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5 simple tips to skyrocket your work productivity

Any professional can use these five tips to save time and boost productivity, and they’re quite simple means to improve efficiency.

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The critical nature of efficiency

Whether you sell real estate, run a home staging business or own a restaurant, there never seem to be enough hours in the day to get everything done. Between running your business, doing everything that you can to provide quality customer service, and marketing your business to its fullest potential, you could probably find something that needs to be done ’round the clock if you didn’t need to sleep.

Virtual assistants typically work with multiple clients at once, and they’re expected to execute all marketing efforts flawlessly for each one. Time-saving tactics are a lifesaver in our industry, and they’re a must-know skill for anyone who has to run their own business or brand. Here are a few tips that have proved helpful for me over the years:

Tip one: organization

The key to getting everything done as quickly and efficiently as possible is organization. Start with a to-do list and prioritize. What absolutely, 100%, must get finished today? Start by tackling those things and give them your full attention.

The rest can be done on-the-go, during your lunch break, or right before you go to sleep at night. Stick to this priority list unless an emergency comes up. You’ll find that you’re much more efficient, and you’ll get all important things done right away.

Tip two: technology

Sure, we can’t work all the time, but that brings me to my next point: use technology! Today’s technologies are designed for people who are on-the-go all day long.

Take for example tablets – they are productivity boosters for any professional. You can check and respond to emails, update your social media sites and prepare presentations while you’re between meetings, on your lunch break, or waiting for an appointment.

No longer is it a requirement to be sitting behind a desk to get your entire internet marketing out of the way. You have the technology available to you, so you should use it to maximize your time.

Tip three: time blocking

Another time saver is blocking out portions of each day for “paperwork time” or “email time.” If you say, “Every morning between 7:30-8 and every night between 8:30-9:15, I’m going to check and reply to emails”, you’ll find that you can avoid the distraction that comes with it throughout the rest of the day and focus on other, pressing tasks.

We’re all slaves to our inboxes, and if you see an emergency email come in, respond to it, but if you block out times each day that are dedicated to addressing emails or signing off on paperwork, you’ll be less inclined to let it distract you throughout the rest of the day.

Tip four: track ideas

Some of the biggest time-wasters that exist at the moment are Facebook, Twitter, LinkedIn, Google+, and blogging. You could spend half the day alone perusing and updating all of these sites. My suggestion? Carry a notebook or tech tablet and keep a running list of possible post ideas. Much of the time on these sites is spent trying to figure out what to post or how to word things in a witty, clever or professional way.

If you keep a running list of ideas that come to you throughout the day of things to post on social media or your blog, you’ll have a list of ideas to refer to when you sit down to do it. If you stay focused, write in your natural voice and use your handy “idea book,” you will accomplish things in half the time and focus on doing your day-to-day business tasks.

This is another marketing task that you should really “block time” for each day. Whether it’s a half hour or forty five minutes, pick a time each day, stick to it, and don’t exceed it.

Tip five: take a break

Oh, one more thing: if you need to, take a break. Nobody can work quickly or efficiently if their mind is running 500 miles per hour with thoughts about what needs to be done. If you’re feeling overwhelmed or distracted by the daunting list of to-do’s on your list.

Stand up, take a drink of water, go for a walk, stretch, call someone for a quick chat…anything that you can think of to take your mind off work for a few minutes, do it. You’ll go back to work refreshed and ready to focus, which will only allow you to work more quickly and efficiently.

You can do this

These trusty tips might sound simple, and that’s because they are! You don’t have to do anything fancy or over-the-top to save time. It’s as simple as staying organized. If you put some of these suggestions to use, you’ll probably find that you’re getting more work done each day, which might even give you some time to do the unthinkable: relax.

Carrie Gable & the Real Estate Virtual Assistant team at RealSupport, Inc. work virtually for many top real estate agents & brokers nationwide, offering marketing campaigns, branding, website & logo design, listing marketing efforts, lead management, technical support, marketing presentations, social media setup & management, copywriting, blogging and much more.

