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#Leadership : 3 Ways Walking Away From Your Desk Makes You Smarter…When the Body Moves the Brain Functions Better.

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Exercise can improve concentration, learning, creativity and memory. Basically, moving more makes you smarter, mentally faster and more creative. And all of that helps you to grow your business.

Man at Computer with Boss

When you’re running a business, you need to think clearly, learn fast and find creative solutions to pressing problems. While you’re probably pretty good at these things, it’s likely you could be better. You can improve just about every mental power in your entrepreneurial arsenal by doing one thing – moving more.

Most people believe that sitting at a desk for hours on end gets loads of work done. We certainly live in a culture that valorizes putting in long days at the office. Which often means, putting in long days in our chairs. Unfortunately, we’re learning that our productivity declines as our sitting increases. Those long hours at the desk have diminishing returns. The brain functions better when the body moves.

Here are three huge mental benefits to moving more.

1. Think clearer.

A recent study showed that by working at standing desks, students could improve test scores by 20 percent. Think about how that could translate to your daily performance.

The more you can move around during the day, the more focused, alert and mentally capable you become. Why? Because you’re increasing blood flow – nutrients and oxygen — to the brain. No wonder those test scores went up.

Another study revealed that children who did aerobic exercise for 20 minutes before writing math tests improved their scores. It also showed that children, who regularly exercised, had larger regions of their brains related to attention, controlling their thoughts and restraining impulses. These mental strengths help us maintain focus, and follow through on our intentions. These results were confirmed in young adults too, so it’s not just children, who benefit from exercise before mental tasks.

Take a walk or climb some stairs before you meet with a new client or make an important presentation. You will be more focused, attentive and mentally clear.

Related: 7 Reasons the CEO Should Get Outside to Exercise

 

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2. Learn faster.

Another study of children in the UK found that 15 minutes of exercise improved learning in math by about a quarter of a grade and that the increments in performance continued right up to 60 minutes – meaning that 60 minutes of activity made it possible to boost learning and academic performance by a full grade.

And a recent study, focused on adults, showed that as little as 20 minutes of yoga can improve brain function.

According to Neha Gothe, it appears that following yoga practice, the participants were better able to focus their mental resources, process information quickly, more accurately and also learn, hold and update pieces of information more effectively.

Our brains are more receptive to learning; learn more quickly; and maintain our learning over time when we move our bodies more.

Related: Exercise Is One Thing Most Successful People Do Everyday

3. Be more creative.

Bob Marley did some very interesting things to supercharge his creativity and performance. Before concerts, Marley and his band would play soccer in the stadium, where they were going to perform. And before recording sessions, they would go down to the beach for soccer and a swim before heading into the studio. They found that if they played outside before playing music, they were better.

Exercise boosts creativity because it reduces stress, fear and anxiety, all of which interfere with our ability to imagine new possibilities. It’s hard to tackle an emerging problem, rethink a presentation or invent a new solution when distracted by stress or anxiety. Moving more opens your mind to creative possibilities and allows you to see things in a new way. Walking appears to be particularly effective at boosting creativity.

Exercise can improve concentration, learning, creativity and memory. Basically, moving more makes you smarter, mentally faster and more creative. And all of that helps you to grow your business.

Entrepreneur.com |  September 28, 2016 | Greg Wells

#Strategy : How To Cut Your Email Time In Half…Would you Like a Simple Way to Dramatically Cut the Time you Spend on Emails?

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According to a survey conducted by the McKinsey Global Institute, office workers spend 2.6 hours per day reading and answering emails. This equates to 33% of a 40-hour workweek.

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What’s worse is that smartphones, laptops, and other mobile devices have many checking their email constantly: while commuting (yes, I see you checking your phone while driving), waiting at the doctor’s office, at mealtimes, and every other situation imaginable.

But is there a better way to manage your email? Over the years, I’ve found out that the key to mastering email (instead of letting email master you) is to have a system.

Ergo, seven steps to master your email:

1. Unsubscribe from email newsletters.

Do you really need to subscribe to all those fashion websites? Those flash deals-of-the-day offers? Those viral clickbait “news” headlines? Don’t give permission to all those companies to intrude on your day, to interrupt your flow, and to tempt you with their offers. They’re trying hard to get into your head, but they can’t if they’re not in your inbox to begin with.

Just go into your email and search for “unsubscribe” and then unsubscribe from all the email newsletters that you find. There’s also a great website called Unroll.Me that will let you easily unsubscribe from the newsletters you want to trash. It will then consolidate the newsletters you want to keep into one big daily email.

 

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2. Turn off all email notifications.

Email is not intended to be an urgent form of communication. Nowadays, when most of us are getting 50 to 500 emails a day, getting email notifications is a sin. Notifications interrupt your concentration, your work sprints, and your ability to be present during meetings and conversations.

Whatever notifications you’re using, whether an audible ding, a phone vibration, or a little window that pops up with every new email–turn it off.

3. Think twice before you forward, cc or bcc.

As reported in an August 9, 2013, article in the Wall Street Journal, London-based International Power reduced total email traffic by 54% just by encouraging their top executives to “think twice” before they forwarded an email or added anyone to the cc: line. Too often we forward or cc someone in the spirit of keeping them “in the loop,” but in reality we are contributing to the information overload problem.

Remember, every email you send and every cc you include means you are likely going to get a reply back into your own email box. If you send less email, you’ll also receive less email.

4. Use the subject line to indicate the action required.

An ideal subject line doesn’t just indicate the subject of the email, but also the type of action it requires. This helps email recipients to process your email in less time. And they’ll learn to reciprocate. The idea is to preface your subject line message with some meta-information. I like to use all caps to make this part of the subject stand out from the message. Here are some examples:

“FYI: [fusion_builder_container hundred_percent=”yes” overflow=”visible”][fusion_builder_row][fusion_builder_column type=”1_1″ background_position=”left top” background_color=”” border_size=”” border_color=”” border_style=”solid” spacing=”yes” background_image=”” background_repeat=”no-repeat” padding=”” margin_top=”0px” margin_bottom=”0px” class=”” id=”” animation_type=”” animation_speed=”0.3″ animation_direction=”left” hide_on_mobile=”no” center_content=”no” min_height=”none”][subject]”—Use the FYI designation when you are just passing info along as a courtesy.

