Category Archives: Business Tips

6 Stress-Management Tips From Top Business Leaders

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4 Ways Crises Hurt Productivity

Nobody is immune to stress. So how do business leaders who make it big manage to keep their heads on straight?

They learn to befriend their stress response. But if that’s the first step, then what are the day-to-day, ongoing things they do to harness their stress in healthy ways? 

The following tips, collected from top business leaders throughout the country, will equip you with the necessary tools to manage your stress:

Become The Master Of Your Own Stress

The ultimate goal of stress management is not a stress-free career; it’s to get the upper hand when you’re under pressure.

Small habits add up. Master your stress levels by incorporating these hacks from respected business leaders into your own routine:

1. Be proactive.

Often, stress and procrastination go hand in hand. Instead of putting off that major task or big project, get the ball rolling by taking initiative. 

That’s what Jeff Bezos, CEO of Amazon, would advise: “Stress primarily comes from not taking action over something that you can have some control over,” Bezos told the Academy of Achievement.

Every marathon begins with the first step. