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June 25th, 2014

Productivity_June23_CFor most businesses, Internet connections have gotten a whole lot faster over the past decade. Still, some businesses today are faced with the continuous problem of a slow Internet connection, which often leads to a decrease in productivity and efficiency. If this tech problem resonates with you then don’t give up just yet as there are several things you can do to boost your Internet connection speed and as a result your business performance too.

5 ways to combat a slow Internet connection:

1. Control devices that interfere with the connection:

Wireless devices can be one of the reasons for a slow Internet connection. It’s wise to talk to us about a wireless network analyzer so that you know the sources of interference. Believe it or not, most of these sources might be coming from the company kitchen!

Good examples include the microwave, cordless phone, security alarm, and other wireless devices which use the 2.4GHz band. These can interfere with 802.11g or single-band 802.11n routers. The best solution is to reposition these household electronics to either help solve the problem completely or at least minimize the chances of interference.

2. Control applications that hog bandwidth:

Without your knowledge it’s most likely that employees are using applications that are hogging the bandwidth. It’s vital that you are aware of these applications, especially ones that have video conferencing and streaming abilities which tend to be responsible for weak bandwidth in corporate environments. Other applications such as torrent and gaming apps can also be responsible. It is best to make sure that these apps are not installed on your company computers, of if they are, make sure their use is regulated.

Believe it or not, one of the biggest bandwidth hogs is YouTube. Some companies, when they audit their network usage, have noticed that streaming services like YouTube can take up more than half of their total bandwidth. While in some positions, video streaming may be necessary, it's likely not for the majority of roles. Therefore, it would be a good idea to implement a rule about the use of YouTube during business hours e.g., it should only be used for necessary tasks.

Some would recommend blocking services like this, but if your business uses Google's other services, blocking YouTube could actually end up blocking access to other Google services. It would be a good idea to consult with us as to the best way to limit use.

3. Reposition your router:

As simple as this might sound, your router might also have to be repositioned to help increase your Internet speed. You might want to try raising your router so that broadcast range can be more effective. If this doesn’t work, which sometimes it doesn’t, try placing your router in the center of your office for a more equal signal distribution. The best solution however, is to place your router as near to computers and other receivers as possible.

4. Consider an upgrade:

If your wireless networking equipment is old then it probably needs an upgrade. Keep in mind that technology moves at an extremely fast pace and your wireless network might be outdated in just a few years.

We strongly recommend talking to us, as we can help recommend the best upgrade solution. For example, the two most common upgrades include installation of a new repeater or wireless amplifier and replacement of your current antenna. Because antenna's are so varied, we can help make sure that the antenna being installed is compatible with your router.

5. Use the latest network technologies:

As mentioned earlier, technology moves fast which is why it is essential that you become familiar with its recent advancements, particularly in the area of wireless networking. There are countless apps, software, and hardware out there that can help boost the speed and performance of your router, some of which can even be downloaded for free. Our networking experts can help ensure your business has the latest and greatest, so be sure to consult with us first.

Dealing with a slow Internet connection can be a huge pain. If not taken care of right away, it can have immense impact on your overall work output. Looking to learn more about ways to improve your Internet connection for maximized productivity? Connect with us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
May 29th, 2014

Productivity_May26_CThe corporate workspace is an area where focus is as critical as productivity. However, because of office distractions, many employees often struggle to focus on what needs to be achieved, resulting in increased company expenses and less effective output. While a drop in productivity sometimes cannot be avoided from time-to-time, there are ways to ensure that it doesn't decline too much.

When it comes to problems with productivity, it can sometimes be difficult to spot what the main issues are. Productivity can suffer over time as challenges and work habits have an effect on what is achieved and how. Even if you're not aware of any productivity concerns, it is worthwhile checking from time to time where you can boost efficiency.

Prepare for the day ahead

Nothing is as important as knowing which of your tasks matter the most. Collect your thoughts the night before and create a to-do list for the next day. Determine which demand needs immediate attention and which can be done later that day.

A priority list will enable you to focus on those business needs that require immediate attention, allowing you to complete more tasks. By allocating a specific order and time to each individual job you will be able to more clearly achieve and evaluate your progress at the end of the day.

Shut personal connections out

The worst distraction in the office is employee connectivity to the outside world. Social networking sites, emails, and personal calls divert the focus from significant and pressing work concerns to personal matters.