“ACTION REQUIRED by [DATE]: [subject]” or “TO DO by [DATE]”—Use ACTION REQUIRED when your recipients should take an action, but they don’t report to you; use TO DO when you are giving a directive to someone who reports to you.

“NRN: [subject]”—NRN stands for “no response needed” and can be used to eliminate the polite response emails that people often send like “Thanks” or “Looks interesting” or “I’ll take a look at this next week,” etc.

“[subject]–EOM”—My personal favorite, EOM stands for “end of message” and lets you put super short messages right in the subject line. EOM tells the recipient, don’t bother opening this one because all the content is in the subject line.

5. Keep emails short—really short.

Realize that being brief isn’t rude; it’s a sign of respect for the other person’s time (in addition to your own).

There is even a movement that suggests we consider email messages to be similar to text messages. The website five.sentenc.es suggests you limit all your emails to five sentences or fewer and then add a footer message that directs people to the website for an explanation.

6. Use the 321-Zero system.

I’m a firm believer that you should only process email three times a day.

Schedule three times to process your email (morning, noon, night), set the timer on your phone for 21 minutes, and try to get to inbox zero in that time. Make a game out of it—21 minutes is typically not enough time to get to zero, and that’s intentional. But this goal will keep you focused, ensure that your responses are short, and keep you from clicking links out onto the wonderful world of internet distractions.

7. Immediately apply the 4 D’s.

Every time you open an email, you should be ready to Delete it (archive), Delegate it (forward), Defer it (move to your calendar), or Do it.

• Delete: When you think “delete,” in most cases you should really just archive. These days, with virtually unlimited storage space, it’s easy to just hit the Archive button on most things, knowing that you can use the search function to get it back again in the future.

• Delegate: If someone else should be handling this, forward it immediately.

• Defer: If you defer an email, in most cases that means immediately adding an entry to your calendar—“moving” the email to a calendar entry.

• Do: If you can handle this in five minutes or less, do it right away.

After each of first three actions, either archive the email or delete it.

In addition to the 4 D’s, consider F for File it. In my opinion, this is just another form of archiving, but it can be helpful especially if you’re nervous that you might not be able to find something again. Just create folders for all your projects, clients, or even something like “Respond to Someday,” and then drag emails related to those topics into the folders to keep your inbox nice and clean.

There they are—seven simple steps to master your email. Try using these to keep your email under control, and you’ll suddenly discover hours per week that you didn’t know you had.

–

Kevin Kruse is the author of 15 Secrets Successful People Know About Time Management and “The Millionaire Day Planner: A Free 1-Page Planning Tool.”

 

Forbes.com | June 27, 2016 | Kevin Kruse 

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#Leadership : 6 Productive Ways to Spend Your Idle Time…Regardless of your Workload, You are Sure to Have a Few Gaps Here & There. Choose to Spend your Time Wisely & Make Every Second Count.

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Only the most productive among us see time as it really is: one of our most valuable assets. Perhaps you’re one of the ones who recognize that time has a “limited offer” attached to it; after all, there are only 24 hours in a day. Therefore, you strive to make every single second count.

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While downtime is vital for the preservation of our health, you cannot dismiss the fact that there are meaningful activities you can be involved in, even when resting. This takes multitasking to a whole new dimension.

Here are six things you can do in your idle time:

1. Record your goals.
To be successful at anything, you must first set clear goals of what you want to achieve. People who write down their goals are far more likely to achieve them than those who simply think about a goal, or those who have no goal at all.

This will also save you a lot of time in the future. If you use your spare time to clearly record your daily and long-term goals, it will eliminate other distractions and give you an objective to focus on. Hence, time that would otherwise be spent on mindless diversions will be converted into productive time.

As you complete your goals, cross them off your list to give you a greater feeling of accomplishment.

 

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2. Listen to audio books.
Acquiring new knowledge never loses its value, and we should never really stop learning until we die. The increase in technology has made it convenient to acquire information and with a wide variety of audio books that can be borrowed from the library at no cost or downloaded with the click of a button, you can listen and learn while traveling, exercising, or even relaxing on the beach. It is a simple as having someone read a book for you, at your convenience.

 

3. Learn another language.
As with audio books, technology has made it quite simple to learn a new language. Gone are the days when it was necessary to sit in a classroom. With CDs, downloads, and podcasts you can begin your journey to becoming bilingual (or multilingual). As an added bonus, knowledge of other languages will make you more marketable.

 

4. Check up on your loved ones.
Because productive people are often very busy, they may find it difficult to find the time to spend with friends and family. As a matter of fact, it is easy for productive people to become so caught up in the goal of getting ahead that they can forget about their loved loves in the process. Although it may not be possible for you to spend all the time you want with your loved ones, using your idle time to touch base with them over the phone, or even in a handwritten note or card, will help bridge the gap.

 

5. Get moving.
No matter how busy you are, you need to exercise if you want to live long enough to enjoy the fruits of your labor. Do some squats or lift hand weights while talking on the phone, or use your lunch break to walk around the neighborhood.

 

6. Give Back
Part of happiness comes from serving others, so instead of watching TV, help someone learn to read, serve dinner in a soup kitchen, or help an elderly person with their errands. These activities are not overly demanding of your time and provide a wealth of rewards.

Regardless of your workload, you are sure to have a few gaps here and there. Choose to spend your time wisely and make every second count.

Entrepreneur.com  | May 31, 2016
JACQUELINE WHITMORE
CONTRIBUTOR
Author, Business Etiquette Expert and Founder of The Protocol School of Palm Beach

#Leadership : How Being Busy Makes You Unproductive…”Beware the Barrenness of a Busy Life.” –Socrates

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Being busy has somehow become a badge of honor. The prevailing notion is that if you aren’t super busy, you aren’t important or hard working. The truth is, busyness makes you less productive.

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When we think of a super busy person, we think of a ringing phone, a flood of emails, and a schedule that’s bursting at the seams with major projects and side-projects hitting simultaneously. Such a situation inevitably leads to multi-tasking and interruptions, which are both deadly to productivity.

“Beware the barrenness of a busy life.” –Socrates

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David Meyer from the University of Michigan published a study recently that showed that switching what you’re doing mid-task increases the time it takes you to finish both tasks by 25%.

“Multitasking is going to slow you down, increasing the chances of mistakes,” Meyer said. “Disruptions and interruptions are a bad deal from the standpoint of our ability to process information.”

