You... Are not alone.
Everyone is being asked to do more with less. In an extended effort to save time RIGHT NOW, we'll dispense with the introduction and immediately offer three ways you can effectively gain some of your precious hours back in your day. Let's do this!
Get Focused
For some people, getting a lot done means multi-tasking. But many studies have shown that multitasking can actually create cause more problems than it solves. One study actually found that only 2.5% of the general population can manage to multitask.
When you're clear about your tasks at hand, you need 100% focus. Consider employing these helpful tactics and watch your productivity soar:
- Turn your mobile phone off or set it to do not disturb
- Close the email tab on your browser
- Silence Slack or messaging channels
- Route your office phone to voicemail
Being available on multiple communication channels is part of everyone's job, but setting an allotted time in which these are muted, carves out the space for focus. But even with no distractions, the human brain often needs a nudge. People who report setting a timer for a task enjoy greater productivity.
The Pomodoro Technique is a productivity methodology that uses a timer to break down work into intervals, typically 25 minutes in length, followed by short breaks.
BONUS TIP: When setting the timer, watch the first few seconds of the countdown. (visual: 24:59...24:58...24:57) This will trigger your brain to process the project's urgency at hand as time is ticking down.
Get Automated
Stop doing repetitive work and dedicate time for quality output. Automation services are now an integral part of many software platforms and apps, but the processes are often underutilized. That largely happens because people need to stop and consider what tasks are truly wasting their time.
If you're not clear on how time is slipping out of your or your team's hands, consider using a time tracking software like Toggl. Commit to 100% time tracking for a specified period of time. Review the report either for your individual education or as a team. You may be surprised with what tasks are actually the biggest drain on your time.
Once you have this knowledge, you can set about automating things taking up too much of this precious commodity of time. Our favorite free versions of helpful technology include:
Password Vaults
Services that secure the seemingly hundreds of passwords that you need for business seem impossible, but if you are still working with a Rolodex system, not only are you wasting time, but you are jeopardizing security efforts. Password vaults allow you to launch a website with the username and password included in the launch. No more trying to remember the name of your cousin's dog or searching fields of post-its for a simple log-in. Password vaults also allow you to enter notes about the entry. Level up your vendor experience by adding account numbers or unit amounts purchased or attache design work for quick access to all your user data for a specific vendor. With one easy-to-remember password, you can quickly order items that you frequently need, like office wear. Baseline accounts with vault apps are free, but the upgraded services may support your team and your data in time and frustration. Our favorites include Keeper Safe, LastPass, and 1Password.
Google Alerts
Quit wasting time scouring the internet for news to keep you up to date in your industry. Set meaningful alerts, including phrases related to relevant competitors. Google Alerts is a great resource to fuel your social media sites with earned media and testimonials or give you great insight into what your competitors are doing in your marketplace.
Inbox Automation
Everyone is inundated with emails. But taking the time to train your inbox to deal with specific messages can be a major time saver. In the case of Google Alerts, be sure to map any incoming messages to a specific inbox entitled Google Alerts. That way, when you're ready to catch up on the news, you know where the emails are pooled, but they are not cluttering your inbox or interrupting your daily work.
Get Streamlined
Searching for a new vendor with each new project can be a waste of time. Often, in teams, certain members maintain relationships with particular vendors. Over time, the lack of sharing vendors means that individuals spend time looking for a source for a product or service to find out later that someone else on the team had a better option or shortened the time involved in making the purchase.
Whether you're on your own or you need to gather a team to contribute, find one place on your server, shared doc, a desktop file, or password vault where all vendor names, contacts, and services can be listed.
While this list is being compiled, have everyone weigh in on the quality of services received from these vendors. Setting an internal rating system will help you determine if using this vendor again is advisable. This has the potential to save time, money, and hassle in the future. Questions to ask include:
- What else does this vendor provide?
- Does this vendor offer one-point-of-contact service for a better customer experience?
- Does this vendor offer automatic replenishment services or store information for ease for repeat orders?
- Does this vendor waive shipping or other charges based on volume orders?
Develop your internal rating system based on things that matter to you, your team, and your process.
Keep in mind that managing vendors can be time-consuming. Multiple vendors mean multiple contacts and exponential emails. Consider whittling down the list of vendors where there is overlap. Taking the time to organize and streamline your vendor list when you're not in a rush to source materials or services can provide a productivity boost in the future.
THE KEY DIFFERENCE
At KEY for Business, we know that sourcing all your custom business apparel can take valuable time out of your day. That's why we are committed to providing fast, friendly, and reliable service with these key time-saving features:
- One point of contact for ordering
- Easy repeat ordering process
- No charge for embroidering set up
- Shipping charges waived with small minimum order
- Available rush services
Whether you're planning a trade show and need your team to look their best, or need branded merchandise for clients; want to offer employees quality business apparel at a discount, or need to source hi-vis or fire-resistant safety gear for workers outside of the office environment, KEY for Business has it all.
Save valuable time with KEY for Business.
