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Productivity methods used by top professionals

Productivity methods vary from office to office and professional to professional, and whether it is a sketchbook or an app that keeps professionals on task, we have highlighted several professionals’ productivity secrets.

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productivity methods

productivity methods

Productivity methods vary

Ask any professional what productivity methods they employ to give them a competitive advantage, and like fingerprints, every person will be different. Some people rely on old school methods like pen and paper and stopwatches, while others can’t live without smartphone apps, but either way, the quest for productivity is never ending.

One of the prudent steps toward improving your own productivity methods is to learn what is working for others, so in that spirit, we tapped some of the busiest people in the professional world and asked them what we were all thinking – how do you do it all?!

Social media expert relies on pen and paper

Scotland’s top social media strategist, consultant, and trainer, and Yard Digital’s Head of Social, Andrew Burnett sheds some light on how he juggles so much. “I use a moleskine notebook and a Caran d’Ache ballpoint pen to manage my day. The system I try to use is Tac Anderson’s GTD Hack although I do slip regularly into more basic list making.”

Burnett explains, “Actually taking the time to physically write something commits it to memory much easier than typing it, and all tasks are always in my pocket irrespective of battery life and/or connectivity.”

The competitive advantage goes to the well oiled machine

Jon Aston, Senior Consultant at Digital Giants sheds light on the tools they rely on most heavily to manage their team’s daily operations, citing Google, Skype, and project management software.

“We spend all day in our browsers – working with web apps in the cloud,” Aston tells AG. “Chrome is the browser of choice for 4/5 Giants. Looking past the browser, much of our work gets done in Google Apps for Business – especially Gmail, Calendar, and Drive.”

One tool others frequently hail that Digital Giants has leveraged is Teamwork project management software, which Aston says “is really quite brilliant and affordable, integrates tightly with Google Apps – and the tech support is second-to-none.”

And of course, there is Skype. Aston opines that “Most people think of Skype for free VOIP – but we use it all day long for instant messaging, link sharing, quick and easy file transfer, occasional screen sharing – and for quickly organizing coffee runs.”

PR Principal is “brutal” with her inbox

Ann Marie van den Hurk, APR is a Principal at Mind The Gap Public Relations, and handles very hectic days. How does she accomplish so much?

Every day, she sets aside time to read RSS feeds and visit social media sites, and regarding email management, she says, “I’m brutal with my inbox where I read, act, file or delete emails same day. And I use the flag system for follow-up. I have a separate email account for newsletters and such.”

For to do lists, she notes, “I’ve tried the online kind, but I’m always go back to pencil and paper.”

“It is all about timing,” van den Hurk asserts. “And just getting it done.”

Quick tip: sketchbooks!

David Svet, President of Spur Communications is very particular about his productivity methods, and while he uses the Google Apps Calendar and color coded events, he focuses on a more tangible asset. “I use a combination of GTD on Canson Universal Recycled Micro Perf Acid Free spiral sketchpads (8.5″x5.5″) because I can hold them upside down and backwards to accommodate being left handed.”

“I also like to sketch and make visual notations and the paper is good for that,” Svet added. “The Micro Perf makes it easy to cleanly tear out a sheet without the spiral bits and have a clean edge.”

PR pro always connected, but to more than just the web

Benson Hendrix, Public Relations Specialist at the University of New Mexico has an insane schedule, as he also runs the social media team for TEDxABQ as well as adjunct faculty at the University of New Mexico and studying for my APR (accreditation in public relations). And like many of the rest of us, he juggles all of that with married life.

So how does he manage? “I’m a technophile,” Hendrix explains, “but I need to find a way to keep organized across platforms (Mac, Android tablet and phone). I’ve always got Google Drive open on at least one browser tab. I have a document for important notes, for web links or notes that I want to share with students or TEDx post ideas. With Google Calendar I can keep track of a variety of appointments or upcoming tasks and I can update them from anywhere I can get data. With Google Drive I can update from any of my devices, and I’m always connected.”

But it’s more than just tools for Hendrix. “It may sound corny, but I usually wear my Buddhist Mala these days. My life is hectic, at times it almost seems like it’s coming apart at the seams but my Mala reminds me to take a few minutes at a time to slow down, be mindful of focusing on the moment and clear my mind. After that I can usually attack a task with a little more clarity.”

CEO of game development company is a scheduling pro

John Acunto, Founder and CEO of social platform game development company, 212 Decibels said, “In theory, managing a day, week or a month is easy with a great assistant, an iPad and a cell phone. I find that my days are full of the unexpected.”

Acunto added, “I schedule meetings with plenty of time before and after to address the daily issues that always arise. I also schedule an hour in the middle of day to follow up on the morning and arrange my thoughts for the balance of the day.”