Microsoft decided to study this phenomenon in their workers and found that it took people an average of 15 minutes to return to their important projects (such as writing reports or computer code) every time they were interrupted by emails, phone calls or other messages. They didn’t spend the 15 minutes on the interrupting messages, either; the interruptions led them to stray to other activities, such as surfing the Web for pleasure.

“I was surprised by how easily people were distracted and how long it took them to get back to the task,” said Eric Horvitz, the Microsoft research scientist behind the study. “If it’s this bad at Microsoft, it has to be bad at other companies, too.”

Beyond interruptions, busyness reduces productivity because there’s a bottleneck in the brain that prevents us from concentrating on two things at once. When you try to do two things at once, your brain lacks the capacity to perform both tasks successfully. In a breakthrough study, René Marois and his colleagues at Vanderbuilt University used MRIs to successfully pinpoint a physical source for this bottleneck.

“We are under the impression that we have this brain that can do more than it can,” Marois explained.

We’re so enamored with multitasking that we think we’re getting more done, even though our brains aren’t physically capable of this. Regardless of what we might think, we are most productive when we manage our schedules enough to ensure that we can focus effectively on the task at hand.

We are naturally drawn to being busy despite the fact that this hinders our productivity. As it turns out, you really do have to slow down to do your best. When you don’t, the consequences can be severe.

If you read my recent article on mindfulness, you’ll recall that practicing mindfulness increases your ability to focus and concentrate because it increases brain density in the anterior cingulate cortex (ACC). As it turns out, multitasking has the opposite effect on this critical brain area. Researchers from the University of Sussex compared the amount of time people spend on multiple devices (such as texting while watching TV) to MRI scans of their brains. They found that high multitaskers had less brain density in the ACC. It’s as if being busy all the time (via multitasking) trains your brain to be mindless and unproductive.

I doubt these findings completely surprise you as we’ve all felt the distracting pull of competing tasks when we’re busy. So why do we keep doing it?

Researchers from the University of Chicago have the answer. They found that the belief that busyness is a sign of success and hard work is so prevalent that we actually fear inactivity. A recent study there coined the term idleness aversion to describe how people are drawn to being busy regardless of how busyness harms their productivity.

The researchers also found that we use busyness to hide from our laziness and fear of failure. We burn valuable time doing things that aren’t necessary or important because this busyness makes us feel productive. For instance, responding to non-urgent emails when you know you have a big project that you need to finish. It’s tough, but you need to recognize when you’re using trivial activities to shield yourself from sloth or fear.

Bringing It All Together

We are naturally drawn to being busy despite the fact that this hinders our productivity. As it turns out, you really do have to slow down to do your best. When you don’t, the consequences can be severe.

How do you keep from getting too busy? Please share your thoughts in the comments section below as I learn just as much from you as you do from me.

Travis co-wrote the bestselling book Emotional Intelligence 2.0 and co-founded TalentSmart.

 

Forbes.com | March 29, 2016 | Travis Bradberry 

 

Your #Career : Here’s Why #Facebook is Bad for You & Your Career…You might Think you’ve Earned a Few Minutes on Facebook after Completing a Task or Getting Through a Meeting, but Taking Frequent Social Media Breaks Can Derail your Productivity.

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It probably happens before you even realize it. One minute you’re in the middle of a work project and the next, you’re mindlessly scrolling through your Facebook timeline, Twitter news feed, or even your LinkedIn connections to see if there’s a colleague you haven’t yet connected with. In some cases, you don’t even remember opening a new tab and navigating to the social media site, and there’s not even a new notification waiting for you because this is the second time in an hour you’ve done this. Not only should this habit be slightly concerning on a personal level, but it also has the potential to be a huge detriment to your professional goals. You might think you’ve earned a few minutes on Facebook after completing a task or getting through a meeting, but taking frequent social media breaks can derail your productivity.

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We’ve written before about the dangers of using social media too much, especially Facebook. Social media can distort your perceptions of your friends, affect your mood in ways you don’t even realize, and is even linked to an uptick in depressive tendencies. An article from Psych Central summarizes a number of studies that have expounded on this idea. Using social media too much can often have a negative effect on a person’s self-esteem, especially since people tend to only post the best aspects of their lives on social media. The excessive use of Facebook and other social media sites is also linked to an increase in anxiety and trouble sleeping. In other words, you tend to get uptight and on edge after staring at your news feed for too long, so it’s no wonder that it’s a bad idea to spend your work breaks on the sites.

 

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Social media’s ‘distracted norm’

Avoiding social media during the workday has made several lists about how to be more productive in the workplace, and it’s not just because they occasionally have negative effects. For some people, checking Facebook regularly won’t lead to negative feelings. But even if you’re immune to social media, checking social media throughout the day is still bound to be a professional pitfall.

There’s a new ‘distracted norm’ in almost every sphere of life now, including the workplace, writes Forbes contributor Frances Booth. The author has written extensively about digital distractions, particularly in the workplace, and has found that phones buzzing in pockets, the easy accessibility of email, and even the habit of surfing the Internet lead to decreased productivity at work, even if you’re doing your best to ignore those digital distractions while on the clock. In one article, Booth asks how long it typically takes for you to switch from a focused work task to a distraction — with email or Facebook the common culprits. Is it an hour? Thirty minutes? Or is it (more likely) quick bursts of 10 minutes or less?

The larger issue here, Booth argues, is that easy work tasks get accomplished within a few minutes. You can easily reply to one quick email, post on social media for work purposes, or something else that’s relatively simple. But more complex work issues either get pushed to the side, or take way longer than they should. “If a task is too difficult or too boring, instead of working through this and sticking with it, the easy answer is to turn to a distraction,” she writes.
Number of Active Social Media Users by Network | FindTheCompany//

The fear, in terms of work productivity, is that innovation and creativity requires deep thinking. This means you can’t be turning to a distraction every five minutes. You need to sit with a problem, think about it for yourself before turning to Google to answer it for you, and be willing to work through an issue for multiple hours at a time. A Facebook dependency won’t help you accomplish that. “Giving in to distraction produces half-formed thoughts, unoriginal thinking, and the same old arguments again and again,” Booth argues.