The key here is to look at how you can contain the social aspects which make work enjoyable and employees happy, and balance this personal freedom with the demands of your business. You may find that restrictions are needed, such as limiting personal phone calls. Some companies impose a ban on social media sites and keep a tighter reign on personal communications. Other companies keep a more open policy but instead instill in employees a personal responsibility to impose limits on their own behavior.

Get in the working zone By showing your colleagues that you are busy and concentrating on your work you put up a barrier to them distracting you. By being polite and friendly but putting your work game face on you can show your determination and produce results to show at the end of the day. It's easy for time to drift by with idle chat and unnecessary interruptions which could wait until break time.

Set personal deadlines

You may have a deadline set by the demands of a job you are focusing on, or set by someone working with you, but personal deadlines are also necessary. By giving yourself a set time to furnish reports and deliver outcomes, for example, you keep yourself focused and produce results. Keep your desk free from piled-up paperwork and tasks so you do not have to cram to meet deadlines.

Determine your distractions

Know which, from among the office clamor, distracts you the most and create a way to eliminate, minimize or extract yourself from this problem. Is it noise from other people that is bothering you or perhaps as simple as the pop-up notifications on your computer screen? Do yourself a favor and deal with it.

Focus is at the core of these guidelines. Start asking yourself what is preventing you from concentrating. Look at how you work and what the situation is when you're in the flow and getting what you need to achieve done.

Productivity is essential in the corporate world as it is about fulfilling goals, ambitions and commitments, which can have a spillover effect on your life outside of work too. Determine which from among your tasks need to be fulfilled first, focus and boost your productivity.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
April 30th, 2014

Productivity_Apr28_CIt’s easy to get things done if you love what you’re doing. Sadly, life and business just isn’t always full of tasks you love doing. In any company there are times when, like it or not, you will have to work on jobs that you flat out hate. And few of us are in a position where we can constantly delegate task that are not to our tastes. The best way conquer this situation is to change your mindset to take the tedium out of boring activities.

Alternate what you love and hate doing

Finding motivation when placed in a difficult or dull situation can be tough. But, it’s going to feel even more arduous if lack of motivation leads to a poor result and you're forced to do the job again.

So what do you do when you’re in this situation? Simple. You incorporate the tasks that you do enjoy doing into the cycle.

This balances good and bad experiences so you are not constantly employed for long periods doing hateful tasks. Compared to a situation where you are repeatedly being pounded with tasks that you don’t like, this is way better.

Create a schedule for unwanted tasks

Goal setting and scheduling will allow you to mentally prepare for unpleasant tasks and see beyond them. If you've got a plan to get through your tasks and have something to look forward to, they won't seem so onerous.

Create a timeline of milestones to be accomplished. Evaluate your performance and accomplishments on a daily basis. Try your best not to procrastinate and always adhere to what you have initially planned. Delay merely means more annoying moments for you in the future. Be half-hearted about it or veer off-plan and you might have to redo a project because the quality of your work failed to meet expected standards.

Look at the bigger picture

Your perception has a great influence on your mindset. Instead of focusing on how tiresome and uninteresting an assignment is, you could try getting inspiration from focusing on the possible positive outcome. This might be recognition at work, monetary gains or increased productivity and business success.

Take baby steps

If you feel you have tried everything and yet stress and boredom keep growing with certain aspects of your time at work then it’s time to take a step back and reinvent. Forcing yourself to do something you dislike will merely increase the pressure that’s already keeping you from obtaining good results.

Break the job into smaller tasks. Set realistic goals every hour. You’ll be surprised at how taking baby steps can help you get things done - even monumental tasks that started out seeming impossible.

Take a break

Working on a job that you don’t enjoy is exhausting. It can be mentally draining and you might feel as if to achieve certain tasks you really are pushing until the last drop of your energy has run out. You might benefit from recharging from time to time. Take a break and listen to your favorite music. Relax and revitalize your nerves and muscles.

Reward yourself

Celebrate little victories. Whenever you accomplish a goal or target, no matter how big or small, reward yourself. Think of ways you could treat yourself, whether it be a grand gesture such as a weekend away or a meal out, or even a night at the movies. Find a reward that's worth looking forward to.

It’s also worthwhile asking for help from your colleagues and team at work. If you feel that tasks are insurmountable or you know you will struggle to complete them by yourself then reach out to attract the skillsets and interests of those around you. And after you've achieved what you set out to do you can reap the benefits of greater productivity.

