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We all wish we had more hours in the day; that’s pretty much universal. After all, time is a finite resource and once it’s gone it never comes back again. How can you make sure you’re making the most of the 6,720 waking minutes you get a week? Time tracking! That’s right, tracking your time is an invaluable tool to help you maximize your productivity and help you craft the ideal life for yourself.
Time tracking isn’t a new phenomenon. But have you ever tried it for yourself? Looking at how, when and where you devote time and energy can give you an objective view of your days and a baseline from which to make positive adjustments.
Choose Your Time Buckets
Designate different categories―or buckets―for tasks you perform throughout the day. For example, they may have headers like Client Meetings, Administrative, Professional Development, Fun, Relationships, Distractions and so on. Aim to have no more than ten different time buckets. This will help to give you a strong and easy-to-digest data format to work from while you are tracking your time. Also, be sure to record how exactly you are spending your time within those buckets. It helps to know that the specific thing you were doing in the Relationships time bucket last week was making dinner with your partner.
Envision Your Ideal Schedule
Next plot out how much time you would ideally like to devote to each of your categories by percentage. If career growth is a big goal of yours, you may want to devote a larger percentage of your time each week to your professional development time bucket than you currently are. If you are looking to increase your sales number, maybe you add a bit more to your client meetings time bucket. Remember, this schedule should represent what you want your life to look like, not how your time is currently spent. Turn this data into a spread sheet so it can be transformed into a pie chart. (It’s helps to have visual aids when time tracking!)
Track that Time
There’s no one right way to track time. Rather, you need to find an approach that works for you. You can simply jot your records down in a pocket notebook, or you can use a high-tech solution like the app Toggl. It really depends on what your personal preference is. You also need to decide when you are going to track your time. Some people find it easiest to check in every hour or 15 minutes. Some prefer to log the exact time they start a task and then when they switch to another task. Again, find what works for you. The most important thing is to make tracking your time a habit, so find an approach you feel you can stick with. Remember to be honest with yourself. Your data is only as good as it is thorough. Track you time for at least two weeks to a month. This will help account for any normal day-to-day fluctuations.
Analyze
After you finish the time tracking period you decided on at the start, it’s time to dig into all that important data you unearthed. You can also make a pie graph out of this data to compare against your ideal. What you find may be surprising. Everyone is different, but there are some common time tracking insights that you may see in your own life. They include:
Placing your time tracking data side-by-side with what you envision as your ideal time management structure will give you a solid understanding of how you spend the limited amount of time that you have each week. This baseline knowledge is helpful in moving yourself in a positive direction and achieving your life goals.
Ah, productivity. It seems so simple, doesn’t it? Make a to-do list, prioritize it, then get to work! In reality, we all know this is much easier said than done. Thankfully, there are several surprisingly simple productivity tips and tricks that we can implement to make the most of our time. Check out the four productivity tips below.
1. Implement a Daily Drink and Think
Let’s kick off this list with a productivity tip that’s sure to sound counter-intuitive: Sit down and do nothing.
Yes, really!
One of the best things you can do for yourself is to take 10 minutes a day to just think. Sit down in the morning with your coffee or tea, or at night after a relaxing bath or tucking in the kids. Find somewhere relatively quiet where no one will bother you. Put away your devices. Ponder your day, think about what’s important, and pay attention to what rises to the surface. When you’re done, revise your to-do list as you see fit.
2. Empty your Brain
If you’ve ever watched a survivalist competition on TV, you’ve seen how important it is to conserve resources and be strategic about energy expenditure. Navigating through daily life is no different.
One of the best ways to conserve mental energy is to write everything down, rather than holding thoughts in the back of your mind. Did you just remember that a report is due at the end of the week? Add it to your calendar. Did a great idea just pop into your head? Jot it down. Doing so will make it easier to focus on the task in front of you, upping your productivity.
3. Set a Series of Timers
Depending on your style of working, this productivity tip has the potential to skyrocket your efficiency. This can be particularly effective when there’s an item on your to-do list that you’ve been dreading or if you’re a person who works best under pressure.
