. At the top should be knowing how flexible your business and specific jobs are. If you provide a service, you may need to have some technical support available as much as possible.

Additionally, you should be aware of deadlines, the stress level of your team, and whether or not they’re reliable. To get a better understanding of this, you may want to survey them to gather their feedback. You could also give the shortened hours a trail run and track your team’s progress.

If you do decide to go forward, make sure that you communicate the new policy and stay consistent with it. You don’t want to start off giving employees off every Friday to backtrack and implement half-days on Fridays. It’s confusing, and they may have already made plans.

And don’t forget to keep track of everyone’s hours. Depending on the state where you operate, you may have to pay overtime to employees if they work more then 8 hours per day — this is the case in California.

If your startup has summer hours, how have they worked out for you and your team?

Don’t Let Vacation Season Dampen Team Productivity

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With summer on its way, you’re likely receiving more requests for time off. While you want your team to enjoy the season, you’re also worried: How will all the vacations affect productivity?

Even with a strong PTO policy, this can be difficult to manage. And as workers will point out, vacations can boost individual productivity. The wrinkle is, missing hands can slow down the rest of the team.

But before you deny those requests, beware: You don’t want to create a company culture in which people are afraid to take time off. Workers are already taking fewer days off out of fear of appearing “replaceable.”

You need to strike the right balance. Here’s how to keep your team strong while ensuring everyone gets a taste of summer:

1. Preview the season’s work.

Setting expectations before summer takes off is a great way to get team members to think about timing. If they know a major project will be due in early July, then you shouldn’t see a flood of PTO requests for the week before.

This is the kind of discussion to have at a team meeting. Plot out upcoming campaigns and talk through how much work each will take. Revisit the company’s mission, and explain how each campaign connects to it. 

If employees know what’s coming and why, they’ll plan ahead. There may be phases of a project that involve them less than others, during which workers can squeeze in a summer camping trip. 

2. Review your PTO policy.

During the same meeting when you preview the summer, bring up your company’s PTO policy. Often, violations occur when workers simply forget the rules. 

Explain how many consecutive days they can request off. Also, discuss how much prior notice employees must provide beforehand in order to get approval.

Be transparent about the approval process. There are a number of ways to decide who gets to take time off if requests conflict:

  • On a first-come, first-serve basis
  • A rotating vacation schedule
  • Based on seniority
  • Based on who took time off least recently

If you do have to deny someone’s request, work with them. Perhaps they get first dibs over another desirable slot, such as Labor Day weekend. 

3. Create a company vacation calendar.

A calendar that shows who’s taking time off when is an important organization tool. This can help cut down on overlapping vacations.

Make sure you have a system to separate pending from approved requests. Consider color-coding them, or perhaps you simply reply “Maybe” to requests you’ve seen but have yet to approve. That way, workers can be courteous of others’ vacations and rearrange their own schedules to stay productive.

4. Ask people to work ahead.

There’s no substitute for working ahead. Not only does it help the team member on vacation keep their mind off work, but it also minimizes dependencies. Otherwise, the rest of the team may have to wait for the worker to return. 

Before they go on vacation, help employees outline what they’ll accomplish before they leave. Encourage them to get a jump start on a project they’ll be expected to contribute to when they return.

Remember, this applies to leaders as well: If you were expecting their help on a project during their week off, you may have to put together the brief ahead of schedule. Model the behavior you want to see from your team.

5. Over-communicate.

It’s critical that nobody on the team is caught off guard by a vacation. A vacation calendar identifies who’ll be out when, but it’s not enough.

Before someone’s time off begins, initiate a conversation: What’s been done, and what’s left to do on projects that span the out-of-office period? That way, team members can plan to work around the missing person’s portion or pick up the slack when necessary.

If you need to cross-train an employee to handle the work, touch base with them before the other worker leaves. Encourage them to shadow the vacationer for a day to see how he or she works.

