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The 7 communication hurdles stifling your company’s efficiency

(BUSINESS NEWS) Whether communication is too little or too much, or delivered poorly, every company has room for improvement.

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One of the biggest sources of inefficiency in your company is going to be communication. It underlies almost every productive action within your business, whether it’s conveying instructions to a subordinate or disclosing your results to a client or investor; accordingly, even a small inefficiency in your lines of communication can result in a major loss of time/money.

Fortunately, knowing the key hurdles to effective communication—and learning to overcome them—can help you smooth out these problem areas and build a more efficient business.

How Communication Affects Your Efficiency

Ultimately, your business’s efficiency is impacted in three key ways:

  1. Message accuracy. If you convey the wrong information, or the right information in a confusing way, it can lead to errors and misunderstandings.
  2. Time consumption. Every message you send and receive is going to cost time from both the sender and recipient. If that time is excessive, it could result in waste.
  3. Cost. You also need to consider what you’re paying for your communication solutions, and whether each solution is worth it.

The Biggest Hurdles

These effects tend to manifest in response to these seven major hurdles:

1. Obsolete or unreliable tech. If you’re trying to save money by relying on old devices, or platforms that haven’t been upgraded in years, it could have a substantial negative impact on how you communicate. You might experience delays when making phone calls, missed messages in your chat logs, or a serious lack of mobility. Thankfully, making upgrades can make most of these problems go away. For example, investing in newer devices can dramatically improve your connection speeds and mobility, and switching VOIP providers can be a relatively easy transition to prevent delays and hiccups from interfering with your phone calls.

2. A lack of clear communication standards. How are your managers expected to relay instructions to subordinates? How are your subordinates expected to communicate progress to managers? How are your meeting recap emails supposed to be structured? If you aren’t sure of these answers, it’s a sign that you don’t have clear communication standards within your business. Formally documenting these expectations can keep communication clear and consistent for all your employees, in virtually all areas.

3. Inefficient modes of communication. If your employees aren’t using communication mediums correctly, it can also lead to problems. For example, if they frequently call meetings that could have been communicated in the span of a single email, it could waste hours of company time. If they use email instead of having a conversation over the phone, it could lead to confusion and unanswered questions. Each type of communication requires a different approach.

4. Departmental silos. Another major problem is departmental silos, which can make communication more difficult or nonexistent between two groups of people within the company. These silos tend to develop when different departments have different standards and expectations for communication, and when those departments rarely intermingle. You can correct this by integrating your departments more frequently, and getting everyone on the same standards for communication.

5. Unstructured meetings. Meetings are a major source of time waste in companies, since they involve many people at the same time, and often recur on a consistent basis. All your meetings should have a designated leader to keep the meeting on track, a specific intention or goal, and a time restriction to keep things tight and concise.

6. Poor listening. Listening is a vital skill for effective communication — and we aren’t doing enough of it. Too often in business environments, participants in a meeting or conversation are more focused on talking than listening, but listening is more effective for understanding and collaboration. To develop better listening skills, avoid distractions (like checking your smartphone during a conversation), allow time for the other person to speak, and use active listening tactics, like rephrasing what you’re hearing.

7. Overload. Too much communication can be a bad thing. If your employees are sending emails back and forth constantly, or if you’re paying for so many communication apps that you can’t keep track of them, it’s only going to result in confusion. In many ways, fewer, more concise messages are superior modes of communication than message bombardment—and you’ll pay less if you have fewer apps to worry about.

If you can overcome these seven significant communication hurdles, you can make your business far more efficient. While some of these changes may take a few weeks to settle in, others may grant you a positive change immediately — so inspect your company’s internal and external communication, and work hard to make things as streamlined as possible.

Larry Alton is an independent business consultant specializing in social media trends, business, and entrepreneurship. When he's not consulting, glued to a headset, he's working on one of his many business projects. Follow him on Twitter and LinkedIn.

Business News

10 time tracking tools for productive freelancers, entrepreneurs

(PRODUCTIVITY) We’re all obsessed with squeezing more out of each day, but what if we used one of these time tracking tools to inject more chill time into our lives?

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Part of today’s culture is seeing how much one can get done in a day. We’re always so “go, go, go” and we treasure productivity.

This is incredibly true for freelancers, and, as such, it makes total sense that app and software technology would capitalize on this need. The following apps and programs are designed to help you save time and/or increase productivity.

1. Timeular: This app is designed to visually show you how you spend your time and, as a result, become more productive. Instead of wondering where your time goes every day, you’ll see it visually. This is done through a physical time tracker, where you can define what you want to track and customize your Tracker. You then connect via Bluetooth and place the Tracker face up with the task that you are working on (if you’re taking a phone call, the symbol facing up would be a phone). It then tracks all of your tasks into a color-coded visualization of the day’s activities. Dangerous for people like me who waste a lot of time on Instagram…

2. Bonsai: This bad boy is time tracking for freelancers. You can break down each project and track time individually in order to see where your time is going and how much is being spent on each entity. You then are able to automate invoices based on the time spent. Genius!

3. Tasks Time Tracker: Say that three times fast. This is a phone app that has multiple timers so you can track more than one thing at a time. This app gives you the option to input billing rates to easily track your earning. You can then export all of the info in a CSV format.

4. Azendoo: Everything in one place. This is a time-tracking service that assists your team’s needs and workflow. It puts project organization, team collaboration, and time reporting all in one place. A cool feature on this is you can input how much time you anticipate spending on a project, and then Azendoo compares that to how much time you actually spent.