“My key to remaining effective is keeping focused on the decisions required and staying in the moment,” Acunto noted. “I also use my digital notebook to keep up with my daily and weekly checklist, to ensure I don’t miss a beat.”

VP leverages technology like a pro

David Jones, VP of Social Media at Critical Mass was able to rapidly offer a litany of tech tools he uses every day to keep his insanely busy days on track.

What does Jones use? “Remember The Milk, Outlook Calendar, Tenrox for time tracking, and Jive for intranet/internal file sharing/cross-office collaboration.”

Jones adds that he uses Skype for instant messaging, the phone for conference calls, and Fuze, HP meetingroom and join.me for online presentation sharing.

“I work with many offices so I use RTM [Remember The Milk app] to keep my tasks listed, block of time in outlook calendar to get those tasks done,” said Jones. “Online meeting rooms are a must with agency teammates and clients in a variety of cities at any given time.” Jones uses these tools to connect with New York City, Chicago, Dallas, Palo Alto, Los Angeles and Toronto frequently, making tech tools critical to his day.

Focusing on a “wildly successful” outcome of tasks

Lisa Thorell is a Principal at Innovatini and manages a tremendous work load. Thorell manages goals and tasks daily against a deadline by implementing Excel spreadsheets for her own tasks, and Google Docs if engaging in joint activities.

Thorell says she uses the Hyatt-Gates note taking system, and tells AG that she has begun teasing out more “wildly successful” outcomes by asking one simple question (that question is explained here by Jeff Haden).

Executive speed reads, maximizes down time

Although Tinu Abayomi-Paul, Chief Visibility Officer at Leveraged Promotion employs endless productivity methods, but when asked to limit them to what gives her a competitive advantage, she had some actionable items you will be inspired by:

Abayomi-Paul does her to do lists the night before to get a head start on the day. She says her day is mapped out as follows: cash flow task for the day, research, then to-do list, then and only then, she engages in emails and meetings, never taking meetings before 11am. “No one ever died from not answering email as it comes in. Do cash-generating activities FIRST, or they constantly get pushed back,” she advises.

“I took a speed reading course, have speech to text on every device, and also type 80 words per minute so I can get my research, social networking, and blogging done faster,” Abayomi-Paul notes. “I leave social media read/reply/networking to when I’m bored and waiting. Standing in line, waiting for a meeting to start. Gives a built-in end time as well.”

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9 Comments

9 Comments

  1. Tinu

    March 20, 2013 at 12:33 am

    Yay! I’m famous again!!

    Seriously though, there are a Lot f great tips in here.

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Business News

You should apply to be on a board – why and how

(BUSINESS NEWS) What do you need to think about and explore if you want to apply for a Board of Directors? Here’s a quick rundown of what, why, and when.

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board of directors

What?
What does a Board of Directors do? Investopedia explains “A board of directors (B of D) is an elected group of individuals that represent shareholders. The board is a governing body that typically meets at regular intervals to set policies for corporate management and oversight. Every public company must have a board of directors. Some private and nonprofit organizations also have a board of directors.”

Why?
It is time to have a diverse representation of thoughts, values and insights from intelligently minded people that can give you the intel you need to move forward – as they don’t have quite the same vested interests as you.

We have become the nation that works like a machine. Day in and day out we are consumed by our work (and have easy access to it with our smartphones). We do volunteer and participate in extra-curricular activities, but it’s possible that many of us have never understood or considered joining a Board of Directors. There’s a new wave of Gen Xers and Millennials that have plenty of years of life and work experience + insights that this might be the time to resurrect (or invigorate) interest.

Harvard Business Review shared a great article about identifying the FIVE key areas you would want to consider growing your knowledge if you want to join a board:

1. Financial – You need to be able to speak in numbers.
2. Strategic – You want to be able to speak to how to be strategic even if you know the numbers.
3. Relational – This is where communication is key – understanding what you want to share with others and what they are sharing with you. This is very different than being on the Operational side of things.
4. Role – You must be able to be clear and add value in your time allotted – and know where you especially add value from your skills, experiences and strengths.
5. Cultural – You must contribute the feeling that Executives can come forward to seek advice even if things aren’t going well and create that culture of collaboration.

As Charlotte Valeur, a Danish-born former investment banker who has chaired three international companies and now leads the UK’s Institute of Directors, says, “We need to help new participants from under-represented groups to develop the confidence of working on boards and to come to know that” – while boardroom capital does take effort to build – “this is not rocket science.

When?
NOW! The time is now for all of us to get involved in helping to create a brighter future for organizations and businesses that we care about (including if they are our own business – you may want to create a Board of Directors).

The Harvard Business Review gave great explanations of the need to diversify those that have been on the Boards to continue to strive to better represent our population as a whole. Are you ready to take on this challenge? We need you.

