Apps To Increase Productivity

The worst thing an entrepreneur can do is busy work. No wonder we like to stay productive at all times. Productivity can cover a wide number of things. Not just about managing time. To me, part of being productive is to shave off time everywhere I can. Even if it means seconds because they all add up.

The following are productivity apps for entrepreneurs I’ve found and use regularly.

Evernote

I know it is hard for some people to consider this a productivity app. The light bulb did not come on for me with Evernote either. That is until I have a shift in perspective. Don’t organize. Search.

For me, organization takes time. You have to hunt for the folder. Drill down the tree. By the time I find the folder, I’ve often forgotten what is it I want to note.

Evernote is to me a huge junk drawer where I throw in everything – “for later”. I also tag them whenever I can and tagging takes less time than organizing. When I want to find something I search.

Some people have told me they can’t find the stuff they put into Evernote. While I do come across that at times, it’s not often at all. If I can’t find it that means I probably saved it somewhere else. Also, I use the paid version of Evernote which searches a whole lot more and that is probably why my mileage goes farther. Tagging also helps tremendously.

Alfred

If you use a Mac, you MUST get Alfred. You don’t even have to get the paid PowerPack to get the most out of it. I used the free version for years and only recently upgraded. What can PowerPack do? The question is what can’t it do.

I primarily use it for snippets. I save commonly typed things like website URLs, email addresses, canned responses etc. I also use it to search everything on my computer, bookmarks and the Internet in one go. This goes along perfectly with my workflow and philosophy of not trying to remember but search instead. The best thing is, I barely scratched the surface of using Alfred.

Book Like A Boss (BLAB)

Ever tried making an appointment with a client or even a friend? The whole back and forth thing is a huge waste of time. Not to mention loads of unnecessary emails. I use BLAB to resolve this for both personal and business events.

Zapier

You can automate so many things with this one single tool it’s crazy. It may take you a while to figure out what to automate. So don’t think huge tasks. Think small tasks that Zapier can alleviate for you everyday. Then build upon that.

Echo and Alexa

Seriously. It’s so much easier for you to set reminders, alarms, create task lists, catch up with industry news and more by voice command. As a solo entrepreneur, I also don’t have the luxury of asking people stuff like what date is today, what’s the phone number for Holiday Inn in town etc. Alexa does that.

Finally…

A Good Old Fashioned Paper Planner

Yes I know it’s supposed to be apps, but paper planners and paper notebooks are invaluable. For the same reason I use Evernote above. Often times by the time I figure out which app to use, find the app and classify information, I would have forgotten what I’m supposed to be doing or capturing. Jot it down quickly on paper, then transfer later if you absolutely need a digital system. Better yet, use a combo like the RocketBook.

How A Simple Handwritten Calendar Helped Me Defeat Overwhelm

There was a time I could simply never get ahold of my calendar. Commitments entered into a calendar would never be noticed again. Digital reminders were excused and promptly forgotten. I couldn’t even tell you what day of the week it is, let alone the date.

I tried digital calendars. Some paid, some not. Eventually, Google Calendars made the most sense for us. It’s shareable which means I can delegate the task of entering appointments to all concerned. But still, I needed more help when it came to keeping the calendar in view. Once an app is closed, it’s out of sight and… out of mind.

weekly-hand-drawn-calendarOne year, I started drawing out my calendars by hand. I would start each week and month with a hand-drawn calendar in my journal. Nothing fancy. Just basic grids. Then my commitments were written in by hand. Here’s what a week spread looks like.

In this day and age, it sounds so silly to do that. Starting out, I did feel a bit of a fool. But one Sunday evening, while I was laying out my calendar while watching TV with my husband, it clicked.

Writing down all my commitments by hand actually helped eliminate overwhelm. First, it helped me remember them better. There are lots of studies indicating the connection between writing something down and retention. That was definitely true for me.

Second, the act of setting time aside to do this, helped me think through each day and how I was going to manage the day. For example, if I have several commitments that day, I would go through in my head and envision how the day would go.

What can I fit between this appointment and that? Can someone else do this so I can have this on my calendar? Or, this is a shorter work-day which means I must finish XYZ the day before and so on.

It is said, that athletes often envision themselves reaching the winning line, and that convinces them they are already winners long before the race begins. It’s the same here. By visualizing your days, they automatically become less stressful. You feel more in control and you’re more likely to have a good day because you’ve already laid it out in your head.

