3 Easy Time Management Tips: How to Create More Hours in a Day

ThinkstockPhotos-517866414The one natural resource there never seems to be enough of is time. There are only so many hours in a day. You don’t need to wish that tomorrow will suddenly be a 35-hour day to get all of your work done. Instead, you need to start using a few small, yet critical, time management tips today to work smarter, not harder, with the hours that you DO have available to you. Here are three tips to get you started.

1) Learn How to Travel Productively

These days, a significant portion of your work probably isn’t taking place within the confines of your office. Whether it’s meetings with clients or unexpected personal issues, you likely find yourself stepping away from your desk more and more. The key to time management isn’t learning how to keep up with your obligations in spite of these sudden duties. It’s learning how to fit in work time around them.

Even if you don’t have a mobile tablet that you carry around with you wherever you go, it’s still easier than ever to work remotely. If you’re not already using a cloud-based file sharing service like Dropbox or iCloud, you need to start. Changing a document on your work computer makes those adjustments instantly available to every other device you have. Likewise, services like Dropbox for Business allow for real-time collaboration on files, letting people get together to work on a project even when they don’t have the time to literally “get together” at all.

Remember, the smartphone that you likely carry around with you is more powerful than the technology that NASA used to send men to the moon in the 1960s. There are hundreds of thousands of apps that are available in the iTunes and Google Play app stores right now for you to use to customize that device in any way you see fit. Stop thinking about it like a device that you merely use to send and receive calls and start looking at it as your office on-the-go.

2) Hold Better Meetings

Meetings are just a fact of life. But one of the many reasons why people tend to dread that weekly “catch-up” gathering is because they’re huge drains of productivity. The answer to this problem isn’t to stop holding meetings altogether; it’s to start holding better meetings.

Think long and hard about why you’re having a meeting. If it’s just to convey information, you could probably save everyone a lot of time and just send a lengthy email or inter-office memo instead. A meeting should always justify its existence. If it doesn’t, it needs to drop off the schedule. Likewise, plan out an agenda for your meeting ahead of time and stick with it. Make sure everyone who needs to contribute knows what is expected of them before you all walk into a room, giving everyone a chance to be as prepared as they need to be.

3) Get Organized and Stay That Way

Again, time management isn’t about finding more hours in a day; it’s about working smarter, not harder with the hours you already have. One study estimates that as much as thirty percent of our working time each day is spent looking for misplaced items. It stands to reason that if you never feel like you have enough time to get things done, the true issue might just be that you need to take a look around and organize your life more effectively.

The Long-Term Benefits of Making Leisure Time a Priority

ThinkstockPhotos-639000942

Listening to the waves as they cascade against the sand, feeling the warm breeze against your face, understanding that all is right with the world, at least for that moment, that is what vacation is for most people. Perhaps you would trade the ocean waves for the sound of an eagle soaring through resplendent mountaintops covered in evergreens or snowcaps. The idea, though, is that you are away from your everyday world. You stop clocking in. You aren’t dealing with the stress that encompasses so much of your everyday existence. You are on vacation.

What do you think about this vacation time? Is it well deserved for your hard labor? Is it perhaps frivolous? Do you wonder if you will ever get to realize this dream, this break from your life? Well, read on to learn why vacation is not only an excellent way to rejuvenate your body; it has also been proven to be something you shouldn’t put off:

You Can’t Possibly Get More Done After a Break: Or Can You?

In essence, yes, you are more apt to be productive when you take the time to rejuvenate your body, soul, and mind. A report by the New York Times showed that your body “needs” the break vacation provides. There is even evidence that you become more productive once you get back from your vacation than you would have had you simply skipped your break. The Times reported the following about this aspect of the study findings:

“The importance of restoration is rooted in our physiology. Human beings aren’t designed to expend energy continuously. Rather, we’re meant to pulse between spending and recovering energy.”

Other Benefits Besides Increased Productivity

In addition to being more productive and focused when you return from vacation, there is also evidence that you will garner a whole new perspective on things once you get a break. A CNN report stated that workers who took a break from their jobs enjoyed a new perspective on their lives when they were away from the stresses and problems of their daily existence. Family relationships are also strengthened when vacation is made a priority as family members are able to spend large amounts of non-distracted time together when away from their regular responsibilities.

Do Americans Get it Right?

In most cases, Americans don’t get vacation right at all. In fact, other countries handle this issue much better. The average French worker, for instance, takes more than twice the vacation time of an American worker. Americans typically use only sixteen of their eighteen vacation days according to a 2010 study. An Assessment of Paid Time Off in the U.S. report revealed an average of 3.2 paid days off left unused by workers, amounting to around 429 million unused vacation days.

Why It’s so Difficult For Americans to Relax

There are many studies just like the ones listed above that show vacation as a way to improve employee morale, increase productivity, and create a healthier working class, so why don’t Americans make vacation a priority? Most of those who were asked simply said they felt they had too much work to do to take time off. Do we as American workers really feel that our European counterparts aren’t also busy? No. Instead, we feel the world will fall apart if we don’t keep it spinning. Workers in other countries simply don’t have this belief. Therefore, if we as Americans want to make our lives better overall, we have to begin to understand that we don’t personally keep the world in orbit. We can leave for a few days here and there, or a week once in a while. Our country, workplaces, and families will not only survive, but they’ll be the better for it.

Awesome Keyboard Shortcuts

A GREAT WAY TO STAY FOCUSED AND INCREASE PRODUCTIVITY

Tech-317.png

Keyboard shortcuts are a great way to stay focused and increase productivity. Here are a few of the most popular shortcuts that we recommend you memorize if you haven’t already.

Windows:
Ctrl + A will select all
Ctrl + C will copy
Ctrl + X will cut/remove (rather than copying it)
Ctrl + V will paste the text or object stored in the clipboard
Ctrl + Z will undo changes
Ctrl + Y will redo changes
Ctrl + F opens the find field
Alt + Tab switches between open programs
Ctrl + Tab switches between browser tabs
Ctrl + S saves your file
Ctrl + Home moves the cursor to the beginning of the document
Ctrl + End moves the cursor to the end of the document
Ctrl + P provides a print preview

Apple:
Command + A wills select all
Command + C will copy
Command + X will cut/remove (rather than copying it)
Command + V will paste the text or object stored in the clipboard
Command + Z will undo changes
Command + Shift + Z will redo changes
Command + F opens the find field
Command + Tab will switch to most recently used open app
Command + N opens a new window or document
Command + O opens a selected item
Command + P prints the current document
Command + S saves the current document.
Command + W closes the front window
Command+Option+W closes all windows of an app¬

While using the internet, spacebar (or the “pg dn” key) moves the scrollbar down a page, Shift + spacebar (or “pg up” key) moves the scrollbar up a page.

Spring Cleaning Tips For The Office

thinkstockphotos-1588438941

When you think about it, you spend more time at your office than in your own home, not counting sleeping hours of course. Consequently, the atmosphere of your office, whether it be neat or disorganized, will greatly affect you and your employees in a myriad of ways. Therefore, learning how to keep your office clean is important. Before getting to the cleaning tips, though, let’s look at why a clean office is imperative.

A Disorganized/Dirty Office Is:

  • Unprofessional: If your office is cluttered, dusty, or generally disorganized, you will instantly appear less professional to clients/customers. You might say, “I’m too busy working to clean up after myself.” Well, consider the appearance of your office as you would your own. Would you come to work in your bathrobe simply because it took more time to get dressed?
  • Less Productive: Running a successful business is all about productivity. Getting things accomplished is the end goal. If you spend an hour looking for a particular folder under piles of other files and perhaps old take-out cups, is that a productive way to do business? Of course, it isn’t. By not having a place for everything and keeping everything in its place you are actually wasting billable hours.
  • Can Make You Sick: A dusty, dirty office can also cause sickness in a person who has a sensitivity to dust or allergens. Therefore, as a business owner, you might lose a part of your team to sickness simply because your work environment isn’t healthy. This reduces productivity simply by cutting down manpower.

Spring Cleaning Tips

Benjamin Disraeli, an author who served as Prime Minister of the United Kingdom in the 1800s, said the following about the importance of and commitment to cleanliness in all aspects of life:

“Cleanliness and order are not matters of instinct; they are matters of education, and like most great things, you must cultivate a taste for them.”

This quote exemplifies the importance of cleanliness perfectly. It also reminds us that cleaning isn’t always instinctual. That’s why a checklist of sorts is as worthwhile as a guide on whipping your office into shape this spring.

Primary Focus Areas

There are three basic areas you should focus on when cleaning your office. These include your workspace, your paperwork, and your technology. There are, of course, more areas to think about, such as the floors, bathrooms, and such, but just getting these three basic areas organized will go a long way towards creating a more productive working environment.

1) Organize Your Workspace

This is relatively easy; it just takes time. Simply go through your desk and throw away the trash. It sounds simple, but it’s amazing how many people don’t do this basic step. Get rid of/recycle old water bottles, carry-out cartons, and drinks. Also, donate or throw away anything you don’t use or that doesn’t work. Why keep a calculator that doesn’t function properly or hang on to a pencil that’s too small to write with? Simply getting rid of all the stuff you don’t need or use on and around your desk will help immensely.

2) Reduce Paper Work

As you know, paperwork is never ending, and if you don’t have a great file/shred system in place, it can really get out of hand. Part of cleaning off your workspace should include going through and shredding documents you no longer need. If you do need to keep something, create an easy-to-follow filing system to get these files off your desk.

3) Clean Your Technology

This tip should be taken literally, as in taking your computer apart and dusting it with the proper tools, as well as metaphorically. Clean the inside of your computer by deleting old emails and archiving those you need to keep.It’s also a great time to back up your server if you have one or update old software.

If you commit to putting things away at the end of every day, your office will never get as unorganized as it was. You might have to allow a few days for cleaning, but the increased production, as well as the creation of a more professional workspace, is well worth the time investment.

Online Marketing With A Little Friendly Competition

ThinkstockPhotos-97430242.jpg

Sometimes it takes a little friendly competition to get your customers engaged. That’s why it’s so common to see freebies, giveaways, and contests posted online and in retail stores. The trick, of course, is finding a contest that your customers are interested in winning. You know your customers best. Selecting a contest to run can be fun for everyone, especially if you can find a way to get your employees excited, too.

Did You Know?
– New campaigns acquire a 34% audience increase on average
– One-third of contest entrants sign up to receive email updates from brands and partners
– Running a mobile contest increases the number of entrants by eight times
– Statistically, the best duration for a contest campaign is 25-60 days

Contest Ideas

One of the funniest and most entertaining ideas is to host a video contest. People are mad about videos these days, and they love to share them on Facebook and other social media sites. According to Social Media Examiner, one such contest by the snack company Doritos brought an immense return. The contest is called “Crash the Super Bowl” and asks customers to create commercials for their chips. Can you just imagine how much fun customers have creating these commercials? Let’s not even begin to discuss the fun of sharing the commercials on Facebook. So while your company may not be as big or popular as Doritos, you can see how this idea can go viral quickly.

Dunkin’ Donuts uses contests to tell customer stories on Twitter. They asked their customers to post how their coffee fits into their day. As you can imagine, many customers came back with responses to this request. Winners starred in their own Dunkin’ Donuts commercial, and these videos were shared on YouTube and Twitter.

Low-Tech Contests

Not all contests need to include high-tech prizes or competitions such as videos. You can ask your followers to compete in Throw Back Thursday competitions with snapshots of them using your products in a funny way or just sending in ideas for how they use your product or service. The goal is engaging as many current and potential customers in your brand, and just plain having fun. If the contest is easy to participate in and offers a prize that fits your niche audience, then you will get a better return. This method of building an audience and cementing relationships with your customers is a proven success. People just want to have fun, and they are busy and stressed. An excuse to join an engaging contest will get them excited.

Kissmetrics offers several ideas that you can adapt to your company to introduce giveaways and contests to your audience. They offer suggestions on how to set up the contest, and how to optimize it and promote it online. Part of the success of a contest is that it can result in user-generated content that you can use during and after the contest to promote your products and brand. Everyone wins because it is fun, engages your audience, and you can get increased traffic and sales as well as new, original content.

Contests are particularly useful during the stressful holiday season when everyone is shopping and spending money. You can offer free products to customers who win, or gift cards that they can use for holiday gifts.

A Simple Business Lesson From the Presidential Election

thinkstockphotos-544350060

The 2016 Presidential Election is quickly approaching and, once again, it offers a real “teachable moment” in our nation’s history. Instead of focusing on all of the negativity that seems to be surrounding the United States political system, take a decidedly “glass half full” approach instead.

If running for president were like starting a business (and make no mistake – it basically is), both candidates are providing us with an excellent lesson in customer relations and marketing as we speak.

Know Your Audience

Regardless of what you happen to think about the candidates themselves, one thing is for certain: both candidates know the power of speaking the same language as their target audience. Even though the candidates appear opposed on nearly every issue, it’s hard to deny that they’re each having a tremendous amount of success within their own bases and supporters precisely because they each know what to say and how to say it within their audience. Each candidate regularly draws crowds in the tens of thousands from their most fervent supporters.

However, both candidates are relatively controversial outside of their base supporters, to the point where if they hadn’t made an effort to master and hone these unique voices, they would likely be having trouble establishing momentum at this point. Both of them are still very much “in the game” (against all odds) almost entirely because they’ve taken the time to learn exactly what they need to say and do to build momentum among their own core group of followers.

You Have to Move Past Your Audience at Some Point

Perhaps the biggest lesson that we can learn from the 2016 Presidential Election, however, has to do with growth. While keeping a loyal, enthusiastic customer base is always important, this is only a means to an end – it isn’t the end itself. If you want to continue to grow and evolve as a business, you need to be looking for ways to bring new people into that base and to allow that base to grow. A failure to do so will result in the type of stagnation that will find you spinning your proverbial wheels.

This lesson can be seen throughout the election process as well. Often you’ll see one candidate making a concerted effort to bring as many new voters into their camp as possible, while another seems to be focused on maintaining their existing voters – which can be a problem when you’re running the “business” of a political career.

The raw potential of a single customer for a presidential candidate is inherently limited. Regardless of how passionate someone is, or how much they like you, or how much they’re willing to show their support for you, they can still only vote a single time. Zeroing in on your original, core group of customers with a laser-sharp focus may be an excellent way to make sure they stick around long enough to make that sale (or vote in November), but it doesn’t help you at all regarding expansion.

If you’re so focused on maintaining this core group of followers that you’re willing to alienate everyone who exists outside of your bubble, ultimately you might achieve massive short-term gains, but it’ll be at the expense of your long-term goals. Never be so focused on one group of customers that you’re willing to push another (possibly larger) one away. Understand that ALL businesses require a steady stream of NEW customers to guarantee the growth they need to survive for years to come.

Applying Life Lessons to Small Business

ThinkstockPhotos-122573527.jpg

Parents to teenagers and young adults know that there are some lessons that only living life can bring us. Life lessons learned through living life are valuable, and they are hard to teach to teenagers because teens think they have the answers to everything. However, experience can offer up gems of information about what is truly important in life and how to enjoy each moment as it comes.

What are some of the lessons that life teaches us?

1. Life isn’t fair, but it is still good.

How many times have you heard your child or teenager say to you, “but that isn’t fair!” The truth is that life isn’t fair. Life happens as it happens, and you need to learn to roll with the ups and downs and continue on your journey. If you can take each moment as it comes, then you can appreciate the good, survive the bad, and continue on your way.

2. When in doubt, just take the next small step.

Many of the big decisions in life can be broken down into small steps that are easy to accomplish. Each time you have a big project or decision in front of you, you can make it easier to understand by chopping it up into small tasks. Then, do each task one at a time until you complete the whole.

3. Don’t take yourself so seriously. No one else does.

Humor makes life more tolerable both in good and bad times. If you can learn to live life with humor, including your own foibles, you will relax more and stay healthier. Laughter is a stress-reducer and can help keep your craziest days sane.

4. Overprepare, then go with the flow.

Since nothing ever goes exactly as we plan, it is important to prepare for contingencies. If you are ready for the worst, then you will be able to move in various directions when reality hits. You can plan to the Nth degree, but once your event or project is in motion, you cannot stop it. Going with the flow and learning to be flexible will keep you on top of the situation (as much as that is possible).

Applying Life’s Lessons to Business

Running a small business is fraught with surprises, changes, and learning curves. Many of the lessons that apply to life, in general, can be applied to running a business. Small business owners are responsible for everything that occurs in the whole of their business, and it is nearly impossible to predict what each day as a small business owner will bring.

If you can enjoy each part of your business, sharing what you know with your customers and employees, and reaching out to your community to connect with people through your business, you will enjoy life’s journey. Business isn’t always fair, but if you put your heart into it, it will be good. Your customers and employees will see how you run your business, and they will respond. When in doubt, just take the first small step, and you will be able to accomplish whatever goals you set for your business. Don’t take your business so seriously. No one else does. Run your business with a good sense of humor and your customers and staff will join in laughing with you. Overprepare, and then let your business take you where it will. You will discover new dimensions to your niche that you may never have known before and you will have an exciting, fulfilling journey.