5. Continuo: Similar to Timeular, you get to see all of your activities in a color-coded format on a calendar. This lets you easily breakdown how much time is spent on each activity and allows you to plan for the future. You are able to see your progress over time, and see how you’ve gotten faster and more productive.

6. PadStats: Described as “a simple app will help you to learn more about yourself”, PadStats will help you track and analyze your daily activities or daily routine. This app includes more quanity-based tracking, allowing data to be more user-oriented and stats to be more accurate.

7. Pomo Timer: This productivity boosting app is a “Simple and convenient pomodoro timer based on the technique proposed by Francesco Cirillo in the distant 1980s made in a simple and clear design,” according to iTunes. For those who like visually simplicity, this app is for you.

8. Blue Cocoa: This program overturns the stigma of a smartphone being a distraction, by turning it into a productivity tool. You start by creating a timer and working on something, and, if you get distracted, the timer senses this and tries to help. This is all in an effort to keep you on track of your task, while tracking the time spent.

9. Timely: A fully automatic time app. This features automatic time tracking, project time management, and team time management. It works to improve timesheet accuracy, increase project profitability, and optimize team performance.

10. Toggl: This is a simple time tracker that offers flexible and powerful reporting. It works to crunch numbers that you’ll need for reporting, all while syncing between all of your devices.

Pick one or two of the above ten, and reclaim your time. No need to “go, go, go,” if you’re a more productive person – this way you can “chill, chill, chill.”

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Business News

Beware: The biohacking obsession is attracting scammers

(NEWS) Biohacking is finding ways to gain a competitive advantage, while excluding the medical world. It’s great to increase your output, but be cautious when picking your poison…

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Wanna live better or longer? [Insert biohack here] will solve all those pesky problems. In all fairness, it’s human nature to seek improvement, especially in our jobs or academics — you know, the things that demand a constant, high performance.

Of course our ears will prick up at the slightest mention of attaining that elusive edge. Remember Aderall in college?

Biohacking isn’t a new topic. The term refers to a wide range of activities to affect the body’s biological systems.

The objective is to optimize health, well-being, and focus. If we are able to effectively manage what we put into our body, our output can increase. It’s not inherently evil.

But social media influencers are key in promoting the latest products/diets/supplements/oils, often doing so for money, not to improve others’ lives. And, there’s a darker side of drug use, both prescription and illegal, leading to potentially dangerous and abusive situations.

The misleading aspect of biohacking is that every body is different.

Regardless of social media promises, people should be wary of ingesting additional products.

Despite the fancy names one can give it, biohacking has the same objective of medicine, but product development typically excludes medical practitioners.

Legitimate medical practices take huge amounts of funding and research to figure out and insure safety, and they’re heavily regulated by the federal government.

A random word of mouth promise about some obscure herbal supplement is not the same thing.

There are no shortcuts to improving one’s health.

And biohacking doesn’t necessarily mean making life more complex. It’s important to start with the basics before jumping to elaborate diet regimens, powders, pills, etc. Simple steps like routine exercise, 7-8 hours of sleep, and healthier meal choices may help get you on track.

It’s amazing to realize what you can change about yourself before joining some random Thought Cult you found on Instagram. And in the case that your health needs a modern, helping hand, do the proper research before falling into the dark internet hole.

Or better yet, consult your doctor.

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Business News

Why JetBlack (personal shopping brand) users average $1500 spent per month

(BUSINESS NEWS) JetBlack’s example sets an interesting precedent for future personal shopping endeavors, especially given they don’t shy away from charging monthly fees.

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Like anything Walmart does, the company’s personal shopping service – JetBlack – faced a heavy amount of scrutiny upon launch. So how is this novelty faring in the current world of Postmates and Amazon Prime?

Perhaps unsurprisingly, JetBlack (which kicked off in New York in 2018) has generated a decent stream of income, with over half of users engaging weekly and spending around $1500 per month through the personal shopping service.

Fifteen. Hundred.

JetBlack’s allure comes in part due to its ability to recognize customer needs and recommend products based on those requirements. For example, someone in the market for a new vacuum cleaner could text “vacuum” to the service and receive recommendations for a wide range of well-rated models.

This intuition makes JetBlack ideal for those who are constantly on-the-go or otherwise too indisposed to visit the store on any predictable basis.

Further, the novelty of being able to have vital ingredients or tools delivered within hours means that JetBlack users are free to spend more of their time innovating, parenting, or working without fear of compromising on quality products. This is JetBlack’s core premise, and the fact that it’s still going strong a year after its inception bodes well for the concierge market.

Part of JetBlack’s success may be attributable to its lack of brand loyalty. JetBlack doesn’t limit users to Walmart products, so it is more universally applicable, thus putting it on par with something like Amazon’s grocery delivery services. This also stands to remove the “cheap” Walmart stigma from the service; since JetBlack draws from a variety of different retailers, users can comfortably assume that they’re receiving the best available product — not just the best available Walmart option.

And to be fair, the anti-Walmart people would have to dig around the site to even know there’s an affiliation – it comes off as a sleek, autonomous startup anyone can get behind.

While JetBlack’s price tag of $50 per month places it in a higher expense bracket than some competitors (e.g., Amazon Prime), the fact remains that JetBlack still errs on the cheap side of personal shopping services — and, given the relative ease with which one can place an order, it seems that JetBlack is poised to remain a staple for its monthly users.

It will be interesting to see how personal shopping services adapt to meet or improve upon JetBlack’s example going forward.

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