Start small. Set a timer for 20 minutes. Force yourself to use every millisecond of the time block to do focused work. Zero funny business allowed while the clock is ticking. Challenge yourself to see how much you can get done in this window. Then, when the timer goes off, set another one for 5 minutes. This time is your reward. Use it to grab a snack, check Instagram, text your mom, or do anything that will register in the pleasure center of your brain. Then repeat. Try playing around with longer working blocks.
4. Create a Must-Do List
Different from your to-do list, this should contain 3 to 5 items that absolutely, no matter what, need to be completed today. You can vary the length of the list based on the heft of the tasks, but the key is to identify which activities are non-negotiable. Tell yourself that you can’t leave work or even go to bed until they are done.
There are a few reasons this works so well. First, the commitment to yourself alone is very powerful. No one wants to let themselves down. Second, human nature is to avoid pain. If you don’t want to work all night, you’ll put the pressure on yourself to ramp up your productivity during the day. Your Must-Do list will serve as an anchor to stay focused on your priorities when you’re tempted to stray.
How do you make the most out of your day? Share your favorite productivity tips with Cydcor on social media!
There are only so many hours in a day, and you only have so many resources at your command. Luckily, there are a number of productivity tips you can embrace in order to get more done. Learn how to save time, increase productivity, and take control of your day. Incorporating these five productivity hacks into your routine can make all the difference in achieving your goals.
It’s fairly common knowledge that it is vital to create long term goals for yourself, to give yourself something to strive for. What you may not have considered is that giving yourself a deadline to work against can actually improve productivity! If there is an end date you need to have a project completed by, it’s much harder for you to procrastinate.
To get an early jump on your day, start planning for it the evening before. You should examine your schedule for the upcoming day to start planning out how you are going to organize work hours. Do all of your appointments make sense as they are scheduled? Do you have any materials you need to review ahead of time?
Set aside blocks of time to make phone calls or to complete tasks between meetings. Once you have the general shape of your day mapped out, write out your to-do list for the day. Capture all the important tasks that you want to complete the next day and rank them by level of priority. Choose your outfit and set it aside. You may even want to take 15 minutes and make your lunch ahead of time. That way you can get up and go immediately without any lost time.
It’s easy to get caught up in the mentality of working wherever and whenever you can manage to. Time management and being productive when you're working from home is just as important as workplace productivity. While a stop at the coffee shop to knock out a few items on the to-do list may be helpful, it’s important for you to make your home workspace your own.
Start by decluttering your space. A space free of clutter sets the appropriate mental tone to maintain your focus. This should also help to minimize distractions that may take you off task. Consider using a program to block social media and other websites where you like to spend personal time. It can be really easy to get lost in your friends’ vacation pictures when you should be taking care of business.
The first thing many of us do when we wake up is check our email. Don’t! Break yourself of this time draining habit. Stay on top of your correspondence, yes, but don’t let it dictate your schedule. Part of learning how to increase productivity is to taking control of your time. Set aside a predetermined amount of time early in the day to address emails. Start with the most critical ones, and work downwards by level of importance. If you don’t get to a lower priority email during your allotted time, it can wait until later in the day after you have completed your most crucial tasks.
You may be tempted to go full force without stopping to achieve your daily goals. However, in order to be more productive overall, MIT Senior Lecturer Bob Pozen suggests that a bit of a break allows your brain the opportunity to take advantage of one of our body’s built-in productivity hacks. That time lets your brain switch modes so it can actually process and organize all the information that has been flowing through it.
Try setting aside a period of time once a week for to conduct a review of all of your activity from the previous week. This can give you the opportunity to clean up any lingering action items, get up to date on your progress towards your goals, and gives you some time to think creatively about how you want to invest your energy going forward. Giving yourself space to breathe and collect yourself is an important step in learning how to increase productivity in a sustainable manner.
In order to truly master your life and your time, it’s important to stay focused on what you need to do and how you need to do it. These productivity hacks will help you master your own potential and stay in the present moment. Practice them every day, and soon you will be unstoppable!
Gearing up for another business trip? Perhaps you’re a frequent business traveler and want to streamline the process, or maybe you’re preparing for one of your first business trips. Either way, having a systematic routine for getting yourself ready to hit the road will end up saving you time.