Another option is to contact us to see how our services can help allow you to focus on running your business.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
April 2nd, 2014

Productivity_Mar31_CMany business owners and managers find that creating engaging presentations can be a real challenge. It can be incredibly difficult to not only develop a presentation that hits on all the important points, but also attracts and retains your audience's attention. Throw in the fact that many presentations are now being made over the Internet to remote audiences or employees and inspiring that necessary engagement becomes even tougher.

If you are creating an online presentation to a remote audience there are a number of factors you should keep in mind if you want to grab your audience's attention and keep them following and paying attention. Here are five of the most important tips:

1. Make it visual

For the most part, visual presentations have a higher chance of success - that is, the message being grasped by the audience. This is especially true for online and remote presentations, largely because when more people are on a computer, partaking in a presentation, they will often be multi-tasking.

If you have a ton of text there is a good chance you will lose your audience within the first couple of slides. Instead aim for a presentation that is heavy on graphics and visually appealing. Using bright or contrasting colors will draw the eye and will increase the time you have your audience's attention.

If your presentation is about a product create picture slides with a minimal amount of text; let the product speak for itself. For presentations involving graphs and charts, include these graphics and a couple of key points. The rest you can fill in with spoken narrative.

2. Focus on the audience

Online presentations and those using meeting software should be audience-friendly. This means making it easy for them to join and partake in the presentation by sharing slides, and also asking if anyone has any points to add or even expand upon with an interactive presentation element.

While presenting, there will be slides and points that are more important than others. To highlight this you can 'sign-post' the salient points. Make these visually larger if they are text, and pause to point this out with the script by telling your audience: "This is the most important point"; essentially demanding they pay attention.

Finally, try to limit technical glitches. This can be the quickest way to lose engagement if your Internet cuts out or the computer crashes. Try to present at a time when you know connection will be strong and stable and have a backup in place in case something goes wrong.

3. Adapt to different audiences

Every person in the audience will have different expectations of your presentation. Some will want just the facts, while others might be looking to be convinced by an opinion or argument expressed in the presentation. You should take the time to get to know your audience and what they expect and then develop the presentation around this idea.

If you do your homework and know a bit about your audience, you can take steps to connect with them early in the presentation, if not before, and drive engagement.

4. Create, edit, practice, edit, practice, edit, practice, present

It may sound a bit redundant to edit and practice multiple times, but it really will help when leading an online presentation. First you should create your presentation, then edit it. You are looking to keep your slides as short as possible - no more than four points and two minutes spent talking for each slide.

Really the first edit should be about content, grammar and spelling. Once this is done, practice presenting as you would on the actual presentation day. Start with a blank desktop screen, log into the software/site you will be using, load the presentation, share it, and then actually present. Time yourself and note any issues.

Next, go back and edit the presentation some more, making sure you aren't spending too much time on one slide or that each of the slides does not have too many confusing points, etc. Keep practicing and editing until you are not only comfortable, but know the content inside and out.

You could also try recording your voice. This will allow you to hear where you need to work on inflection and overall style. If you find that you are tuning yourself out when you listen to the presentation, you may want to practice some more and try to inject some extra interest, whether through humor or engaging facts and ideas. This is really vital is you won't have that face-to-face contact with a physical presentation where you are present. If you sound engaging, the audience are more likely to connect with you.

5. Develop your own style

No one likes a dull presentation where you just talk about what's on the slides. Try to give your presentation a narrative arc and structure. Where possible include personal experiences or even tell a relevant joke from time to time. If you are passionate and show that you are trying to connect your audience will likely not click away from the presentation or drift off to other work or simply to surf the Internet and Facebook.

If you are looking to learn more about presentations and how to use software for expert presentations, or even how to conduct your next remote presentation, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
March 7th, 2014

Productivity_Mar03_CNo one can refute the positive benefits of creating a to-do list when you really need to get things done. One of the most evident advantages is that it gives people who use it the ability to increase their productivity. A problem many business owners run across is that their lists are hard to follow, leading to a decrease in productivity.

Here are 5 tips which will help you devise an effective to-do list:

Add a notes section

A notes section is a general area for all the tasks in your to-do list. Its main purpose is to provide you with space to add notes about your tasks. Or, instead you can use this area to type in challenges that you encountered when handling specific tasks.

On the flip side, it could also contain the best practices that you employed which enabled you to finish the task effectively and efficiently. These notes are important because by revisiting these jottings you can learn from them and be better able to optimize your way of doing things and your approach.