6. Promote working at peak vacation times. 

If you get an overwhelming number of requests at similar times — say, around the Fourth of July — consider rewarding employees who hold down the fort. Doing so can give those who really need a vacation more space while showing appreciation to the rest of the team.

Great ways to incentive working at peak times include:

  • Bonus pay
  • Gift cards
  • Additional time off to be used later
  • Free snacks or meals

Don’t buy them a yacht, but don’t worry too much about how much those incentives cost. A fully functional team is more than worth a catered lunch or a few Starbucks gift cards. 

Vacation season doesn’t have to mean making new hires or sacrificing productivity. If you plan ahead and prepare your team, everyone can enjoy the summer. You might even be able to take a vacation of your own. 

Best Calendar Apps for Freelancers on the Go

By | Business Tips | No Comments
Freelancer working

If you are a freelancer, then you know the challenge of working in many different places. It used to be that there weren’t many tools that were easy to take with you. Now, you are free to work wherever without losing that ability to stay on task and on time. Helping you along are these best calendar apps for freelancers.

What Makes These the Best Calendar Apps For Freelancers

Here are our best calendar apps for freelancers to help them work more productively:

  • Calendar for smart scheduling, integration with a wide range of apps, and meeting transcriptions
  • Fantastical 2 for its machine learning and natural language processing that delivers smart scheduling
  • Vantage Calendar for its ease of use and visual representation of meetings and events
  • Cal for its simple interface and powerful search functionality
  • Google Calendar for its cloud functionality and wide-ranging use and features
  • Awesome Calendar for automatic synch with iPhone calendars, to-do list development, and diary 
  • Calendars 5 for its numerous calendar, event, and task views
  • Week Calendar for its multiple versions to suit freelancers who use iOS devices, iPads and iPhones, Android devices and a Web platform.
  • Pocket Informant for its ability to work as a virtual assistant to cover your calendar, tasks, projects, notes, and contacts
  • Peek Calendar for its human-directed user interfaces and glimpse feature
  • Tiny Calendar for its syncing between platforms to stay updated on events listed in Google Calendars
  • Calvetica for its speed, efficiency, multiple views and sync capability with Google, Exchange, and other calendars
  • MiCal for its support of eight languages and funtionality

Calendar App

Calendar

Calendar is made for iOS, Android, and Web access through its cloud-based platform that provides access from anywhere. This dynamic calendar app for freelancers and other small business owners offers a free sign-up process and simple process to get started.

The easy-to-use and navigate app includes machine learning so the app learns your schedule, contacts, and daily tasks. From there, it can handle the tedious work of scheduling and organizing meetings, events, and projects. Real-time information and integration with other apps like Lyft allow you to focus on the meeting rather than how to get there. By analyzing your historical calendar data, the calendar app can help you prioritize what you need to get done in a more productive way. This makes this the ideal time management tool to add to your freelance business.

Fantastical Guide

Fantastical Guide

Fantastical 2

Fantastical 2 is a calendar app does cost a small fee to download. However, it is a small price to pay for such a comprehensive calendar tool. It is made for both iOS and Android users as well as Mac computer.

The calendar app delivers some of the most advanced technology. This includes a natural language parser as well as synch support for Google, iCloud, iPhone Calendar, and Facebook. Dayticker is one of its best features because it lets you see appointments through an easy user interface. Just one note is that if you plan on using it on your iPad, you will need to pay for another download of the calendar app to use it there in addition to your other device.

Vantage Calendar App

Vantage

Vantage is a visual calendar app for iOS devices (iPhone an iPad) that is easy to use, has an integrated to-do list, and simple interface. It has a bird’s eye view that provides a new perspective on how to look at your calendar. Then, events are grouped in a stack format to show you how much is planned for each day. Just click on an item in the stack to learn more about that event.

