Productivity

Facebook, Twitter, Pinterest, Google+, Tumblr, LinkedIn, StumbleUpon, Instagram, Quora, Digg, YouTube, etc. etc. There are so many different social media venues… I find it impossible to keep up with them all!

While I think it’s absolutely essential for small businesses to utilize the massive {and totally free} advertising and promotional opportunities provided by social media, I’m also the first to admit that they can be a HUGE time-suck.

I could literally spend my entire day learning, doing, trying, promoting, and using these different social media applications… but I don’t.

The key for me is to do as much as I can in as little time as possible.

If you share my social-media philosophy, then head on over to the Turnstone blog to read my Five Social Media Time Savers.

What are your best social media time-saving tips??

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I’ve already shared {several times} how much Dave and I are loving our new iPhones… I’m obsessed

It’s true!

Just the other day, I heard of a friend’s house that caught on fire and I immediately thought about our house, and what I would do if it ever caught on fire. Of course, I would grab Nora first {and make sure Dave could get out} but my next “grabs” would be my phone, purse, and computer!

Not sure what that says about me… but it’s the truth!

Anyway, I’m always on the look-out for FREE tools to help improve my business. So when I got the iPhone, I immediately started searching for apps that would do just that.

Apparently there are a ton of free productivity apps, but I didn’t need or want them all… just the best ones. So for the past several weeks, I’ve been playing around and testing out some of these free apps… I quickly came up with a short list of my favorites.

Head on over to the Turnstone blog to see 9 of my favorite free apps for small businesses.

What are your favorite iPhone apps?

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Due to my blog and all the different virtual assistant jobs I have, I currently have ten {yes TEN} different email addresses that all go to one Gmail Inbox! And even though I get upwards of 100 emails every day, my Inbox almost always has less than 5 emails when I “close up shop” for the night.

No, I don’t spend all day checking and responding to email… and no, I don’t just delete them without responding. Instead, I use filters to automatically file my incoming emails to the appropriate folders — this way, they don’t even show up in my Inbox and I can respond to emails in batches when I have time.

For example, I get email notifications any time someone comments on my blog — so instead of having those emails clutter up my Inbox all day long, I have them automatically forwarded {or filtered} to a separate folder. Then, at the end of the day, I can take a chunk of time to read through those comments and respond as necessary.

I also have a filter set up for each of my VA jobs — so whenever I get an email for a particular job, it goes directly to that folder and I can then handle all the emails at one time — saving me lots of time and keeping my Inbox clutter-free.

If you’ve never done it before, here’s how to set up a filter in Gmail:

STEP 1: Get to the “Filters” tab

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Click on the “gear” in the top right corner of your Inbox, then click on settings. Finally, click on “Filters”.

STEP 2: Create Your First Filter

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Once you click on the “Fliters” tab, you should see a link towards the bottom {center} of the window that says “Create a New Filter”. When you click on that link, the following form will pop up.

Fill out the information and then click “Create filter with this search”

STEP 3: Set Up Your Filter

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After you “create your filter” another box will pop up with options for your newly created filter.

I ALWAYS click “Skip the Inbox” so I don’t ever have to look at the filtered emails until I’m ready.

Also, you’ll want to make sure to direct the filtered email to one of your previously created labels.

For example, I direct all the emails with my blog comments to a “Follow up” label. I direct all my VA job emails to specific labels created for each of those jobs/clients.

I also check the box “Never send it to Spam” because I don’t want to miss any of those emails.

Once you have the the filter set up how you want it {you can always edit it later} click the blue “Create Filter” button.

STEP 4: Use Your Filters

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After you have your filters set up, you will no longer get those emails in your inbox — instead, they will go directly to the folders you specified in step 3 above.

However, you’ll easily be able to tell when you have unread messages in any of your folders by the bold number to the right of the folder.

Once you have a few unread emails in a specific folder, you can click on that folder and read, respond, file, delete as necessary.

STEP 5: Edit or Delete Filters

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Once your filters are set up, you can easily change, edit, or delete them at any time via the Settings tab.

So that’s how you set up a filter in Gmail! 

I know this might sound like a lot of hassle — especially at first. But if I had to guess, I’d say that my filters save me AT LEAST 1 hour every day because I don’t have to manually file these emails, I don’t have to look at them and scroll past them to find other emails, and I can deal with similar emails in “batches” instead of one at a time.

Plus, my Inbox is always clutter free — which psychologically makes me feel less stressed every time I check my email!

Do you use filters? Or do you have any other time-saving email tips?

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Each month, I write a few posts for other blogs… and for the month of February, my guest posts were all about productivity {one of my favorite subjects!}

I talk a lot about productivity, time management, schedules, to-do lists, etc. etc. but there is ALWAYS so much more to say! So if you’re looking for a few more tips and ideas to help increase your productivity at home and at work, the links below are filled with helpful tips and suggestions!

1. Working With A Block Schedule

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I’ve talked about how I’m using a block schedule to help me be more productive and get more done with a newborn at home. However, the concept of a block schedule can easily apply to anyone who struggles to get things done on time.

In my opinion, block schedules increase productivity because you have a specific time deadline. And that sense of urgency is a great source of motivation!! 

If you’ve never tried a block schedule, you might just want to read more about it!

2. Dealing with a Lack of Productivity and Burnout

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The winter months can often cause a lack of productivity due to burnout. The days are shorter, the weather is nastier {at least here in West Michigan}, the holidays are over, and spring is still too far away. Add in the day-to-day stress of your job, family, and other commitments… and burnout is the result.

If you feel like you are struggling with the lack of productivity do to burnout, here are a few ways you might be able to regroup.

3. Five Simple Ways to be MORE Productive

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Productivity is a pretty hot topic in today’s busy world… everyone {including myself} wants to do more in less time and be MORE productive. This can seem like an overwhelming and somewhat impossible task, especially if your schedule is already filled to the max.

However, here are a few simple ways you can you can be MORE productive… starting today!

Productivity is one of those topics I could go on and on about; especially now, since I’m desperately trying to figure out my “new routine” with a baby at home.

And since I don’t always have to be the one giving advice, I’d love to know…

What are your best productivity tips?

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Dave and I recently renewed our 2-year cell phone contracts… and we both got iPhones!

Yes, it was totally against our ultra-frugal nature, but I have to say, the iPhone completely saved any shred of productivity I had left after Nora arrived!

Before we got our iPhones, we still had the old flip phones. We didn’t have any sort of data package, and we didn’t even have texting {told you we are frugal!}

It was actually a bit of an internal struggle for both of us, but especially for me, because we really didn’t NEED iPhones. Yes, we could afford to pay cash for the phones, yes we could get a great deal since we were going to renew our contract anyway, and yes, we could afford to pay the monthly data plans… but we still didn’t NEED them!

Another reason I was a bit unsure about getting iPhones was because I always hear how people “waste” so much time with their smart phones, iPads, Kindles, etc… and frankly, I do NOT have time to waste right now.

Well, it’s been 2 months, and I honestly think these iPhones are one of our best purchases. I can’t believe how much MORE productive I’ve been… or how we lived without them for so long!

Here are just a few ways the iPhone helps me be more productive:

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1. Email:

I get loads of emails every single day and it used to be overwhelming for me… but now I have instant access to all of my emails and can quickly check, delete, file, and reply to most of my emails from my phone… even when I don’t have access to my computer — or when my other arm is tied up

Obviously, there are still some emails I can’t/won’t do from my phone — especially if they require attachments or lengthy responses, but I’ve saved SO much time by tackling many of my emails from my iPhone.

2. Social Media:

Since I’ve been a little short on time lately {OK, a lot short on time} I’ve basically “banned” myself from spending any time on Facebook, Twitter, Pinterest, etc. unless it’s on my phone.

I figure if we’re just driving, waiting, sitting around, etc. I’ll allow myself to play around on social media sites. Then when I’m sitting down to work, I keep those tabs closed, and am way more productive because of it!

3. Blog Comments:

I love reading all my blog comments, and I try really hard to respond to any questions or comments that require a response, but that had been getting more and more difficult to do… until I got the iPhone! Now I can keep tabs on my comments, stay caught up on responses, and I feel more connected to my readers.

4. Shopping:

As you know, I’m a big Craigslist shopper {and I’m semi-addicted to Amazon.com too!}… but I really can’t afford to “waste” my time searching for deals on the internet right now. So instead, I’ll use my phone to brows the web, inquire about sales, and even make purchases when I otherwise wouldn’t have access to my computer for one reason or another.