Prioritize

Ignoring client meetings because you're supposed to be fixing your cabinet, for example, based on what’s written in your to-do list, is a sure fire way of negatively impacting your business.

Your to-do list needs to be devised in such a way that there is a clear sense of priority. The most important tasks should be added to the top most part of your list just to make sure that you don’t miss these and they are tackled and completed first.

Break down your tasks to bite-size activities

Can you imagine writing down 'work' in your to-do list? Having a to-do list with broad topics like this won’t help you in the slightest bit.

You need to break down your lists into more specific tasks so that they provide the clarity that you need to achieve. Here’s a good example of a well-constructed list:

  1. Send 20 outreach emails to prospects.
  2. Discuss with the team the concept of having a systems' mindset.
  3. Review the offer of client X and decide whether to accept it or not.
Notice how the examples above are more tangible compared to simply writing down 'work'? With a list like the one above, you should be able to comfortably tick each task with a clear idea of when it has been completed.

Add a deadline whenever possible

Adding a deadline helps you gauge your output. By being able to see whether you’re lagging behind you can make any necessary changes.

A deadline also prevents you from procrastinating since you’ll be more conscious of time and a definitive end point.

Be realistic

Adding a week's worth of tasks to your daily to-do list will just discourage and frustrate you. Be as realistic as you can when writing up your list. If you honestly think that you can’t finish all of the tasks within one day, then add some of them to the next. That way you won’t be frustrated with a long list of tasks that you haven’t completed at the end of each day.

If you are faced with productivity issues and are struggling to get the kind of output you're hoping for in your business, then put giving us a call at the top of your to-do list.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
February 5th, 2014

Productivity_Feb03_CEmail is one of the most vital ways businesses communicate. You need to have time to check your emails throughout the day and often to respond quickly so that you don't come across as rude to the message senders. The problem many business owners face is that they have too many emails to communicate effectively. One thing that can help is to create a system that will aid in you in optimizing email handling by following our top five effective tips.

1. Turn off email notifications

Notification sounds are helpful in letting you know you have received a new email - important or not. However, they can also be distracting if you're trying to concentrate. To avoid this, turn off new message notifications on both your Smartphone and computer, and schedule a convenient time to check and respond to your emails instead. This will not only improve your organizational skills, but will also give you peace of mind that you are focusing on tasks without neglecting your inbox.

2. Schedule when to check your emails

Unless your work demands replying to emails instantly, checking emails can be scheduled to a specific time of the day. You don’t want to live in your inbox the entire day, just checking the emails you receive as this can seriously harm your overall productivity. According to studies, a person takes about 64 seconds to recover from email interruption, a minute you could have spent on a more productive task.

According to research, the best time to check your email is the moment you log in to your computer at work, and before leaving at the end of the day. If you do this, create a to-do list for the rest of the day. Upon going through your messages, delete spam immediately and any emails that aren’t of value, so you’ll have a clear idea of what needs to be prioritized.

3. Organize your inbox

The key to optimizing your email inbox is to choose one main purpose for it, and stick with it. For example, use your inbox only for high-priority messages and filter other emails into another folder. This can be done in the settings of almost every email service.

Another way to organize your inbox is to get rid of unnecessary messages such as newsletters, promo emails, advisories and spam messages - what tech experts like to call Bacn. These kinds of email can mess up your inbox, so clean them up by using the tools in the settings, leaving only emails that are important and relevant to you and your business.

4. Connect with your smartphone

With the advent of smartphones, email handling has become rather convenient. You just need to install the email app on your mobile devices, register, and connect. Many business owners use smartphones to get in touch even when they’re not in the office.

Checking your email on your smartphone can save a lot of time, largely because you can check and respond to emails even when you're out of the office. Furthermore, you can benefit from using your mobile to sort out high-priority emails before getting to work. As a result, you will be able to work more smoothly in the office.

5. Unsubscribe from newsletters you don’t read

Newsletters and other email marketing messages can be useful. They might notify you of the latest information about your clients, colleagues, shops, etc. and may even provide you with your next sales lead. However, these kinds of emails can pile up so fast in a day or two, and you don’t even have the time anymore to check this info out anyway.

If you have not read several newsletter issues for a while then it might be better to unsubscribe. This will reduce the number of emails in your inbox, giving you a better chance of managing it.

When you know how to manage emails effectively, you will surely be able to increase your productivity. Just take control of your inbox and create a systematic process comfortable to you.