Facebook has more than 1.4 billion users worldwide, so it’s easy to make that site the bad guy in all of this. But it’s not the only platform that leads to distraction, and it makes up just a part of what behavior science expert James Clear refers to as “digital procrastination.” Clear, in an interview with Entrepreneur, says that digital procrastination is a productivity killer, but it also can negatively affect other decision-making long after the work day is finished.

Fighting social media = less willpower

The reason is because you likely know you shouldn’t be checking Facebook every half hour during the day, so you try to resist the pull of social media while at work. But you’re using up a lot of your willpower to do that, which means you’re vulnerable later in the day to try to resist other bad habits you’re trying to break, like smoking or eating that second piece of cake. “Willpower is like a muscle,” Clear explains. “Every time you use a little bit of it — to resist going to Facebook or BuzzFeed or whatever it is — you’re flexing that muscle. By the end of the day…your willpower fades.”

Entrepreneur suggests trying an app like Freedom, which blocks social media sites and other select websites during the work day (or whatever timeframe you set up for yourself) so that you have no choice but to stay on task. Freedom charges a fee to use its services, but others like Cold Turkey have free options. “It takes the decision making out of your hands,” Clear said.

While we’re on the topic of work breaks, though, keep in mind that research does show that more frequent breaks for smaller amounts of time does help productivity throughout your work day. One study found that productive people often work for 52 consecutive minutes, and then take a break for about 17. Those might be arbitrary numbers, but give it a try to see if a similar breakdown works for you. Just opt for a quick walk or a chat with a coworker instead of logging into Facebook to see whose birthday it is.

 

CheatSheet.com | March 3, 2016 | 

Your #Career : Work From Home? 4 Key Ways to Maximize Productivity…To Help you Tackle the Specific Work Issues you’re Likely to Face, we Tapped 3 Work-from-Home Experts for their Tips on How to Maximize 4 Key Areas of Home-Based Office Life so You can Boost Productivity & Success.

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No morning commute. No open floor plan that makes it challenging to focus on your work. No boss looking over your shoulder or co-worker who insists on showing you photos of his cat every morning. The sweet freedom of working from home can seem like a dream come true for some—and the number of people doing so is growing.

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For example, Global Workplace Analytics found that the work-at-home population increased by 103% between 2005 and 2014, with a 6.5% rise in 2014—the largest spike since before the recession. U.S. Census data also show that working from home is more popular than ever. In 2010, 13.4 million people worked at least one day at home per week, an increase of more than 4 million people in the last decade.

Although statistics indicate that the trend is picking up steam, that doesn’t mean it’s easy to work from home successfully. Whether you’re telecommuting to a full-time job or running a home-based business, there are distinct challenges that come from merging your work and home lives.

To help you tackle the specific work issues you’re likely to face, we tapped three work-from-home experts for their tips on how to maximize four key areas of home-based office life so you can boost productivity and success.

Work-From-Home Tip #1: Turbocharge Your Space

Whether you’re working at the corner table next to the couch or have an entire spare room to devote to your home business, it’s important to create a space that helps get you into work mode and keeps your attention there.

• A little separation is a good thing: If you can, carve out a designated space in your home as an office where you can keep your work organized. “A separate workspace makes it easier to set boundaries between your home and office [fusion_builder_container hundred_percent=”yes” overflow=”visible”][fusion_builder_row][fusion_builder_column type=”1_1″ background_position=”left top” background_color=”” border_size=”” border_color=”” border_style=”solid” spacing=”yes” background_image=”” background_repeat=”no-repeat” padding=”” margin_top=”0px” margin_bottom=”0px” class=”” id=”” animation_type=”” animation_speed=”0.3″ animation_direction=”left” hide_on_mobile=”no” center_content=”no” min_height=”none”][lives],” says Lisa Kanarek, author of “Organize Your Home Office for Success: Expert Strategies That Can Work for You” and founder of WorkingNaked.com, a site that helps people create productive home offices. “When you have a separate space, you can store files, supplies and other business essentials in one area.”

If, however, your home office needs to be wherever you can find a spot to open your laptop, there are other things you can do. Elaine Quinn, a certified professional organizer, consultant for solo business owners and author of “There’s No Place Like Working from Home: Get Organized, Stay Motivated, Get Things Done!,” recommends using your dining table as a desk, especially if you have stacks of paperwork to sift through. If you’re working while your family is around, put on noise-canceling headphones to not only block out distracting sounds but serve as a visual cue to others that you’re on the clock.

• Get your (organizational) act together: Having an orderly desk helps you stay focused, boosting productivity so you don’t lose precious time looking for that critical contract—or whatever it may be—under a messy pile of papers. “Visual distraction is just begging for you not to be able to concentrate,” says Quinn. To minimize clutter, think of your desk as the center of a bull’s-eye. “All of the things you need on an everyday basis should be within arm’s reach,” she says. If you don’t need an item that often, it shouldn’t be on your desk. The next circle out should be items you don’t need more than once a week and can be stored off your desk, like in a nearby filing cabinet. The final, outer ring are items you need or want to hang onto but aren’t using anytime soon, such as old client files and contracts. These should be stored away in a closet or basement, if you have one.

If your office is the kitchen table one day and the back porch another, consider putting your work projects in separate boxes so you can grab the one you need at that time, and then put it away when you’re done.

• And remember, there may be tax benefits to creating a home office:Whether you rent or own your home, if you use part of the square footage regularly and exclusively for business, you may be able to do a home office deduction on your taxes, according to the IRS. The federal government now offers a fairly new (as of the 2014 tax season) simplified way to calculate this, with a standard deduction of $5 per square foot of the home used for business, with a maximum of 300 square feet. Talk with your accountant about the best way to include your home office expenses in your taxes.

RELATED: 6 Killer Morning Moves That Can Really Turbocharge Your Workday

 

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Work-From-Home Tip #2: Stay Connected

When it comes to professional communication, Kanarek says that keeping your work and private lives separate is key. If you telecommute, it may be easier to set these boundaries with a work email that’s tied to your main office. If you have a home-based business, it can be trickier.

• Customize your communication: Instead of handing out your primary personal email for work-related matters, Quinn strongly urges her clients who are small business owners to create a second custom work email address, such as jane@yourcompany.com, for a more professional touch.

“Also, set up a third account that you give out when signing up for newsletters and updates,” Kanarek says. That way, you can stay in the loop without clogging up your business email account.