You could argue that a digital planner can do that too and you’d be right. It all boils down to whether you can make it work. I found digital planners too easy to set aside. I had a tendency to add to the list but never sitting down long enough to review it. And that is the key…

120816-how-a-simple-handwritten-calendar-helped-me-defeat-overwhelm

The review.

If there’s anything I learned this year, it’s the power and tremendous value in the review process. No matter what it is you have in mind. Long term or short term goals. Weight loss, being more mindful, being a better boss etc. If you don’t review, you don’t know how far you’ve come, you don’t know how much further you have to go and you don’t know how to fully maximize your days. Handwriting things slows you down so you can that.

That’s why I started publishing a printable planner for bloggers 9 years ago. When I started, I still wasn’t completely sold out on pen and paper. As I grew, learned more, and am not fully committed, I’ve tweaked the planner each year into a significant tool to help bloggers achieve their goals.

The best thing is, the planner is 100% FREE. Claim yours today.

3 Reasons Why You Should Build Your Website With WordPress

3-reasons-why-you-should-build-your-website-with-wordpressIf you didn’t already know, WordPress powers more than a quarter of all the websites on the Internet. There’s a reason why and if you are still on the fence, here’s why you want to use WordPress.

Abundance of Help

Because of its popularity, you can find all sorts of help on WordPress. Free discussion forums, tutorials, virtual assistants, and developers. Plenty of people out there providing help or some sort of service related to WordPress.

If you are the DIY-er, that means you are rarely without guidance. If you prefer to outsource, guess what? There are plenty of people who are familiar with it and can work on it for you. This means you don’t have to train them. That is a bonus.

The last thing you want is to pay someone to learn how to use an obscure software. I’ve been there and done that. It kills your momentum and happily gobbles up your profits.

Beyond that, many popular web hosting companies today support WordPress. The more your host understands your software, the better off you are.

Highly Customizable

Apple used to have an iPhone commercial that said, “There’s an app for that”. Well, with WordPress, the same is true. Just about anything you want to do on your site, there’s a plugin for that.

What this means for you. You rarely need to hire people to create custom solutions for you. Bottom line, you spend less creating that solution and you don’t have to maintain it. That again saves you money in the long run.

Ownership

This is so important. There are many all-in-one services out there. You host with them, use their software. They may even be easier to use. But when you want to migrate after you have outgrown it? Perhaps not so easy.

These services may tell you that your content belongs to you. That may be true, but what they don’t say is, they may not provide the tools to export your content. In short, they try to lock you in. It’s more common than you think.

According to one developer, a client tried to move away from one such service. The site has years of content, both text, and pages. Turns out, the service would only allow her to export textual content, not their images.

Sure, WordPress is not perfect. No system on the planet is. However, it is the right answer for most use cases. That is close to perfect in an imperfect world.

How To Find Time To Share Spectacular Content

how-to-find-time-to-share-spectacular-content

After I shared a simple method for keeping your social media streams busy, I was asked on Twitter by @sliceworks,

Yeah, but how do you solve the problem of finding time to share all this content?

That is an excellent and very valid question. The simple answer to it is,

  1. Scheduled times
  2. Let it occur naturally

Scheduled Times

Let’s tackle this one first. This all boils down to my complete belief in the Slight Edge or the Compound Effect. The premise is simple.

Do something small every single day

You’ve heard of it before. People tell you massive action = big results. While I do not disagree, I think the problem comes when we think massive action = massive leaps. Not at all. Most times, success and big results come in the massive number of small leaps and sometimes steps vs leaps.

Massive action ≠ Massive leaps. Massive action = Numerous small jumps

Now that I have laid that foundation. What does this look like? Very simply, 15-20 minutes of scanning your subscribed feeds each day. Find something you want to keep? Don’t save it. Send it to Buffer. That’s it.

What if I don’t have another 15-20 minutes?

Are you sure? Here are where those 15 minutes could be lurking:

  • Lunch time – though I do it only when I am alone. Not when eating with others.
  • Waiting for the doctor/dentist/appointments
  • Waiting to pick up your kid/spouse/whomever
  • In the bathroom (Yes! I know you are giggling but hey, it’s a pocket of time 🙂 )
  • Waiting for public transport
  • Waiting for food to cook
  • When you are in a long line at the store
  • Waiting on a prescription

I think you get the idea. Did you notice something recurring in that list? Yes. The keyword is waiting. Every time you find myself waiting for something or someone, that’s the perfect time to pull out the phone – no, not to check Facebook – to find content to share silly!