If you want to know more about how to manage emails effectively, call us today and we’ll offer you solutions to add to our tips.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
January 9th, 2014

Productivity_Jan07_CEach new year many people, business managers included, set out on a course of self improvement. The goals or resolutions they set for themselves are often ambitious. Take for example boosting productivity. It's not easy to improve your productivity, but there are a number of tools that can help. One such tool is the various mobile apps centered around this concept.

Here are five great mobile productivity apps that are free, or cheap enough where they won't break the bank.

Asana

Most small to medium businesses have team members working in different areas that often come together to work on projects. Managing who does what in these projects, and collaborating on tasks can be a chore. What Asana does is allow users to schedule and assign tasks within projects.

Each user's tasks are presented in a to-do list with due dates clearly divided, so each person knows what they need to focus on, and when the work is due. Other users can also see each of the tasks so they too know what each member is doing. If you are a project or task oriented business, this could be a great tool to help you and your teams stay on track.

While many businesses use the Web based version, there are mobile apps for both Android and iOS devices that could help if you or team members are often out of the office. It is free for teams of up to 15 members. Check out Asana's website for more information on pricing for teams with more than 15 users.

Evernote

Many working in smaller businesses often find themselves filling more than one role. This means they are likely constantly thinking about another task, often coming up with ideas, questions and even answers. The problem with this is many of us forget that one all important idea by the time we actually get around to switching our hats and our focus. Evernote is an app that allows users to jot down notes and ideas more readily.

Because this is a mobile app, you can share notes with your colleagues - kind of like a brainstorm - or even record images and sounds to keep something like a dictionary or wiki. What really sets this app apart from other note apps is that all of your notes are synced with an account, which makes them available on nearly every platform you use.

The basic version of Evernote is available for free on nearly all mobile platforms, and a full-featured business edition is available for USD$10.00 per user, per month. Visit the Evernote website to learn more about the program, and to download it for your device.

Any.do Cal

Part of the Any.do family of apps which focus on tasks, Cal is an extension that makes your device's calendar easier to focus on. At a quick glance, you can see your whole day's activities and events. This is really designed to be a calendar app that is used for both work and personal life, giving you a better idea of what your full day looks like - not just a part of it. In an effort to highlight or promote better work/life balance, it will also show you your free time.

The app is available for free on both Android and iOS, and if you are looking to further enhance it's capabilities, give Any.do - to do list - a try.

Pocket

The Internet is one of the best productivity boosters, yet it is also one of the best ways to waste time too. Because so many news outlets and stories are now online, you can spend literally hours of your day reading various articles and blogs. While these articles may be useful, reading them when you should be working instead is not the best for your productivity.

That's where Pocket comes in. This app allows you to save articles and blogs you come across in your browser or email for later reading on a mobile device. So, if you are at work and come across a really interesting article, don't stop to read it, save it to Pocket and read it on the way home or while on a break.

Pocket is free and works as an extension to your Web browser. First you need to go to the Pocket website and sign up for an account, then install the browser extension (click on Your Web Browser under Ways to Pocket). After that, install the app on your Android or iOS device.

Doodle

While the name suggests a drawing, Doodle is actually a scheduling app. It allows you to set a number of potential times and dates for a meeting and then ask all participants to select what works best for them. This makes it easier for you to schedule meetings with different people, while also reducing the number of back-and-forth emails that inevitably come about from setting up meetings.

When you pick the times, the participants tick what times or dates work best for them, which you can then view and pick the time that works best. What sets this app apart is that it syncs with almost all other major calendar apps like Google Calendar and Outlook. It's available on both the Apple App and Google Play stores for USD$2.99.
Published with permission from TechAdvisory.org. Source.

Topic Productivity
December 12th, 2013

Productivity_Dec09_CBeing productive at work is a struggle for many people. While the Internet can be a marvellous way to boost productivity, it's also one of the more common productivity killers. From sites like Facebook and Twitter, to games installed on your computer, there are numerous ways your productivity can be hampered. Luckily, there are steps you can take to minimize distractions.

If you find yourself being distracted by all the wonder the Internet has to offer when you are trying to work, there are a number of apps you can use that can really help you focus. Here are five.

Anti-Social

For many, one of the biggest distractions is social media. Sites like Facebook, Twitter and even YouTube, can turn out to be incredibly distracting when you really need to focus. As you can probably tell by its name, Anti-Social is an app that turns off, or blocks access to social sites.