5. Shared Calendars:

Dave and I have a shared calendar on iCloud so we both know what the other person is doing… yes, this has been extremely helpful and I’m not really sure why I didn’t think of doing this before!

6. Productivity/Time Management Apps:

I still haven’t paid for any Apps yet, but I have found a handful of very helpful FREE productivity and time management apps that I’m having lot of fun with!

7. Photos:

I don’t naturally take many photos because I hate carrying my camera around with me all the time. But now that I have a really fantastic camera right in my iPhone, I’m taking pictures ALL the time! I can quickly edit the pictures and upload them to my blog or to any social media site with just a few taps of my finger… then I’m done.

No more lugging my camera around, plugging my camera card into the computer, waiting for it to load, then opening the photo editing program, etc. etc. I’m saving lots of time AND taking more pictures — win-win!

8. Navigation:

We don’t have any type of GPS in our cars so I’ve always just printed off Mapquest directions anytime I have to go somewhere. Seriously! Now, I can simply use a navigation app and don’t have to waste the time {or paper} printing off my Mapquest maps anymore!

Since Dave and I were still living in the ‘dark ages’ with our flip phones, we are simply amazed at how much more we can do with our iPhones — and how much time we save doing it!

I can do all these things while I’m riding in the car, waiting in line, or even when I’m feeding Nora. And obviously, I don’t spend every spare moment on my phone, but it is nice to have the option to “get stuff done” even when I’m not by my computer.

And yes, we do use our phones for playing games, listening to music, and even watching video clips every now an then

Do you have an iPhone — or any other type of smart phone?

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If so, do find that you SAVE more time or WASTE more time on fun games, etc.? Also, what are your favorite apps?

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Each month, I write a few posts for other blogs… and for the month of January, my guest posts were all about setting, managing, and reaching your goals {fitting for the first month of a new year!}

So if you are still searching for the motivation you need to set and achieve your goals this year, I’ve got some helpful tips that just might help!

1. A Fresh Start for the New Year

It’s still January which means we practically have the entire year ahead of us… a clean slate, just waiting for another long list of goals and to-do’s. If you haven’t taken the time to think about what your goals are for this new year, there’s no better time to start than right now!

Head on over to the Turnstone blog for a few ideas to get you thinking…

2. Do You Know When You Are MOST Productive? 

Ever since Nora was born, I’ve been working hard to be the best mom I can be, while still being productive and accomplishing my to-do list each day. One of the ways I’m able to do this is by working when I’m MOST productive.

I can almost guarantee there are certain hours each day when you are always very productive and other hours when you consistently struggle to stay focused and get anything accomplished.

If you’ve never thought about when you are the most productive, click here to read more!

3. The Importance of Reachable Goals

I don’t like to fail (no one does!) so while goals are supposed to challenge us and push us to be better, do better, work harder, etc. I still want my goals to be reachable.

Setting goals that are too lofty, too ambitious, or not realistic is a pretty good way to fail. And if you fail to reach your goals, you probably won’t be extremely motivated to set new goals for yourself (believe me, I’ve been there before!)

Need some help setting reachable goals? I have a few tips that just might help.

4. How to Reach Your Huge Goals

As I mentioned above, I always try to set reachable goals for myself… however, there are still situations when facing a huge goal is inevitable.

Those huge goals can seem overwhelming, unattainable, and even impossible… unless you have a plan!

If you have a huge goal that you absolutely have to reach, the key to achieving it is to break it down into several smaller, more-manageable {and reachable} goals. I’ll show you how to do that over here.

What goals have you made this year?

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Ever since we brought Nora home from the hospital {7 weeks ago today!}, I’ve been diligently trying to figure out the best way to schedule my day around the intense needs of a newborn.

It has been a bumpy road so far, and we most definitely do not have it all worked out yet; but I recently got an email from a reader who sensed my frustration and told me about how she implemented a “block schedule” to help her better manage her time with small children.

She explained that instead of making one long to-do list every day, she would instead have a few smaller to-do lists for the different blocks of time when her children were napping or otherwise occupied.