To designate different events and to-do items, you can use various colors and stickers. Then, those cues will be displayed anywhere that particular event or task shows up on your calendar to quickly identify them. Additionally, Vantage syncs with various other tools you most likely already use as a freelancer, such as Facebook, iCloud, Google, and Exchange. Lastly, you can customize the colors and themes to show your personal style through your calendar.

Cal

Cal is a free calendar app developed by Any.do, a task manager app popular among freelancers. Some of the unique features include a simple and clean interface that shows you a clear daily view of what you need to achieve as well as powerful search functionality that provides feedback based on even the most vague information.

For example, if you let it know you need to do your taxes, it will send reminders about an upcoming day that taxes are due. Other things you ask deliver suggested apps that hep you achieve that purpose. However, those apps are typically affiliate apps, which means they have been paid to suggest those apps to you. While that is not necessarily a bad thing, it’s important to keep that in mind. Another great feature is that when you plan an invite, the app can help you find a place to host that event based on the people invited and theme.

Google Calendar Guide

Google Calendar

Google Calendar is most often the default calendar of freelancers because it comes with their Gmail and Google account. However, there is so much that can be done with this calendar app. The cloud functionality means that you can access it from any device you use where you can sign into your Google account. That means it is available for the Web, iOS, and Android.

The Schedule View feature makes your calendar come to life with an easy-to-read format that tells you exactly what you need to accomplish each day. Also, it does some of the work for you because when you get an email that involves any type of reservation related to an event, Google Calendar will automatically add it to your personal calendar. Syncing your Google Calendar is simple. Other features include flairs that represent certain types of activities as well as machine learning capability that provides a way for the app to start learning your routine so it can suggest and mange calendar activity.

Awesome Calendar

Awesome Calendar is a calendar app that does come at a cost, but it delivers a host of valuable tools and features that make it a good investment for any freelancer. Some of the main features include automatic synch with iPhone calendars, to-do list development, a diary with the ability to embed visuals, weather, event alarms, and holiday listings for 35 countries.

It’s great for organizing your work as a freelancer and your life simultaneously. So many of the features also customizable by color, font, stickers, and more so you can make the calendar your own.

Calendars 5

Calendars 5 is made for the iPhone and iPad to help improve how freelancers and other business downers use their calendars. it offers easy task management, event management, synch, and scheduling functionality. This low-priced calendar app also inlaces natural language input.

That means users can type in something that they want to do and the app will parse the information, create an event around what you want to do, and invite the person mentioned in the input. Although it doesn’t work with Google Maps, it does provide map compatibility with Apple Maps.

Week Calendar and Cally

Week Calendar offers its Week Calendar and Cally apps for freelancers that use iOS devices. While the Week Calendar app is only for iPads and iPhones, the Cally app also works with Android devices and offers a Web platform.

The Week Calendar  works with other calendars so you can use them altogether within this app, such as Google Calendar, Exchange Calendar, and iCloud Calendar. Cally makes it easy to choose dates and locations for group events, invite participants, and receive notifications on progress. Both offer an intuitive experience for the user.

Pocket Informant

Pocket Informant helps freelancers stay on top of their work and personal lives all within one app. It works as a virtual assistant to cover your calendar, tasks, projects, notes, and contacts. The calendar app is available for iOS, Android, and Mac. There are so many functions that it may seem overwhelming at first until you start using the calendar app on a daily basis and understand how its Getting Things Done (GTD) integration really works to keep you organized, reduce tedious work, and eliminate repetitive tasks.

The one-button navigation is one of the best features for anyone working on the go. Also, triggers identify a keyword or attribute found in an event or task. Then, the triggers create the new event from the template you’ve designed. That reduces the work of putting together an agenda outline when scheduling a team meeting.

Peek Calendar

Peek Calendar is a low-cost app for iOS that has one of the beautiful and human-directed user interfaces available in a calendar tool.  Offering easy input to add items to your calendar, this calendar app can give you a “peek” at what your day is like rather than having to scroll through a lot of information to get to what you need to know.

One unique feature is the shading gesture, which helps you see what you need by darkening part of the screen rather than struggle due to the glare of the sun.

Tiny Calendar

Tiny Calendar is a free Google Calendar app that works for freelancers that use Android devices. It enables syncing between platforms to stay updated on events listed in Google Calendars. It improves upon what Google Calendar can do, including adding responsiveness, reliability, and accessibility.

You get multiple ways to view an even and your tasks. The calendar tool even works offline so you can add and manage it without an Internet connection. Other features include invitations, recurring events, intuitive gestures and calendar customization.

Calvetica

Calvetica is a fast, efficient calendar app that can be downloaded for a very low price. Available for the iPhone or iPad, this calendar app has multiple views to see how events and tasks overlap or involve multiple says. It syncs with Google, Exchange, and other calendars.

Cool features include attendee management, map integration to find events quickly, intuitive gestures, and customization for colors and calendar fears. There are alarms and alerts, time zone support, a 24-hour format, and responsive customer support. The developers of this calendar app regularly update it with new features and improved functionality.

miCal

MiCal is an iOS calendar app that offers a treasure trove of features that a freelancer would love. First, it supports eight languages, which is beneficial for those working with clients in various parts of the world. They will be able to enter their information in their native language for greater convenience.

There are eight different views to look at your calendar as well as task, schedule, and birthday reminders. You can quickly create new events by describing thanks to the natural language input feature. Additionally, it integrates with iCloud, Outlook, Facebook Events, Exchange, and Google Calendar.

The 10 Best Productivity Scheduling Apps

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There have always been plenty of ways to increase your productivity. The key here, is that the information about productivity is always changing. You can’t pick one productive way that fits you — and then never read another article or study about productivity. There will always be another app.

You can use hacks like the Pomodoro Technique, create a daily routine, and plan your entire day. You can even ditch bad habits, such as multitasking and having too many meetings. Just remember to always have eyes and ears to newer and faster processes and tools that will help you on your way.

How fast will you become — for now — a lot faster. Later, who knows –but, you will become more and more amazing.

Another effective way to be more productive is by “embracing” new things — including scheduling apps. These handy apps eliminate those back-and-forth communications when scheduling appointments, events, and even tasks. A quick app entry will make every part of your life quicker.

The problem — you may be thinking is that there are too many scheduling apps available on the market. This means that you may end-up spending too much time searching for a scheduling app that best suits your needs. To help narrow down your decision, here are the best productivity scheduling apps out there.

1. Calendar

Instead of playing phone tag or exchanging lengthy email threads, Calendar uses a smart scheduling link to essentially automate your scheduling. Simply send your availability via email or through an embedded link. The other party then picks the best date and time for them. After that — the event is added to everyone’s calendar. Literally three or four clicks. Boom! Done.

Even more promising is that Calendar uses machine learning to make suggestions for when, where and how your meetings can take place. Calendar also sends follow-ups to ensure that every attendee confirms the meeting.

You can even use the free Calendar app to help manage your team. This because the apps intelligently categorizes project meetings in order to determine the relationship between your plans and the people attending the meeting.

2. Plan

Plan is best described as a “one commander center” for all of your tools. That’s because it syncs with the tools that you and your team use on a daily basis. This includes your email, calendar, Salesforce, Zendesk, JIRA, and Github. Now you don’t have to toggle between tabs since all of this information can be viewed in one dashboard.

Additionally, with Plan you can see who’s exactly working on what and when it’s expected to be completed in real-time. As a result you and your team will never miss a meeting or deadline for a task or project.

Plan is free for one to two users — but you’ll have to select the $9/month plan if you have more than three users.

3. Any.do

Any.do stores all of your todos, lists, and reminders in one convenient location. The app also comes with a calendar so that you can plan out your day, week, or month. There’s also location based reminders and how you can share your tasks and calendar with others.