Here are eight smart business travel tips to make your business trips go as smoothly as possible with a minimum of inconvenience and, if you play your cards right, extra perks to boot!
1. Make a Checklist
Make a checklist to help you remember essentials as well as those random items (spare flash drive, phone charger, extra business cards, etc.) that you will inevitably find yourself searching for once you're mobile. Update your list as needed. A thorough checklist will make everything else seem just a little less stressful.
2. Don't Check a Bag
Bring a carry-on bag that meets airline specifications for size limits and pack versatile items that take up minimal space. Checking luggage can cause complications when flights are delayed or bags are misplaced, and it’s wiser and more convenient to have your belongings with you.
3. Get Pre-screened
Sign up for TSA Precheck and Global Entry as well as frequent flier programs. Shorter waits save you time, and airlines recognize frequent fliers not only with flight miles—which can add up quickly to a free flight or two—but also with perks such as seating upgrades and priority boarding as well as airport hospitality lounges.
4. Bring Your Own Snacks
Bring healthy snacks that are easy on your digestive system and keep your hunger at bay until you arrive at your destination. Airport convenience stores sell these usually inexpensive treats at a big markup, so make sure to bring your own along during your business traveling. Nuts, dried fruits, granola bars, and fresh fruits such as grapes, apples, or oranges all make great travel companions and will make you less likely to purchase expensive, caloric, and bland prepackaged foods on the airplane.
5. Dress Well
Dressing for success is always a good idea, but even more so on business trips. Not only do you stand a better chance of being upgraded, but dressing well will make you feel more confident and comfortable. You never know when a great networking opportunity might arise.
6. Use Technology to Plan Ahead
To make your business traveling as comfortable as possible, consult seatguru.com for a transparent look at your plane's seating configuration, including exit rows, lavatories, and in-seat power ports. You can even request seat changes on the app. Opentable.com makes it easy for you to secure dinner reservations in your destination city with its more than 20,000 worldwide restaurant members.
7. Stay Healthy
Regardless of your destination, you will encounter breeding grounds for germs in high-traffic areas such as airports. The last thing you want to bring home with you is a virus that drains your energy and leaves you feeling under the weather. Antibacterial wipes are an important ally that will sanitize your tray table or any other makeshift common use space where you set up shop.
8. Maximize Your Time
Looking to get some work done during your flight? Make sure you have a few essentials for remote working situations. Spring for some good noise-canceling headphones, a necessary investment for keeping your train of thought on the tracks. Proper headphones will allow you a modicum of privacy and the ability to focus or relax without disturbances. Make sure to bring a portable keyboard, which turns your smartphone or tablet into a laptop so you can salvage some productive moments and still have room for a beverage on your tray table. Finally, don’t forget a portable external hard drive. If you need to access volumes of paperwork, a compact external hard drive is your answer.
Seeking to not just survive, but also to thrive as a business traveler? If you incorporate these business travel tips into your business trip routine, you will return to the office refreshed, invigorated, and ahead of the curve. Staying savvy to the latest in travel innovations will allow you to master the art of business travel in the course of your own business undertakings.
Management and leadership are two sides of the same coin, and both are necessary for a business to succeed. Learning the difference between management and leadership is important for developing effective management skills.
Great leadership is about inspiring enthusiasm and drive, while great management is about building highly efficient teams that produce impressive results. Managers are experts at getting things done and meeting targets and deadlines; leaders know how to evolve people and organizations and help them meet their potential. Each is a unique discipline that helps teams meet their short- and long-term goals, while also fostering commitment to a shared vision and outside the box thinking.
Management skills are concerned with assigning tasks, committing to deadlines, and creating systems, while leadership is focused on defining a purpose and uniting individuals behind big ideas. Managers ensure teams meet their deadlines and deliver what’s expected of them, while leaders focus on the future and how teams might prepare for challenges on the horizon. Management is about limiting risk, while leadership encourages bold action. Leadership is primarily about engagement, while management has more to do with execution. Management focuses on performance, while leadership focuses on development. Managers develop processes and create smooth operations, while leaders build relationships, encourage communication, and build trust. The most successful businesses are built with an ideal balance of management skills and leadership skills.