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Business News

Everyone should have an interview escape plan

(BUSINESS NEWS) A job interview should be a place to ask about qualifications but sometimes things can go south – here’s how to escape when they do.

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interview from hell

“So, why did you move from Utah to Austin?” the interviewer asked over the phone.

The question felt a little out of place in the job interview, but I gave my standard answer about wanting a fresh scene. I’d just graduated college and was looking to break into the Austin market. But the interviewer wasn’t done.

“But why Austin?” he insisted, “There can’t be that many Mormons here.”

My stomach curled. This was a job interview – I’d expected to discuss my qualifications for the position and express my interest in the company. Instead, I began to answer more and more invasive questions about my personal life and religion. The whole ordeal left me very uncomfortable, but because I was young and desperate, I put up with it. In fact, I even went back for a second interview!

At the time, I thought I had to put up with that sort of treatment. Only recently have I realized that the interview was extremely unprofessional and it wasn’t something I should have felt obligated to endure.

And I’m not the only one with a bad interview story. Slate ran an article sharing others’ terrible experiences, which ranged from having their purse inspected to being trapped in a 45 minute presentation! No doubt, this is just the tip of the iceberg when it comes to mistreatment by potential employers.

So, why do we put up with it?

Well, sometimes people just don’t know better. Maybe, like I was, they’re young or inexperienced. In these cases, these sorts of situations seem like they could just be the norm. There’s also the obvious power dynamic: you might need a job, but the potential employers probably don’t need you.

While there might be times you have to grit your teeth and bear it, it’s also worth remembering that a bad interview scenario often means bad working conditions later on down the line. After all, if your employers don’t respect you during the interview stage, it’s likely the disrespect will continue when you’re hired.

Once you’ve identified an interview is bad news, though, how do you walk out? Politely. As tempting as it is to make a scene, you probably don’t want to go burning bridges. Instead, excuse yourself by thanking your interviewers, wishing them well and asserting that you have realized the business wouldn’t be a good fit.

Your time, as well as your comfort, are important! If your gut is telling you something is wrong, it probably is. It isn’t easy, but if a job interview is crossing the line, you’re well within your rights to leave. Better to cut your losses early.

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Business News

Australia vs Facebook: A conflict of news distribution

(BUSINESS NEWS) Following a contentious battle for news aggregation, Australia works to find agreement with Facebook.

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News open on laptop, which Australia argues Facebook is taking away from.

Australia has been locked in a legal war against technology giants Google and Facebook with regard to how news content can be consumed by either entity’s platforms.

At its core, the law states that news content being posted on social media is – in effect – stealing away the ability for news outlets to monetize their delivery and aggregate systems. A news organization may see their content shared on Facebook, which means users no longer have to visit their site to access that information. This harms the ability for news production companies – especially smaller ones – from being able to maintain revenue and profit, while also giving power to corporations such as Facebook by allowing them to capitalize on their substantial infrastructure.

This is a complex subject that can be viewed from a number of angles, but it essentially asks the question of who should be in control of information on a potentially global scale, and how the ability to share such data should be handled when it passes through a variety of mediums and avenues. Put shortly: Australia thinks royalties should be paid to those who supply the news.

Australia has maintained that under the proposed laws, corporations must reach content distribution deals in order to allow news to be spread through – as one example – posts on Facebook. In retaliation, Facebook completely removed the ability for users to post news articles and stories. This in turn led to a proliferation of false and misleading information to fill the void, magnifying the considerable confusion that Australian citizens were confronted with once the change had been made.

“In just a few days, we saw the damage that taking news out can cause,” said Sree Sreenivasan, a professor at the Stony Brook School of Communication and Journalism. “Misinformation and disinformation, already a problem on the platform, rushed to fill the vacuum.”

Facebook’s stance is that it provides value to the publishers because shared news content will drive users to their sites, thereby allowing them to provide advertising and thus leading to revenue.

Australia has been working on this bill since last year, and has said that it is meant to equalize the potential imbalance of content and who can display and benefit from it. This is meant to try and create conditions between publishers and the large technology platforms so that there is a clearer understanding of how payment should be done in exchange for news and information.

Google was initially defiant (threatening to go as far as to shut off their service entirely), but began to make deals recently in order to restore its own access. Facebook has been the strongest holdout, and has shown that it can leverage its considerable audience and reach to force a more amenable deal. Australia has since provided some amendments to give Facebook time to seek similar deals obtained by Google.

One large portion of the law is that Australia is reserving the right to allow final arbitration, which it says would allow a mediator to set prices if no deal could be reached. This might be considered the strongest piece of the law, as it means that Facebook cannot freely exercise its considerable weight with impunity. Facebook’s position is that this allows government interference between private companies.

In the last week – with the new agreements on the table – it’s difficult to say who blinked first. There is also the question of how this might have a ripple effect through the tech industry and between governments who might try to follow suit.

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