As if that weren’t enough Any.do also comes with Assistant. This feature automatically analyzes all of your tasks so that it can automatically do it for you. This means if you have recurring tasks, events, or meetings Any.do Assistant will take care of it for you on it’s on.

The app syncs across all devices and plans start at just $2.09/month.

4. Notion

Notion is another app that places all of your work in dashboard. This includes everything from your calendar, lists, todos, notes, Kanban board, and spreadsheets. Like Plan, this means you and your have team have everything needed to stay on the same page without switching between applications.

Notion integrates with Google apps, Slack, Twitter, Figma, and around 50 other popular apps. However, one of the coolest features is that the interface will fade away when you start typing. That means you won’t get distracted by notifications while working.

You can try Notion for free and it works across most devices. Later you can pick the plan you want, after trying it out.

5. Doodle

Doodle has been a favorite scheduling app for years. And there’s a good reason why. It’s one of the simplest ways to find the best availability for everyone to meet — it’s also kind of fun.

Simply suggest a date and location and then invite participants to vote in a poll. When the votes are in you can then select the most popular option. Since Doodle integrates with your Google or Facebook account events are automatically synced to everyone’s calendar — even if the don’t have Doodle account.

For individual users Doodle is free. However, for teams and more robust features like reminders, you’ll have to go with a Premium account starting at $39/year.

6. Accompany

You just scheduled an appointment with a high-profile individual. You obviously want to be prepared when meeting them. This involves beefing up your knowledge regarding their company or the latest news involving them, their organization, or industry.

Instead of searching for this information yourself you can let Accompany do the legwork for you.

Containing the profiles for over 250 million people, Accompany provides a rich calendar, executive briefings, and a curated news feed. This allows you to quickly view information like quarterly reviews and professional history so that you’re completely prepared for the meeting.

While Accompany is free, it’s only available through the App Store.

7. IFTTT

IFTTT is one of the best productivity tools around. That’s because you can essentially automate everything from controlling your smart devices to scheduling social media posts to muting your phone at bedtime. For example, whenever you publish a blog post on WordPress IFTTT will automatically post it to Facebook.

There are a ton of date and time triggers that can make you productive. This includes reminding your team to submit expense reports at the end of the month through Slack, receive SMS and calendar reminders, and saying when you’re busy/available with blink (1). The possibilities are endless.

8. Acuity Scheduling

If you’re in the service industry then you definitely want to check out Acuity Scheduling. It allows clients to book appointments online so that you no longer have to deal with those back-and-forth communications. Acuity also lets clients reschedule events on their own and even pay for your services through PayPal, Square, and Stripe.

When an appointment is booked Acuity will automatically add the appointment to your Google, Outlook, iCloud or Office 365 calendar.

If you’re working solo, Acuity is free. Plans start at $15/month. Acuity is also part of our top calendar apps for business owners.

9. Setmore

Setmore is another tool that lets customers book an self-book appointments with you in real-time. Because Setmore integrates with WordPress, Wix, Weebly, and Facebook there are a variety of ways for customers to book your services. Once an booked, you, your team, and the customers will receive SMS and email reminders to help lessen no-shows.

You can also use the Android or iOS app to create recurring events, book classes, and accept online payments. For larger businesses there’s even a live call answering service — but you’ll need the $89/month plan.

10. Sling

Finally, if you have team then you’ll want to use Sling. This app will schedule your team in a matter of minutes while also eliminating conflicts by receiving real-time updates on double-booking and time off request.

You can also use Sling track your team’s hours and export these timesheets for payroll. And, you can keep communicate more effectively with your team through group messages or creating a unique newsfeed for your team.

Sling is free if you’re just looking for a tool to schedule your team, for additional features you’ll have to select a paid plan which starts at $1.75 per user.

Get Some Sun With These 7 Team-Building Activities

By | Business Tips | No Comments

There are plenty of ways to promote teamwork at the office. Many favorites, however, can only be done outside.