To better manage your inbox, there are tools that let you schedule emails so they’re sent during business hours, rather than when you’re burning the midnight oil. “If I don’t want to appear too eager to respond to something but don’t want to forget, I use Boomerang for Gmail,” says Quinn. “Or if I have an email that I don’t have to take action on right now, Boomerang can make that email reappear at the top of my list at a future date.”

You can also use apps to schedule texts to go out when you want, rather than pinging someone when you’re working on the weekend. Quinn uses SMS Scheduler, a delayed-text scheduler app on Android.

• Streamline your phone system: Many small business owners have ditched their landlines and exclusively use a mobile phone for business, says Kanarek. But if you use your primary number for work, it can be hard to gauge whether that incoming call is personal or business when you’re on—or off—the clock. To counter that, “some have one cellphone for business and the other for personal use,” Kanarek says. But Julie Morgenstern, time management expert and author of “Time Management From the Inside Out: The Foolproof System for Taking Control of Your Schedule—and Your Life,” prefers a dedicated business landline. “The sound quality can be better than on cellphones,” she says. Or you can use the phone line that often comes bundled with your cable TV subscription service as your business number.

If you’re using your own home phone or cellphone for business and don’t necessarily want your personal number out there, try using Google Voice, which lets you choose a brand new number from Google. “You can keep cycling through to find a number you like,” says Quinn. “Or you can type in words and see if they have the numbers to correlate.” If you’re more concerned with missing a call, you can use your existing mobile number with Google Voice and set it up so that one number rings to all of your phones. The service also provides online voicemail with rough transcriptions, sent to you by email or text, so you can quickly get the gist of voicemails on the go.

RELATED: 5 Productivity Apps That’ll Kick Your Workday Into High Gear

 

Work-From-Home Tip #3: Create a Schedule That Fits Your Life

If you’re telecommuting, your hours may be set by your boss. But if your office is flexible or you run a business out of your home, one of the perks is setting your own hours. While there’s freedom in that flexibility, it’s also easy for work-life balance to get really out of whack. Make sure you create a regular schedule, says Morgenstern. “It’s a hot mess when people work whenever they feel like. People love structure. It’s a forcing mechanism that energizes you and also helps you shut off when it’s time.”

• Block out your days with a hard stop: Morgenstern recommends thinking of your day in three blocks of time—morning, afternoon and evening—and factor in how much energy you have in each time period. “If you’re more productive in the morning, then get up and do your work then,” she says. You should also factor in what time you typically need to interact with co-workers and clients, as well as your family’s schedule.

“You may want to be done for the day when your kids come home from school, for example,” Morgenstern says. That way, your kids’ arrival signals quitting time instead of being a distraction keeping you from working another few hours.

• Be realistic about your time: Anyone can write a to-do list, but completing every action is another feat entirely, especially if you’re overly optimistic about what you can reasonably accomplish in a day. Instead of creating a never-ending task list, Morgenstern advises asking yourself three questions: What do I need to do? How long will that take? When will I do it? Keeping in mind your deadlines for each, prioritize and block out your schedule to tackle these responsibilities during a time window when you can maximize your attention toward them.

Not sure how to prioritize tasks? “Think of your work week as a time budget,” Morgenstern says. For example, “if you’re doing writing, editing, administration and pitching, those are the four categories of your time budget. Then, create a regular routine of when you do each. A little bit of boundaries [between task categories] helps.”

• Don’t forget to schedule breaks: In general, whatever schedule you choose, aim to work no more than 90 minutes at a time before taking a quick break. The combination will keep you productive and give you time to clear your head. “After that time, most people lose focus anyway,” Quinn says. “You’ll work better in 90-minute chunks.” Others, including Quinn, find that working in even smaller chunks—up to 45 minutes, followed by a 15-minute break—is more efficient.

 

Work-From-Home Tip #4: Know That You Don’t Have to DoEverything

It can be overwhelming when you are your own tech support, accountant and executive assistant while working from home. And the truth is, “anyone who is working from home can’t do everything themselves,” Quinn says. So how do you make sure you keep your business running?

• Get your go-to people in place: Luckily, this is easier than ever since there are plenty of businesses geared toward home-based workers that offer tech support, such as Support.com, and billing services, such as FreshBooks, at reasonable prices. “It’s always a good idea to get referrals from others,” Kanarek says. “I use Quicken and I have a Mac tech person who always knows how to solve any tech issues I may have.” Some tech support consultants can even virtually jump into your computer and see if they can fix something easily.

• Go virtual: Quinn recommends using a virtual assistant from theInternational Virtual Assistants Association (IVAA), which connects you with professional independent contractors who can offer administrative, technical and creative support. A virtual assistant can help with various tasks, such as bookkeeping and following up on outstanding invoices, creating a monthly newsletter or doing research for a work project. But if you have simple, straightforward tasks like booking appointments, transcribing notes or faxing documents, Quinn suggests finding a more affordable virtual assistant through services like Upwork or Fiverr. Whichever route you choose, having a virtual assistant saves you from getting bogged down in mundane tasks, allowing you to spend more time focusing on building your home-based business and reaping the rewards.

 

Forbes.com | February 2, 2016 | LearnVest

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#Leadership : 12 Successful People Share their Best Productivity Hacks…Here, 12 Successful People Share How to Do just That, Compliments of their Productivity Hacks. Get Ready to Get Focused

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If you find yourself getting easily overwhelmed by emails, struggling to keep your eyes open at your desk, or constantly getting distracted by coworkers, chances are, your productivity level isn’t what it could be.

Free- Focus on Work

The secret to working more efficiently isn’t about working more or less, but smarter.