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64 Comments

64 Comments

  1. Market Leader

    May 10, 2012 at 6:32 pm

    Great tips!

  2. Jasonmartinezrealtor

    July 19, 2012 at 9:08 am

    Kiss

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Business News

Why email remains the top communication tool for businesses

(BUSINESS NEWS) Communication has changed tremendously over the years, but email appears to remain home base. Here’s why.

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research papers paywall email communication

Smartphones are so popular, you might assume that phone calls, text messages, video chat, Slack, Trello, or just social media would have surpassed email as the most popular form of communication. Surprisingly, they have only enabled its growth.

Email is, hands down, the most prominent form of communication and collaboration among businesses, and that’s not expected to change any time soon. “Over the course of the last year, there has been considerable discussion about the role of email in workplaces that depend heavily on social network and other collaboration tools,” says David Roe of CMS Wire.

“In these discussions, there appears to be a general consensus that while social networks are useful to achieve work-related goals, email remains the undisputed communications tool in the enterprise.” The statistics back up these claims.

Worldwide, there are more than 2.5 billion email users, and that number is expected to climb to 2.9 billion by the end of next year. That represents more than a third of the global population operating one or more active email accounts.

Right now, only about 25 percent of current email accounts are business accounts, but we can expect a rapid increase in those as well. The average office worker will send and receive as many as 121 email messages per day.

David Roe also addressed a SendGrind study called The Future of Digital Communication, which evaluated trends in digital communication among the various generations. The findings showed that 74 percent of people chose email as their preferred method of communication and 89 percent email at least once every month for business or personal reasons.

Email is a huge part of our collaborative and communicative society, so understanding its role in business and society can play a huge role in mastering trends to the best advantage in your enterprise.

Roe further explains that, although the status of email has not changed within the walls of business enterprises, it has evolved. “The kinds of people using it are changing so it is only logical that the way it is being used is going to change too,” he says.

A younger generation that’s more in tune with digital trends and technology will soon be dominating the workforce, and email is adapting. SendGrind CMO Scott Heimes said in The Future of Digital Communication report that new technology will render email a new, more useful entity.

“With chatbots making their way into email and messaging apps in 2017, 2018 will be the year in which chatbots effectively provide personalized experiences to customers, if done correctly,” Heimes said. “Marketers will leverage data from email marketing, display retargeting, social media ads and chatbots to create a cohesive and unified experience for customers.”

This is just a glimpse of what’s to come for email users, and businesses may capitalize on its new roles for more effective collaboration.

Given the steadily evolving landscape that is email, here are the chief reasons we can expect it to stick around as a viable business tool:

Convenience: Can you imagine being on the phone or texting/social messaging for the equivalent of 121 email messages per day? You can often accomplish more in a 10-minute phone call than you can in 10 emails, but sending and receiving messages when it’s the most convenient option can be a huge draw for busy employees.

Security: Phone calls can be overheard, texts intercepted, and social media messaging accounts hacked. Email can also be hacked, but thanks to encryption services that plug right into Microsoft, Gmail, or other enterprise email services, that data can be protected.

Work-From-Home Collaboration: According to the Bureau of Labor Statistics, 24 percent of employees performed all or some of their work from home in 2016, and that number’s expected to grow substantially over the coming decade. Although collaboration programs are popular, working from home simply wouldn’t be possible for this many people without email.

Ease of Talking to People: Some people freeze up when they speak on the phone. Others just don’t like it. Millennials and Gen Z employees are entering the workforce in full swing now, and their use of digital technology makes email a go-to solution. Workers who hate phone conversations can communicate easily with their devices and avoid too much interpersonal interaction.

Information Transfer: There’s rarely a better method of transferring information than via email. Not only can you transfer files and documents to the recipient(s), but you can also store the information for future reference.

Instant Notifications: Email speeds are faster than ever. Posts arrive in your inbox nearly instantaneously. Real-time communication is practicable in a convenient, simple method.

Ease of Access: Thanks to smartphones, you can get access to your email pretty much anywhere. There’s also no need for a WiFi connection since data plans are robust and cell phone coverage broader than ever.