As the weather improves and social distancing drags on, people are spending more time outdoors. Getting outside together strengthens bonds at a safe distance, building trust and promoting productivity.

Best of all, team-building delivers those benefits even when it’s unstructured. Making memories outdoors doesn’t require metrics or days of planning. Fresh air and positive attitudes are all it takes.

What are the easiest, most enjoyable ways to get your team outdoors? Our favorites include:

1. Have a picnic.

The company picnic is a staple for a reason: Breaking bread brings people together without breaking the bank. 

If you have the means, you can get your picnic catered. You can also keep it simple, however, by asking everyone on the team to bring a dish to share. Create a sign-up list to make sure you don’t wind up with nine bags of chips and no entrees.

Play some games, invite family members, and have fun. Nothing beats a classic. 

2. Make it a cook-off.

Do a couple of people at the office claim to have the best chilli recipe? Add a little healthy competition to an afternoon outside by making it a cook-off. 

If you’ve got a large group, split people into teams. Mix and match across departments that you don’t wind up with marketers v. salespeople. The whole point is to help people create new connections.

Set up a scoring system. Maybe the best salad is worth two points, the best appetizer three, and the best entree five. Ask board members to be judges, or select them from the team through a lottery system.

Give a small prize, such as a gift card, to members of the winning cooks. The real winners, however, are the people who get to enjoy the tasty food. 

3. Join a sports league.

In the mood for more healthy competition? Join a local sports league. Look for opportunities to face off against other businesses, which can encourage company pride. 

Find a sport that appeals to as many people as possible. Some popular sports likely to have organized leagues include:

  • Basketball
  • Soccer
  • Softball
  • Volleyball
  • Bowling
  • Ultimate frisbee

Sports leagues promote health and wellness. To a degree meals and movie nights don’t, they also pull people out of their comfort zones. Just be sure to emphasize the team aspect rather than trying to win at all costs. 

4. Attend a sporting event.

Would you rather watch sports than play them? In that case, treat everyone to an outdoor sporting event. 

Yes, many matches are on pause during the pandemic. That makes them all the more special, however, when people can enjoy the experience again. 

Plus, sporting events aren’t just for sports lovers. Stadiums offer lots of food, shopping, and tailgating opportunities.

With that said, stadium prices are steep: Consider giving team members an allowance so that they can grab a beer or a t-shirt without stressing about what’s in their wallet. 

5. Experience live music.

If you want to have a good time with your team, you can’t go wrong with live music outdoors. Music has so much connective power that it’s often referred to as a universal language. 

Of course, not everyone listens to the same kind of music. If an artist that a lot of people like comes to town, though, why not get the team tickets? Those who don’t want to attend can simply give their tickets to family members of the workers who do. 

Better yet, attend a nearby music festival together. Because they include multiple acts, their appeal is broader than any one show. 

6. Take a field trip.

Remember how much you looked forward to field trips when you were in school? Your team members think about them in the same way: as a break from the daily grind. 

Consider the following activities to engage your team:

  • Visiting an amusement park
  • Going to the zoo
  • Hiking at a national park
  • Enjoying a day at the beach

Everyone could use a day away from work now and again. Charter a bus to your destination, and enjoy the thrills of a roller coaster or the calm vibe of a park. 

7. Go camping.

Camping is not for everyone, and it takes a little more planning than the other ideas on this list. With that said, spending a day out in the elements can rally everyone together. 

Camping does not need to be hardcore. Adjust the trip to a level that works for your team: Cabins might be a better choice than tents, and pre-made meals can avoid the challenges of cooking for a group over a fire.

Don’t underestimate the business value of enjoying an afternoon outside together. The best memories are made not in the office but in the great outdoors. Get out there, and start making them. 