With this app, you can configure the social sites you would like to block, and even pick other sites that are not social media related, to be off-limits for a set period of time. If you finish your work before the set time, you can restart your computer to remove the block.

The app can work on Windows, OS X and even Ubuntu, and costs USD$15. You can download a free trial, and if you like, pay to upgrade from the app. Visit the Anti-Social website to download the app, or learn more.

Focus Me

If you are looking for an app that can block not only websites, but also programs on your computer, Focus Me could be what you're are looking for. One of the interesting features of this app is that it reminds you to take breaks away from your screen, which is great for you health.

Focus Me has three modes: Block Mode which blocks, closes or minimizes specified programs, websites, and browser tabs. Focus Mode blocks all windows, programs, and apps, except for any you have selected. Take a Break allows you to set up specific times where the app will block all programs, including the Internet, forcing you to take a break.

In order to unblock programs, you enter a password. The app works on Windows and costs USD$18. Visit the Focus Me site to learn more.

SelfControl

If you use a Mac in the office, and would like to turn off email alerts or social media sites, try using SelfControl. This open-source app allows you to set and block websites and email servers for a set period of time. Unlike other blocker apps, access to sites and programs is blocked until the timer is up, even if you restart your computer.

This app is available for free from the developer's website and should be compatible with most versions of OS X.

RescueTime

While app and program blockers cut temptation off at the source, it is also useful to know where exactly you are wasting time, or how you are using your time on your computer. By knowing where you waste the majority of your time, and when you are more prone to veer off track, you can use the app blockers with better effectiveness.

RescueTime is an app that will track how you use your time and present you with easy to read and understand reports. You can even set alerts so you'll know when you've used a program for a set amount of time and even block them.

This app works on most platforms, including Mac, Windows, Android and Linux. The Lite version is free and tracks the time you spend using websites and applications. The Premium version costs USD$9 a month and comes with more features, including alerts, blocking of programs and sites, and more. Visit the app's website to learn more about the app and to sign up.

Freedom

Freedom is from the same developers as Anti-Social but is meant to be more of a full-blocker. The main purpose of this app is that it blocks all access to the Internet from your computer. This app is best for when you really need to concentrate with no Internet access.

The app is USD$10 and works on Android, Windows and Mac. Visit the website to learn more about Freedom and download it.

If you are looking for more ways to increase your productivity, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
November 14th, 2013

2013Nov14_Productivity_CA successful business is built on many different essential components. Communication is one of those elements and without successful interactions you likely wouldn't remain in business for long. The main form of communicating these days is through email, which many business owners and managers struggle with. Sure, they can write an email but they often fall flat with the subject line and the consequence can be wasted time trying to keep track of email content, or the risk that an email won't be opened by the recipient.

Here are five tips on how you can write better subject lines for your emails.

1. Standardize where possible

There is a good chance that as a business owner or manager you often have emails asking the same question or that you send out similar emails on a daily, or regular basis. In order to be more effective and save yourself a little time, why not standardize the subject line for similar emails. For example, if you send out a weekly update with important information to suppliers, use the same subject line such as - 'Weekly Supplier Update DD/MM to DD/MM'.

If you and your employees use a standard format like this you could see a decrease in requests and confusion over content and what exactly the email is about. This in turn means fewer reply emails and questions and therefore more time to focus on other tasks. If recipients get used to seeing this standardized subject line then they know what to expect from an email and the message about what the email is about is more easily communicated..

2. It's ok to use some abbreviations

Despite whatever your teachers might have stressed about grammar through school, abbreviations and acronyms are actually fine to use in email subject lines. The key here is to only use those that are commonly known. For example, FYI (for your information) and RE (regarding) are perfectly acceptable to use.

If you are going to use specific acronyms or abbreviations that people may not know, you need to reference the meaning in some way. An easy way to do this is to use them in the body of the email first, and explain what they mean the first time you use them. For example, WRT (with regard to) which is increasingly used but not necessarily universally known.

3. KISS your subject lines

We don't mean actually bend forward and smooch your monitor - that would be a little weird. What we mean is 'Keep It Stupid Simple'. When writing subject lines try to keep these as simple as possible. Don't use confusing words and don't write long sentences. That being said, don't go too far the other way either. Sometimes one to two word subject lines may not be enough to get across the point of the email and may actually provoke questions or confusion. Take a look at the subject you write and ask yourself if it is as simple as possible, yet clear enough to avoid any misunderstanding.