Email is not a perfect system. Like every other form of communication it has its downsides, but it’s proven to be the most useful form of communication to date. Although new forms of collaboration surface regularly, email probably isn’t going anywhere.

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Business News

So the Labor Department is cool with unpaid internships again

(BUSINESS NEWS) Regulations on unpaid internships continue to wax and wane, and businesses that opt to use unpaid labor should be aware of new regulations.

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designer intern internships

Unpaid internships are a deacreasingly common institution in the United States, with help from former regulatory attempts to make them more difficult to create.

That regulatory oversight might become more relaxed after the Department of Labor (DOL) issued new rules under the Fair Labor Standards Act (FLSA) that governs the role of unpaid internships in the modern American workforce.

Last week, the United States’ labor governing body decided to revise its guidelines on unpaid internships using the concept of a “primary beneficiary test.”

The core principle behind the seven statements that comprise the primary beneficiary test revolves around the idea that the reason you are hiring unpaid interns is for work that provides the intern with the primary benefit (educational opportunities, hands on learning, and networking), not because the company isn’t paying someone else to perform the same activities.

So with these guidelines, there’d be no more call for jokes about interns fetching coffee or making copies. Sounds like a win for the intern, right?

Not exactly.

The guidelines stress, however, that there is no magic quota of yes or no answers that yields the unpaid intern in question has job duties that would require payment. That even includes answering “no” to the statement that reads: “the intern and the employer clearly understand that there is no expectation of compensation.”

Of course, if a company were in violation of these guidelines, especially the one regarding compensation, it would be easier for adjudication to be brought against the company into a court of law. These rules start as the groundwork for any legal action interns can bring against an organization.

The first set of six guidelines were developed in 2010. By 2011, a lawsuit brought by unpaid interns against Fox Searchlight while working Darren Aronofsky feature, Black Swan, claiming the interns were performing job duties in need of compensation (read: they weren’t already paying employees to do the same roles, rather using interns as free labor).

The ruling in 2013 was in favor of the interns, but a different federal court reversed that decision in 2015. It is interesting to note that the revised guidelines published by the DOL only a week ago were derived from the Court’s 2015 decision on this case.

The larger trend of lawsuits brought by unpaid interns may cause a company pause if they reverse decisions about payment of employees.

Despite the judicial onslaught, some organizations may still choose to pursue unpaid internships in light of the relaxation of the guidelines by the DOL.

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Business News

Starbucks’ Teavana chain finally settles lawsuit with Simon Property Group

(BUSINESS NEWS) A bitter battle over store closures concludes with private settlement – and Teavana stores are still closing.

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teavana starbucks simon property group

A months-long legal fight between Starbucks’ Teavana and Simon Property Group, the number one mall operator in the U.S., has come to an end with a private settlement that reportedly allows the tea chain to move forward with some of its store closures.

In July 2017, Starbucks unveiled plans to close all 379 retail locations of its floundering Teavana stores.

Shortly thereafter, Simon Property Group got a local judge to bar Starbucks from closing the 77 Teavana locations in its malls, a peculiar legal move for this situation. Starbucks would be breaking its lease agreement with Simon, and Simon wasn’t going to stand for it.

Simon Property Group cited the ongoing financial plights traditional malls have experienced for years as more and more retailers shut their doors as its primary reason for blocking Starbuck’s actions. The difference with Teavana is that Starbucks isn’t under great financial stress and can actually afford to keep the stores open, per court documents.

Starbucks disagreed, but in November, a judge sided with Simon and ordered Starbucks to keep its Teavana stores open and not break dozens of leases nationally. Starbucks fought back with a December appeal, but the case moved up to Indiana’s highest court, bypassing the intermediate Court of Appeals.

And now, before Starbucks’ appeal could be heard, the dueling companies have apparently reached an undisclosed settlement, according to New York Post reports. Exact settlement details have not been revealed, but the Post has found at least two Teavana locations that are closing in just a few days, indicating that settlement may play out in Starbucks’ favor.

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