Here, 12 successful people share how to do just that, compliments of their productivity hacks. Get ready to get focused:

1. Visualize

“I always envision myself crushing it at my job, working with pristine integrity and keeping a gold standard. I have always envisioned myself being the go-to girl, the leader in my space, the golden girl in the Wellness space. Make an effort to pinpoint your success, and focus on YOU leading the pack. Clear the noise, don’t worry about what everyone else is doing. Focus on yourself, your work and keep the focus on doing your very best, nothing less.” — Candice Kumai, bestselling author of “Clean Green Eats” & “Clean Green Drinks“

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2. Simplify

“Break down an annual goal into daily activities. Then focus 100% of your energy on completing those activities.” — Kevin Conroy Smith, Levo 100 honoree and founder of the Number Project

3. Unplug

“I can’t begin to stress how important it was to limit digital distractions during my workday. The best thing I’ve ever done to improve my productivity was to check my inbox only three times a day. This allows me to really concentrate on whatever task I have at hand. Before I started doing this, I would constantly get interrupted and it would take me a while to get back to really focusing on what I was working on, which was a killer for my productivity. Sometimes I’ll catch myself cheating by checking my iPhone inbox, but putting it on silent helps stop the temptation!” — Jude Al-Khalil, founder and CEO of BIKYNI

4. Catch those ZZZs

“My #1 productivity hack is getting seven hours of sleep each night. I turn off the TV and put away all my devices so I can clear my brain and sleep well! To have an energy-full day, I prioritize getting a good night’s sleep so I wake up rested and ready to go face the day’s challenges. I also really appreciate the Johnson & Johnson Human Performance Institute’s principles that lead to being your personal best at work and at home: be physically energized, emotionally connected, mentally focused, and spiritually aware to achieve your mission.”  — Janis Smith-Gomez, vice president, marketing for Ethicon, Inc.

5. Distance yourself

“Close the office door. I have an open door policy all the time. My office is open to every one of the 110 people who work for me. In fact, it’s unusual not to find at least one of my employees paying me a visit. However, when the rubber meets the road, and I have to concentrate and get something done quickly, my office door gets closed. It has become a sign to everyone that when it’s closed, I am full steam on a project so I generally don’t get interrupted. It’s amazing what you can accomplish in an uninterrupted hour — or even a half hour.” — Linda Lightman, CEO and founder of Linda’s Stuff

6. Plan, organize, do

“I have a three-step mantra when it comes to being productive:

Plan it. I plan each day the night before and add them as actual tasks in my calendar. This gives you the creative space to do the work you need to do in the time required and ensures that you are realistic about what can be achieved. I prioritize the most important tasks and always allow time for inspiration and play — being creative means you need time to be inspired, read an article, blog or just be on the pulse of what’s happening.

Organize it. I try to keep to Inbox Zero. I rule the mail, it does not rule me. I check it only three times — morning, afternoon, and at the end of the day. Being ruthless with emails means spending more time on the next step and less on organizing and sifting through endless emails. Honestly, if it’s really important, experience has taught me they either come and get you or pick up the phone.

Do it. I get focused. I’m not distracted, I don’t check my email, and I get in the zone to complete the tasks for the day. I often have post-it notes with each task on my desk and physically tick them off once a task is done. There is great satisfaction in actually completing something. Visually seeing these is also a great way to remain focused.” — Resh Sidhu, creative director of Framestore’s VR Studio

 

7. Check-in times

“Email is both a blessing and a curse — a curse in that it often becomes a seemingly endless task. Each day, I set a time to check my email and address as much as I can. But I always set an end time, and stick to it. Of course, email is a blessing in that it keeps me on track. And I sort my inbox by subject, to be as efficient as possible (though I try to keep this trick a secret!).” — Julie Lee, managing director, Maxus Chicago

8. Calendars and story time

“There are two actually… the one at work: my to-dos go right into my Outlook calendar, where I can’t hide from them or transfer them to another piece of paper; the reminders keep me honest and mindful, and the lack of scribbled, unreadable lists cluttering my desk is a nice plus one. The one at home: reading to my kids; it’s the blissful 30 to 45 minutes of my day that’s never shattered or shared with anyone else, and puts me in a right zen mood.” — Christine Stack, partner at Liberty Blue

9. Google Hangouts

“While this may seem counter-intuitive as a productivity hack, I’m in a creative business so talking through ideas needs the nuance of conversation and ideally seeing each other’s face. Hangouts helps our teams get together and have meaningful discussions rather than spinning in the nuance of how we phrased something in an email.” — Jane Delworth, managing director at mono

10. and 11. Meditation

“Headspace — 20 minutes meditation a day every day makes all the difference to my productivity.” — Charlotte Smith, partner at Liberty Blue

“Even if it’s just 10 to 15 minutes a day. It centers me, keeps me focused on what matters right now, and helps me to stay calm under stress — which ultimately makes me more productive. Walking meditation is my favorite type of meditation.” — Justine Bloome, EVP, strategy and innovation at Carat USA

12. Podcasts

“My favorite podcast is Ted Radio Hour. I love the diversity of interviews and content matter, which always expands my thinking in new and surprising ways.” — Olivia Fay, CEO and creative director of Rallier

Businessinsider.com | February 4, 2016 |  Kristen Lauletti, Levo League

#Leadership : 15 Surprising Things Productive People Do Differently…Interview of over 200 Ultra-Productive People & Simply asked an Open-Question: “What is your Number One Secret to Productivity?”

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I recently interviewed over 200 ultra-productive people including 7 billionaires, 13 Olympians, 20 straight-A students and over 200 successful entrepreneurs. I asked a simple, open-ended question, “What is your number one secret to productivity?” After analyzing all of their responses, I coded their answers into 15 unique ideas.

Free- Door to Building

SECRET #1: They focus on minutes, not hours.

Average performers default to hours and half-hour blocks on their calendar. Highly successful people know there are 1,440 minutes in every day and there is nothing more valuable than time. Money can be lost and made again, but time spent can never be reclaimed. As legendary Olympic gymnast Shannon Miller told me, “To this day, I keep a schedule that is almost minute by minute.” You must master your minutes to master your life.

SECRET #2: They focus only on one thing.

Ultra productive people know their Most Important Task (MIT) and work on it for one to two hours each morning, without interruptions. Tom Ziglar, CEO ofZiglar Inc., shared, “Invest the first part of your day working on your number one priority that will help build your business.” What task will have the biggest impact on reaching your goal? What accomplishment will get you promoted at work?

SECRET #3: They don’t use to-do lists.

Throw away your to-do list; instead schedule everything on your calendar. It turns out only 41% of items on to-do lists are ever actually done. And all those undone items lead to stress and insomnia because of the Zeigarnik effect. Highly productive people put everything on their calendar and then work and live from that calendar. “Use a calendar and schedule your entire day into 15-minute blocks. It sounds like a pain, but this will set you up in the 95th percentile…”, advises the co-founder of The Art of Charm, Jordan Harbinger.

 

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SECRET #4: They beat procrastination with time travel.

