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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.

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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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How to conduct a proper informational interview

(CAREER) Informational interviews comprise a technique in which you ask an employer or current employee to explain the details of their job to you. Try doing this before you transition into your next occupation!

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informational interview

At some point in your career, you may ask for someone’s time to do an informational interview — a process in which a job-seeker asks questions about a field, company, or position in hopes of receiving information which will inform both their decision to go into the field and their responses to the specific job’s actual interview. Since the power dynamic in an informational interview can be confusing, here are a few tips on how to conduct one. Not how to obtain one, but how to conduct one once both parties agree to connect.

The process of an informational interview typically starts with finding a person who works in your desired field (and/or location if you have a specific company in mind) and setting up a time during which you can ask them a few questions about things like their job responsibilities, salary, prerequisites, and so on. Once you’ve set up a time to meet in person (or via Skype or phone), you can proceed with putting together a list of questions.

Naturally, you should understand the circumstances under which asking for an informational interview is appropriate before requesting one. Your goal in an informational review should be to ask questions and listen to the answers, NOT pitch yourself as a potential hire. Ever. Nobody appreciates having their time wasted, and playing on your contact’s generosity as a way into their company is a sure way for your name to end up on their blacklist.

Once you’ve set up an informational interview, you should start the conversation by asking your contact what their typical day is like. This is doubly effective: your contact will most likely welcome the opportunity to discuss their daily goings-on, and you’ll be privy to an inside glance at their perspective on things like job responsibilities, daily activities, and other positive aspects of their position.

They’ll also probably detail some drawbacks to the position — things which usually aren’t explained in job postings — so you’ll have the opportunity to make a well-informed decision vis-à-vis the rigors of the job before diving head-first into the hiring process.

After your contact finishes walking you through their day, you can begin asking specific questions. However, unless they’ve been unusually brief in their description of their duties, your best course of action is probably to ask them follow-up questions about things they’ve already mentioned rather than asking targeted questions you wrote without context. This will both indicate that you were listening and allow them to expand upon information they’ve already explained, ensuring you’ll receive well-rounded responses.

You should save the most specific questions (e.g., the most easily answered ones) for the end of the interview. For example, if you want to know what a typical salary for someone in your contact’s position is or you’re wondering about vacation time, ask after you’ve wrapped up the bulk of the interview. This will prevent you from wasting the initial moments of the interview with technical content, and it may also keep the contact from assuming a strictly material motive on your part. And be willing to ask “what does someone with your job title typically earn in [city]?” instead of their specific take-home salary which might not be reflective of the norm (plus, it’s rude, and akin to asking someone their weight).

This is also a good time to ask for general advice regarding breaking into the field, though you may want to avoid this step if you feel like your contact isn’t comfortable discussing such a topic or if you’re intending to apply as someone with experience.

Of course, you won’t always be able to meet with your preferred contact directly, especially if they work in a dynamic field (e.g., emergency services) or have a security clearance which negates their ability to answer the bulk of your questions. If this happens, you have a couple of back-up options:

1. Send an email with a list of questions to the contact, or send them your phone number with a wide-open calling schedule. This is useful if your contact has a random or on-call schedule.

2. Ask your contact if there is someone else you could connect with (it could even be their assistant).

3. Speak to the company’s HR branch to see if you can request a company-specific job requirement print-out or link. These will usually be more particular than the industry requirements. But don’t ask for something you can find yourself on the company’s Careers page online.

Nothing beats an in-person interview over a cup of coffee, but — again — wasting someone’s time isn’t a good way to receive useful information about the position in which you’re interested.

Before transitioning to your next position or career field, consider conducting an informational interview. You’ll be amazed at the amount of insider information you can glean from simply listening to someone discuss their day in detail.

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The sad truths you missed about the US Women’s Soccer Team lawsuit

(NEWS) The US Women’s Soccer team dominated headlines by suing for equal pay, but there was so much more to the lawsuit that could have a ripple effect in the business world.