4. Be as specific as possible

While keeping it simple is important, you also need to keep subject lines specific. A great subject line will tell the user exactly what the email is about. For example, if you are inviting customers to a webinar on your newest service, a subject line that says something along the lines of: 'Webinar in November' is ambiguous and likely to get ignored.

Writing something like 'New Service Webinar Invitation Dec 16' is much more specific and likely to create that necessary spark the interest for users to click open the email and read on.

5. Write actionable subject lines

The reason many of us send emails to colleagues is because we want them to do something. We want them to act. Because most people are busy, and don't want to spend time trying to decipher what a sender wants then simply adding the intention and desired action in the subject line can be worthwhile.

For example, if you need a colleague to edit the monthly sales report putting a line like 'Monthly sales report' may cause the employee to either ignore it, or put it to the side for later, largely because they may think it's a report, or not something that they need to act on. A subject line like 'Edit Monthly Sales Report' immediately informs the recipient that you are requesting an action. It also saves you time having to go into lots of information in the body of the email too.

Looking to learn more about how you can save time and improve productivity in your organization? Get in contact with us today to see how we can help.


Published with permission from TechAdvisory.org. Source.

Topic Productivity
October 17th, 2013

Productivity_Oct16_CBusiness owners are often faced with multiple tasks that need to be done at the same time. In order to complete these jobs they multitask. While this ability to tackle more than one thing at a time is an important business skill, it isn't always the best solution. In fact, those who constantly multitask are more likely to be less productive. If this sounds like you, you may want to cut back on how much you do at the same time and focus on one job at a time.

Here are five tips on how you can cut back on multitasking.

1. Watch out for interruptions When you run a business, you will be constantly interrupted. From phone calls to text messages and important emails, you will be always stopping what you are doing to essentially do something else. This can cause you to lose concentration and possibly forget about the initial task at hand and ultimately harm your productivity.

To prevent this you should try to minimize your interruptions. This could involve something as simple as forwarding calls to your voicemail or turning your phone and non-essential notifications to silent. Don't forget about the physical interruptions like people walking into your office. Try putting a sign on your door or letting them know that you will be busy for a certain amount of time and don't want to be interrupted.

If this is impossible, try identifying the source of the majority of your interruptions and taking actions to minimize this. You'll be surprised by how much more you get done when you decrease or eliminate interruptions.

2. Step away from the tech Tech devices, especially mobile ones like your tablet and smartphone, are great at keeping us connected and allowing for increased productivity when used correctly. Unfortunately, many users don't use their tablets or phones strictly for productivity and they can become more of a distraction at times.

If you need to concentrate on something, try putting the non-essential tech away, or out of your reach. This will usually minimize the potential of you reaching for it automatically when you need time to think, or pause. You could even go so far as to turn off tech-based communication like email, social media and calls, or at the very least silence the notifications.

3. Complete your tasks A sign of someone who is an excellent multitasker is the fact that they have many tasks or projects they are working on, yet none are ever really finished. A surefire way to minimize multitasking is to actually set out to finish what you start. Don't let yourself get interrupted or switch to another task midway through, because there is a high chance that you will be interrupted with yet another task, and end up with three unfinished ones.

When possible, finish your tasks or at least stop at a point where you can pick it up easily at a later date or time. If this is not possible then try making notes as to what needs to be done regarding each task. This will at least minimize the time required to restart a task or figure out what still needs to be done.

4. Show up We don't necessarily mean physically show up to complete your tasks, what we mean is to actually focus fully on the task at hand. If you have a meeting with a colleague or client you shouldn't be checking your email, phone, or attempting to tackle other pressing tasks during the meeting. Doing this will cause your attention to wander and you could become confused or even miss what is being said.

So, avoid potentially embarrassing situations by simply focusing on the person or people in front of you. The other tasks or what interrupted you will still be there after you have finished and by focusing on the immediate task, you will likely be able to get to the others quicker because of the lack of distractions.

5. Do one thing only In order to maximize your productivity and completely shrug off multitasking, try doing only one thing at a time. A good place to start is to try setting a time each day reserved only for email. Take the time to read your emails and answer them without interruptions. From there move your focus onto only one task and see how this works. With a bit of practice, you should be able to reduce how much multitasking you do and may even see a boost in overall productivity.

If you are looking to increase your productivity at the office please contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Productivity