Your future self can’t be trusted. That’s because we are “time inconsistent”. We buy veggies today because we think we’ll eat healthy salads all week; then we throw out green rotting mush in the future. I bought P90x because I think I’m going to start exercising vigorously and yet the box sits unopened one year later. What can you do now to make sure your future self does the right thing? Anticipate how you will self-sabotage in the future, and come up with a solution to defeat your future self.

SECRET #5: They make it home for dinner.

I first learned this from Intel’s Andy Grove, “There is always more to be done, more that should be done, always more than can be done.” Highly successful people know what they value in life. Yes, work, but also what else they value. There is no right answer, but for many, values include: family time, exercise, giving back. They consciously allocate their 1440 minutes a day to each area they value (i.e., they put it on their calendar) and then they stick to the schedule.

SECRET #6: They use a notebook.

Richard Branson has said on more than one occasion that he wouldn’t have been able to build Virgin without a simple notebook, which he takes with him wherever he goes. In one interview, Greek shipping magnate Aristotle Onassis said, “Always carry a notebook. Write everything down…That is a million dollar lesson they don’t teach you in business school!” Ultra-productive people free their mind by writing everything down.

SECRET #7: They process email only a few times a day.

Ultra-productive people don’t “check” email throughout the day. They don’t respond to each vibration or ding to see who has intruded their inbox. Instead, like everything else, they schedule time to process their email quickly and efficiently. For some that’s only once a day, for me, it’s morning, noon and night.

SECRET #8: They avoid meetings at all costs.

When I asked Mark Cuban to give me his best productivity advice, he quickly responded, “Never take meetings unless someone is writing a check.” Meetings are notorious time killers. They start late, have the wrong people in them, meander in their topics and run long. You should get out of meetings whenever you can, hold fewer of them yourself, and if you do run a meeting, keep it short.

SECRET #9: They say “no” to almost everything.

Billionaire Warren Buffet once said, “The difference between successful people and very successful people is that very successful people say ‘no’ to almost everything.” And James Altucher colorfully gave me this tip, “If something is not a “hell, YEAH! Then it’s a “no!”

Remember, you only have 1440 minutes in every day. Don’t give them away easily.

SECRET #10: They follow the 80/20 rule.

 Known as the Pareto Principle, in most cases 80% of outcomes come from only 20% of activities. Ultra-productive people know which activities drive the greatest results, and focus on those and ignore the rest.

SECRET #11: They delegate almost everything.

Ultra-productive people don’t ask, “How can I do this task?” Instead they ask, “How can this task get done?” They take the “I” out of it as much as possible. Ultra-productive people don’t have control issues and they are not micro-managers. In many cases good enough is, well, good enough.

SECRET #12: They theme days of the week.

Highly successful people often theme days of the week to focus on major areas. For decades I’ve used “Mondays for Meetings” and make sure I’m doing one-on-one check-ins with each direct report. My Friday afternoons are themed around financials and general administrative items that I want to clean up before the new week starts. I’ve previously written about Jack Dorsey’s work themes, which enable him to run two companies at once. Batch your work to maximize your efficiency and effectiveness.

SECRET #13: They touch things only once.

How many times have you opened a piece of regular mail—a bill perhaps—and then put it down only to deal with it again later? How often do you read an email, and then close it and leave it in your inbox to deal with later? Highly successful people try to “touch it once.” If it takes less than five or ten minutes—whatever it is—they’ll deal with it right then and there. It reduces stress since it won’t be in the back of their mind, and is more efficient since they won’t have to re-read or evaluate the item again in the future.

SECRET #14: They practice a consistent morning routine.

My single greatest surprise while interviewing over 200 highly successful people was how many of them wanted to share their morning ritual with me. Hal Elrod, author of The Miracle Morning, told me, “While most people focus on ‘doing’ more to achieve more, The Miracle Morning is about focusing on ‘becoming’ more so that you can start doing less, to achieve more.” While I heard about a wide variety of habits, most people I interviewed nurtured their body in the morning with water, a healthy breakfast and light exercise. They nurtured their mind with meditation or prayer, inspirational reading, and journaling.

 SECRET #15: Energy is everything.

You can’t make more minutes in the day, but you can increase your energy which will increase your attention, focus, decision making, and overall productivity. Highly successful people don’t skip meals, sleep or breaks in the pursuit of more, more, more. Instead, they view food as fuel, sleep as recovery, and pulse and pause with “work sprints”.

Tying It All Together

You might not be an entrepreneur, Olympian, or millionaire—or even want to be—but their secrets just might help you to get more done in less time, and help you to stop feeling so overworked and overwhelmed.

–

Kevin Kruse is the author of the bestselling book 15 Secrets Successful People Know About Time Management and the free online “How Millionaires Schedule Their Day: A 1-Page Planning Tool.”

 

Forbes.com |  January 20, 2016 | Kevin Kruse

#Leadership : Top 15 Apps To Make Your Life Easier Everyday…..2015 was a Year of Huge Advances in the World of Apps. They’ve Gone from a “Fun” addition to a Smartphone to Being a Useful, Necessary & even Revolutionary Way of doing Business, Among other Things.

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According to Apple, at the start of 2015, there were 1.4 million apps available for download and the 100 billion download mark was surpassed. In addition, by May of 2015, there were 40,000 new apps that were submitted to be released. With the abundant uprise in development and use, it has become almost impossible to spend time figuring out which apps are worth it and which are just not up to par.

Free- Biz Man on Cellphone

I’ve broken it down and found some of the top business apps that will not only help you to be more organized, but could even change the way your business operates, saving you time and money.

Expensify: This app provides an easy to use interface that allows you to scan and categorize your receipts automatically. This app is clean and very intuitive.

Trello: If organization is your problem, Trello is your solution. This app allows you to keep up with ongoing projects without having to hop around to multiple places. You can even interact with others who are working on that project. According to Trello, “Trello is the free, flexible, and visual way to organize anything with anyone.”

GoToMeeting: This app was updated this year and it has made online meetings extremely efficient. It’s fast, reliable, and extremely simple to use, making it an ideal platform to hold meetings and conferences. If you’re always on the go or work with people in other cities, this is especially for you.

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Apple Pay: 2015 was the year it happened. We can now pay for goods and services with our iPhones. The security features are top-notch and since Apple partnered with Visa, Mastercard and American Express, it is widely accepted in a growing number of places.

Wordswag: Need a nifty little graphic to post online? Enter Wordswag. Take any photo, slap a cool font on it, and you’ve got a professional looking image to post on all of your social media sites. This app allows you to instantly create word art and images with text using their cool font and style options.

Office Mobile: The Microsoft Office suite is one of the most widely used bundles of software in the world. Now you can access it all on your phone, too! Microsoft released the mobile version of their Office Suite, allowing you to create and edit documents no matter where you are in the world.

IFTTT: This app hasn’t received the credit it deserves. It allows you to create your own personalized app by creating “recipes” that will alert you whenever you want. For example, if you want to be emailed every time the Lakers win a game, you could create that recipe. The options are endless and while it takes a little playing around with, it’s well worth it to have a completely customized alerting system.

Asana: This team management app allows you to easily communicate with your employees, no e-mails required. You can assign tasks, keep track of everyday, update projects, and have discussions with your team with the touch of a button.

TripIt: Traveling as you know it has changed for good. Who wants to sift through emails to figure out what flight they’re on, the hotel they’re staying at, and where to get their rental car? This app organizes everything into one place so that you can easily access everything you need. It also allows you to share your itineraries with friends and family, alerts you when other flights that might serve you better come up, and my favorite: helps you snag the best seat on the plane!

RescueTime: This is one of my favorite apps on this list. We are all guilty of spending too much time on social media, and it can be hard to resist. RescueTime holds you accountable by breaking down how you spend your time. It lets you set goals, shows you how much time you’re spending on social media, and even allows you to block certain sites if you’ve been on them for too long.

Square: This is one of the easiest payment systems you can get that requires almost no equipment, can be done from your phone, and is set up completely online. When you sign up for Square, you’ll be sent a small card reader that plugs right into your smartphone. You can send receipts via email and text messages, allow customers to leave tips, and the charge fees are extremely reasonable. This is also a great tool for your employees to use if they’re on the go and making point of sale transactions while out of the office.

 

Forbes.com | January 20, 2016 |  Jennifer Cohen CONTRIBUTOR, I help executives & entrepreneurs boost productivity through wellness.

#Strategy : One Thing I Did Last Year That Nearly Doubled My Productivity…Adopting this Schedule has Helped me Become more Efficient, But it wasn’t Necessarily my Output that Saw a Spike this Year; It was More of an Increase in Quality.

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It’s difficult to nail down an effective, efficient workflow. There are many things to take into account – your diet, your environment and immediate surroundings, even the temperature in the room can impact how much, or how little, you’re getting done. We can spend a lot of time studying different strategies and attempting to make everything perfect, but sometimes no matter what we do, we just don’t see the results we’re hoping for in terms of increased productivity and output.

Free- Iphone with Gadgets

Well, last year I added something to my daily routine that helped me increase the quality of my work, function in a more clear-headed way, and ultimately become much more productive: I started working out in the middle of the workday.

The change

I have to begin with the admission that I’m fortunate in that I am able to work remotely, and more or less dictate how, when, and where I do my job. That’s an advantage a lot of people don’t have, so it’s important to mention. I also have access to a gym, 24 hours a day, seven days per week, in my apartment building.

And I must bring up the circumstances under which I added my mid-day workout, and that allowed me to act as an observer as well as participant in seeing how it impacted my workflow. Due to a lingering (but relatively minor) medical issue, I had pretty much given up on serious exercise for a couple of years. After having said issue surgically repaired earlier this year, with ample recovery time, I was able to devise an exercise strategy with the intent of not only getting back into shape, but also seeing how physical activity affected my productivity.

I’m happy to say it’s paid off.

I suspected it would, as science backs up the notion that physical activity is closely associated with improved cognitive ability. When I exercise, I find that my head clears, and I’m able to think with improved clarity. It also opens me up to an influx of ideas – something else that researchers have linked to exercise. But the real trick, I think, was adding the workout into my routine during the middle of the day, rather than in the morning (I would become exhausted earlier), or after work (I would miss out on the boost in cognitive function).

 

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My routine

I came up with an exercise plan (including both weight lifting and cardio), and set the wheels in motion. It took a while to get the right pieces in place through trial and error, but I finally figured out what worked best for me.

First, I worked out at night. Then I tried going to the gym early in the morning. Finally, I settled into a routine at which I was going at around 11 a.m. or so, which is about five hours after I typically begin my work day (I’ve become a morning person). This, I found, was the ‘sweet spot’.

Essentially, I would (and do) spend the first chunk of my day responding to emails, outlining, and doing other tasks that don’t require my brain to be firing on all cylinders – all while waking up, drinking coffee, and eating my daily breakfast: three eggs, no yolk, on an English muffin. I am able to get the lion’s share of my work done this way, and leave the ‘surgical strikes’, or things that require some serious critical thought, for the post-workout period.

This is reminiscent of the time management hacks brought up in Tim Ferriss’ book The Four Hour Workweek, in so much that I was basically minimizing the time I was really ‘working hard’ throughout the day. It’s not an exacttranslation, but a similar principle for those of you familiar with the book.

I then head to the gym around the middle of the day, laptop in hand. I continue to work from the gym, finish up, head back, eat, drink, shower, and then tackle the tasks I had been putting off. That’s my workflow, in a nutshell.

The results

Adopting this schedule has helped me become more efficient, but it wasn’t necessarily my output that saw a spike this year; it was more of an increase in quality. In fact, if I look back at the amount of work I was doing last year, I’m probably doing less. But I’m getting more bang for my buck. I’ve merely found a way to get the most out of the hours I am spending on the clock.

The difference has really been in quality. I’ve made fewer mistakes, and have been able to work more efficiently, think with more clarity, and even be more assertive and confident. The big difference has been in the intangibles, which can be hard to describe or measure – but I’m able to better get in ‘the zone’, for lack of a better term.

This was a big change, and it’s not something that everyone is going to be able to incorporate into their daily routine, unfortunately. And it was coupled with changes to my diet and sleeping patterns as well. But once I was able to nail it down, I’m reaping the benefits.

Will it work for you? The science suggests it should. But then again, everyone is different. Either way, if you’re looking to boost your productivity, try giving your routine a shakeup, or adding exercise if you aren’t already.

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CheatSheet.com | January 12, 2016 | Sam Becker