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womens soccer lawsuit

Recently, on International Women’s Day, the United States Women’s Soccer Team (USWNT) filed a lawsuit against the US Soccer Federation. The timing of the suit is not only a sign of the team continuing their decades long fight against the organization (only three months before they are set to defend their World Cup title in France), but a recognition of the symbol that they have become in the larger battle that women and other minorities are waging in order to be given the same resources as the men leading in their fields.

It should go without saying that the women’s soccer team is unparalleled in its athletic success: over the past twenty years they have won three World Cup titles and four Olympic gold medals. These players, as ESPN acknowledges, are among the most accomplished and best known women athletes in the world.

Their counterpart, the Men’s National Soccer Team, leaves much to be desired (they failed to qualify for last year’s World Cup, for example) yet they consistently receive much more support from the US Soccer Federation.

Although the pay disparity between the USWNT and the male soccer team is certainly stark, the “gains” that the women athletes are fighting for go beyond monetary compensation.

According to Mashable, “This [suit] includes how women frequently play on a dangerous artificial surfaces when the men do not, fly commercial when the men travel by more convenient, comfortable charter flights, and the alleged allocation of fewer resources to promote women’s games compared to men’s.”

As if being the best players in your sport in the world and having to share hotel rooms after getting torn apart by the seams astroturf and receiving less-than-world-class medical care wouldn’t be infuriating enough, it’s truly this final point that highlights the glaring mistreatment of the USWNT.

Without support from the US Soccer Federation, not only in the form of payment but in promotion of their games and general good-will toward their players, the USWNT will not be able to grow their following so that they can establish a consistent revenue near what the men’s team attracts. This “lack” of revenue continues to create the chicken/egg excuse that the Federation has for not propping up the USWNT like they deserve.

It’s simply the opposite of “sportsmanship” for the US Soccer Federation to use these players’ love of playing the game (that, again, they are the best in the world at) and their country as a way to gaslight them into playing for less.

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Think about automating tasks instead of replacing workers

(BUSINESS) Automation is great, unless you obsess over it and try to cut down on payroll – there’s a smarter approach that successful businesses take.

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automating tasks not people

The concept of automating your workflow is a tempting one — especially as payroll continues to be one of the evergreen highest costs of business. However, in contemplating how to streamline your workflow, you may do better to step back from the idea of “replacing workers” and instead think about you can optimize your existing employees by strategically tweaking their workflow.

As Ravin Jesuthasan and John Boudreau write in The Harvard Business Review, if the goal of automating is to ensure that your company is operating at its most cost effective and efficient levels, then chances are you’d still need knowledgeable employees to help you scale and capitalize.

Where automation can truly help your business is by transforming the ability of your organization to focus on the tasks that truly require a human touch or deep knowledge. For example, automation will not help your employees perform complex, interactive, or creative work like collaborating with clients to come up with solutions or designs.

However, it can help the process of brainstorming or co-designing these solutions easier by replacing some of the mechanical tasks that aid this high-level workflow.

For example, it may be helpful to automate basic research tasks for your designers. If your designers must create a client profile to help them launch their projects — basic information must surely exist at some other point in the process before this point. Maybe your firm has an intake form or contracts where a basic description of the goal of the contracted service has been created. By automating the sharing of that data between departments, perhaps in a content management system, you’d be able to free up time that the designers might spend on basic data collection so that they could instead use it for their more complex, empathetic work.

Jesuthasan and Boudreau offer up other advice for thinking about which specific tasks within your company’s workflow are the best candidates for automation.

Is a task simple? Routine? Does it require collaboration?

These kinds of inquiry are not only useful when thinking about your organizational processes, but they are good refreshers for thinking about the individual value and skills that your organization and its workers offer clients.

So instead of looking at how to cut down on payroll, consider automation as an option to improve the value you’re getting from your team, and freeing them from mind-numbing tasks that have nothing to do with their expertise. Win-win!

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