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Three tech tools to boost your productivity

Wasted time is the bane of any decision maker, so with these three tech tools, boost your productivity to reinforce your bottom line. They’re simple to use and maximize your effectiveness in your business.

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Wasted time is annoying

Needless to say, there are some aspects of your day-to-day activities that are somewhat annoying and feel like a waste of time. These tasks include:

  • Sending the same emails, memos, and proposals over and over again.
  • Having to log on to Twitter, Facebook, or LinkedIn every single time you want to post something to your profile.
  • Keeping track of all your projects and everything that you have going on right now.

Regardless of your industry, these are all elements of your business that are necessary but can seem tedious to deal with day to day. When more pressing and urgent things come up, you don’t want to have to keep these things on the back burner and worry about responding to emails or updating your Facebook page. Another time-waster can be trying to find the file folder or emails regarding a specific project you’re working on. If all of these things were in one place, wouldn’t it be a bit easier? The short answer is yes, but there’s another word that can prove to be a solution to this ever-present problem of wasting time on menial tasks, and that is technology.

All of us have more or less embraced technology. We all buy iPads or tech tablets, have joined a social media site and have more or less become addicted to our smart phones. What many haven’t been doing, however, is using the technology tools available to actually boost productivity in their business. That’s where some of these services will come in handy.

Problem #1: Redundant Emails

Solution: Yesware. This Chrome extension allows you to save email templates, and it will also track the open rates of each email you send. Think of how much time you’ll save: instead of having to type out the same, redundant email you’re already typing out five times a day, you can go to the template and have it ready to send instantly. The tracking feature is also great for promotional emails or campaigns. You can see which emails are getting opened and which aren’t and tweak your marketing efforts accordingly.

Problem #2: Logging in to each social networking site in order to post

Solution: A social media dashboard. Have you heard of HootSuite? How about Tweetdeck? These are social media dashboards that are free to install. Essentially, all you have to do is set up your dashboard by linking it up to all of your social media profiles, and from there you can maintain every profile in one place. You can schedule tweets or Facebook posts or LinkedIn updates to go out throughout the day, making it look like you are active online. You can also monitor mentions, wall posts, new fans and followers and direct messaging. Essentially, you can spend 30-45 minutes per day scheduling posts to go out and maintaining your online presence without logging in to each site individually. It’ll save time, and you can pick and choose when you want to spend time on maintenance.

Problem #3: Keeping track of too many projects at one time.

Solution: Trello. This project management system is perfect for those who have a marketing team or have outsourced various marketing tasks and projects. Essentially, this a free service that you can use in which you create a variety of project cards on one dashboard. You can add notes to each card per project, to keep up with the status of it and add reminders and to-do’s to each card. You can even break down each card by process and keep track of who is working on what.

Each account can have several team members access it, meaning that anyone on the team can add updates and notes to each project at any time. It’s a great way to see where you are with multiple, ongoing projects all at once. Organization is the huge benefit here. Instead of looking through a bunch of files for the information you need, you can simply log in to Trello and take a peek at the notes. It will save you tons of time AND boost your productivity.

These tech tips are just the beginning of how you can use technology to boost your business’s productivity, become more organized, and save time on some of those menial, day-to-day tasks and responsibilities. This will free up your time to focus on the important and urgent elements of your company. In today’s business landscape, technology is your friend. Embrace it and use it to take your business to the next level.

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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41 Comments

41 Comments

  1. Avi Kaye

    April 12, 2012 at 9:19 am

    Always good to know about new tools that can help you be more productive :).
    Just started using Yesware myself, and I think it’s an excellent option.
    For social media tools you should also check out Sendible or SproutSocial.
    For an online project management tool check out HappyTODOS.

    AviK

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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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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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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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