7 Before-Bed Steps to Prepare for Tomorrow

By | Time Management | No Comments
15 Productivity Hacks that Have Become Irrelevant (Thanks COVID)

You toss, you turn, and you toss some more: You just can’t seem to stop thinking about tomorrow long enough to fall asleep. 

A great way to put your worries to bed? Get a jump on the next day. Doing a little prep work in the evening can help you be more productive tomorrow.

Be proactive: Think through what parts of your morning routine you can do the evening beforehand. There are plenty of things to do before calling it a night. Here’s where to start:

1. Schedule Your Next Day

There’s something romantic about planning your schedule at the crack of dawn. But the morning isn’t the best time of day to get your schedule together. 

Before going to bed, figure out what you’re doing the following day. This activity can help you clear your mind. Scheduling becomes one less thing to do in the morning. 

When putting your schedule together, remember that the most productive people:

  • Focus on one task at a time.
  • Group similar tasks together.
  • Automate or delegate what they can.
  • Put their most difficult task first on their to-do list.

Spend five minutes each night putting together your plan of attack. That way, in the morning, all you need to do is refer to what you created the night before. 

2. Pack Your Lunch 

Preparing your lunch the night before work does a couple of things for you: First, the task doesn’t eat up your morning time. Second, you won’t waste time at work contemplating what to eat for lunch. 

Even better, you can prep your lunches for the whole week on Sunday night. You can also use the time to prepare lunch for your kids as well. If they’re old enough, they can even join in the preparation. 

Once you’re done, simply store the food containers in the fridge. Grab them on your way out the door, and you’re done. 

3. Prepare Breakfast 

Why stop with lunch when you can do the same thing with breakfast? From egg cups to breakfast burritos, there are plenty of easy morning meals you can prepare at night.

Most importantly, get your coffee ready. If you have a fancy coffee maker, you can set it to brew when you wake up. If not, just add the grinds and the water. That way, you only need to flip a switch.

As with lunch, your kids can also join in on breakfast prep — but probably skip the coffee for them. 

4. Select Your Wardrobe

One of the more time-consuming morning tasks? Picking what to wear. If you have a lot of options to choose from, you might waste 15 minutes simply finding your favorite sweater.

If selecting clothes before bed is difficult, try simplifying your wardrobe. Use the 10-5 rule: 10 pairs of underwear, socks, and shirts; five pairs of shorts and pants. 

Fold your chosen clothes and put them next to your bed. Just like making your bed, keeping your clothes tidy can help you feel more put together. 

5. Do a Quick Clean-Up

Undone chores have a way of staring you down in the morning. Before going to bed at night, get some chores out of the way. 

You don’t have to do a full-on cleaning, but do tackle the things that are bothering you. A few priorities include:

  • Sweep or vacuum common areas.
  • Put dirty clothes in your laundry basket.
  • Organize your toiletries.
  • Wash your dishes. 

Cleaning is an underrated form of self-care. When you declutter the physical space you inhabit, you also declutter your mental space.

6. Hop in the Shower

We’ve all taken showers that were longer than they needed to be in the morning. Standing under warm water can make it more difficult to get started, especially when it’s cold outside. 

There are pros and cons to showering at night instead of in the morning. If you are looking to save some time, though, hitting the shower before bed might be right for you.

Showering before bed can help you sleep better and allow you to shower at your own pace. Showering at night is also a good hygiene option to keep your bed cleaner. 

7. Pack Your Essentials

At night, go ahead and pack up your work bag. Make sure you’ve got your laptop, folders, notebooks, and whatever else you need.

Be sure to also put things like your keys and wallet somewhere that won’t be easy to misplace. It’s a good idea to keep them in the same place all the time. Do so, and you won’t need to spend precious time searching for them when you’re trying to get out the door for work. 

Once you’ve started doing your next-day prep at night, it’s hard to imagine doing it all in the morning again. Make the switch: Mornings are not the time to cram, and bedtime is not the time to stress. 

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