The idea sounded relatively simple to me, however I was a bit skeptical that it would actually work for me. But as I mentioned before… I was getting pretty frustrated by my new schedule {or lack of} so I figured it couldn’t hurt to try.

And guess what… it’s working! 

Obviously, we still have a ways to go, and I’m sure once we finally get a schedule down, Nora will go ahead and change things on us again. But for the past week or so, I’ve been using a block schedule and feeling much, much more productive!

Block #1: Before Nora wakes up

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This block is one of the hardest ones for me because I’m usually REALLY tired and just want to stay sleeping. However I know that if I don’t get a few things done before she wakes up, the rest of the day won’t go as smoothly.

• Get dressed/get ready
• Make the bed
• Eat breakfast
• Check emails — respond to anything “urgent”
• Wipe down the kitchen counters/sink/etc.

This might sound like a long list for a tired new mom, but it usually only takes me about 20-30 minutes to do it all. However, if she goes to bed at 1:30am and wakes up at 6:30am like she did the other day, I definitely don’t get it all done!

Block #2: During her morning nap

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Much to my dismay, Nora still isn’t on a great sleeping schedule. However, the one pretty “constant” thing she’s done since she was only about a week old is take a good morning nap. She will usually sleep for at least 3 hours so this is MY TIME to “get stuff done”!

• Start a load of laundry and/or clean out the dishwasher
• Make sure I have what I need for dinner and defrost anything that’s frozen
• Do one household chore {vacuum, sweep, dust, bathrooms, shake rugs, more laundry
• Finish checking and responding to all emails
• Make phone calls or schedule meetings {if applicable}
• Write/edit blog posts
• Work on Virtual Assistant stuff
• Eat lunch

Of course every day is different, but this is by far my most productive time of the day.

Block #3: During her afternoon nap:

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The afternoon nap is never a “for sure” thing, so I can’t necessarily plan on getting much done in the afternoon — especially if she’s being fussy! So during this time block, I try to schedule things that don’t HAVE to get done, but that I would still like to do.

• Run errands {if she doesn’t take a nap or after she wakes up}
• Work ahead on blogging stuff
• Edit photos and work on digital photo album
• House projects and other mics. things around the house
• More emails {I also get email on my phone so I can stay on-top of my email throughout the day}

Nora is getting better at entertaining herself too, so sometimes she will be content to simply sit next to me in her swing or lay on the floor with me sitting next to her. So even if she is awake, I can sometimes get a few things done.

Block #4: When Dave gets home:

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Dave and the girls usually get home around 4:00 or 4:30 and then he takes Nora for a while and watches TV or reads the paper. This is the time I usually get dinner started and/or do any baking. Then after dinner and after we clean up the kitchen, Dave and I take turns with Nora so the other person can be productive.

• Grading and lesson planning {Dave}
• Virtual Assistant and blogging work {Andrea}
• Shower and get ready for bed {both}
• Make to-do lists, pack lunches, and get ready for tomorrow {both}

We do TRY to take some time in the evening to just relax… however, this is also the time when Nora is the most fussy {and hungry} so one of us is almost always needed to hold, rock, feed, change, entertain, etc.

Block #5: After she goes to bed:

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When we first brought Nora home, I was so frustrated when she wouldn’t go to bed at 8:00pm {All our friends have toddlers who went bed around 8:00… so we figured an infant would also go to bed early}. I knew she would wake up frequently to eat, but I seriously thought she would go to bed at a reasonable hour, which would then allow Dave and I to get a bunch of stuff done in the evening.

HAHAHAHAHAHA!!!!! {yes, you can all join me in laughter!}

Boy was I wrong! I learned very quickly that newborn babies don’t have a bed time. They sleep when they are tired and they don’t sleep when they aren’t tired… and there isn’t really anything we can do about it. So need-less-to-say, by the time we FINALLY get her sleeping at night, we go right to bed!

Sometimes she doesn’t fall asleep until 1:00 or 2:00am, and then Dave goes to bed and I stay up with her. Those are long nights! Fortunately, Dave gives me a break on the weekends and stays up with her while I go to bed early!

So even though Nora is kind of a stinker about going to bed at night, the block schedule thing has most definitely helped me to get more done and feel SO much more productive each day.

Oh, and I know I’m bias… but isn’t she just so cute when she’s sleeping

Do you have more tips for being productive with a newborn?

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