Scenario 1: Suzy Business Owner has promised a new client 2,000 flyers by the end of the month, but she recently lost two employees, and she knows it’s going to be a stretch. She creates a workflow document that helps remaining team members understand when they must complete their portion of the project, and she meets with each team member one-on-one to train them on the new system. By following the workflow correctly, the team is able to meet their deadline.
Is this an example of management or leadership?
Answer: Management
Suzy is faced with a short-term business challenge, and by managing her overstretched team correctly, she’s able to help them successfully achieve their goal.
On the other hand…
Suzy should be careful. Her team is being pushed beyond its limits. To continue her team’s successful streak, Suzy must also lead. She has to remind team members that accepting these kinds of challenges can help them transform the organization, leading to a more successful future for everyone involved.
Scenario 2:
Jim Entrepreneur is hoping to push his company to become the leader in its industry within the next five years. He knows it’s possible if everyone gets on board. He calls a team meeting where he presents his long-term vision and asks team members to imagine what it will feel like to someday be the best of the best. He hands out paper and crayons and asks everyone to draw a picture of one thing the company can start doing differently to help towards its goals. The team eagerly participates and many turn in more than one idea.
Is this an example of management or leadership?
Answer: Leadership
While Jim’s meeting may not produce any tangible results immediately, it serves to unite the team and get everyone excited about the company’s potential. His brainstorm encourages creativity, and it reminds each team member that his or her ideas matter. The meeting also helps inspire people to focus on the big picture rather than just short-term results.
On the other hand…
Jim has a talent for getting his team fired up, but this effect could fade if his team members start to notice that he’s all talk and no action. Jim will need to use his management skills to prove that he can translate ideas into tangible business systems.
Scenario 3:
Eric the Executive grows concerned when the company does not hit its goals for the quarter. He schedules one-on-one meetings with each member of his team to investigate the problem. One team member, who has struggled to meet his deadlines, says he’s been having trouble with the company’s current software, and he has been leaving work 10 minutes early every day to take a training class on another software he was hoping to pitch as a replacement. Eric tells the team member he’s sorry to hear the current software is challenging, but he asks the employee to consider dropping the class to allow him the extra time needed to finish his daily tasks. The employee agrees to focus on his work.
Is this an example of management or leadership?
Answer: Management
Eric is doing a great job using his management skills to monitor the bottom line and ensure his company is meeting its quarterly goals. He understands that every team member must be contributing 100 percent of what is expected of them if the company hopes to produce the results it has promised.
On the other hand…
While Eric has solved the problem in the short term, he may be missing longer term opportunities to help the company operate more efficiently. If he had found a way to help the team member stay in the class, Eric would have provided the employee with a chance to develop himself while also exploring a new software solution which might improve company operations far into the future.
Scenario 4:
Brenda the Boss has discovered that her team’s projects have consistently come in over budget, and the executive team has suggested that if Brenda can’t curb spending, they may have to reduce her department’s budget for next quarter. Brenda can think of a few ways she could reduce spending, but instead of implementing those ideas automatically, she decides to throw the problem to her team, asking them to brainstorm some solutions to cut costs.
Is this an example of management or leadership?
Answer: Leadership
By empowering her team to find solutions, Brenda encourages them to think outside the box and demonstrates confidence in their abilities to problem solve. She also shows that her priority is not implementing her ideas, but rather, finding the solutions that are best for the team.
On the other hand…
Brenda will still need to make sure the solutions her team comes up with will deliver as promised. If they cannot reach their cost cutting goals, the whole team will suffer under a slashed budget, so Brenda may have to nix more creative ideas if they don’t seem likely to reach the goal.
Every business needs both great management and bold leadership in order to achieve its goals. Vision without action is ineffectual, and efficiency without a purpose is a recipe for maintaining the status quo. Managers help businesses function like well-oiled machines, while leaders help organizations evolve and take giant leaps forward. Innovative companies can count on their managers to work out the kinks, lower costs, and increase volume, while well-managed companies benefit from the creativity, passion, and unity leaders inspire. Whether it’s achieved by one executive or a team of one hundred, the most successful companies will be those who recognize the difference between management and leadership see the two as complementary and inseparable parts of any thriving business.