Letting It Happen Naturally

Now on the 2nd method. What do I mean by this? As mentioned in my last post. No matter what your business is, there are certain types of content that attract you naturally.

Let’s say you are a productivity coach. Maybe you spot a gorgeous planner while you are out in town. Perfect opportunity to snap a photo and… you got it. Load it to Buffer!

Then, while on Facebook, you notice a post about how to keep your energy up during the day. You read it, like it and you… yup. Add it to Buffer. Facebook is super smart at showing you stuff they think you might be interested in. Might as well use it instead of feeling used.

These are things that you don’t have to find time for because you are already doing them or noticing it. The trick is remembering to share it. I admit, that took me a while to get the hang of. I have to train myself to share when I find myself saying “Oh that looks interesting” or “That’s so cool!”

The tools you need here are simply Feedly and Buffer. That’s it. You can get more fancy if you want but I found fancy often complicates matters. And when you complicate stuff, you are less likely to do it. This works for me, and I hope for you too. Let me know what you think.

One Simple Trick To Keep Your Social Media Profiles Hopping

One Simple Trick To Keep Your Social Media Profiles Hopping

Are you caught in the constant struggle to keep your social media profiles updated? I know the feeling.

That’s why my social media accounts have languished for years. When I have more time to devote, there are spurts of sharing and engagement. When I don’t – which is most times – well… you can imagine.

I wasn’t ready to give up though and recently started simply sharing 6 items every day. The results have been quite interesting. On Twitter, I went from these figures in March:

Twitter analytics March 2016

To this in July – the first full month I started consistent, daily sharing.

Twitter analytics July 2016

What I’m after are impressions, mentions and profile visits. It looks like I got what I wanted there. A nice side effect to sharing lots of other people’s content is, when you share a good one of your own, it does not look too spammy and it actually gets more attention. That’s what happened on Facebook for me.

Yeah, but how do you solve the problem of finding time to share all this content?

First “secret” I’d say is getting a Buffer account. You could use other scheduling apps of your choice. I simply like and use Buffer.

Next, instead of finding time to share, a small shift in perspective – use social media as a bookmarking tool. Here’s what I mean.

There’s so much amazing content out there, sometimes you find them while you are researching something else, and you don’t want to get sucked into reading. Other times, the content is so huge, so meaty. There’s no way you can consume and put into action the suggestions in one go.

For example, this one right here from AppSumo. This type of content I have to digest bits at a time. Instead of bookmarking and returning to it later, I chose to share it. I do this for every piece of content I find interesting and want to return to later.

Of course, you want to take into account if that would interest your followers. For me, 90% of the time, the answer is yes because of the content and sites I choose to visit.

All this is very natural. For example, if you are selling nail tools and embellishments, you’d probably be following nail blogs, watch nail art related videos etc because you are naturally attracted to this type of content.

When you think bookmarking instead of intentionally looking for content to share, you’ll fill your Buffer queue a lot faster. And, your own social media feed becomes useful to yourself as well.

[Book Review] Sell With A Story

In the past, my experience with story-selling books and courses have not been great. This could be my own mental block. In my mind, you’re either a story-teller or you’re not. And, I think it’s not that easy to teach people to become story-tellers. It’s a challenging skill to master.

As you can imagine, this made me quite skeptical when I got a review copy of Sell With A Story by Paul Smith. This is not Smith’s first book on using stories. He also authored Lead with a Story and Parenting with a Story, but I’ve read neither. This is my first introduction to his books.

Overall, I enjoyed his writing style. Simple and easy to follow. I also loved the format of the book which is more like a workbook. There is “homework” at the end of each chapter which is very helpful. I appreciated the many examples and how he lead me through the methods of identifying what’s a story and what’s not. It was clear, and it clicked for me.

Then I got to the part where we were to create a short, concise story to introduce ourselves and what we do. Oh boy! This is a challenge because I do so many things. I’ve always failed at creating an elevator speech. Plus, my feeble attempts using a story as an introduction always seem to drag on.

The example he used to teach how to create this intro story is super helpful. Using that, I believe I now have a simple, direct and short intro story. It’s still a little rough at the edges but definitely a lot easier to tell people what I do without their eyes glazing over. Because… you know, tech tends to do that.

The target audience for this book is sales professionals. Not so much digital marketers, or entrepreneurs. Still, I found it pretty helpful to craft easy to understand, engaging stories in explaining complex things. I think it can be quite helpful for writing blog posts too.

The book is scheduled to release September 2016 but you can get a copy now.

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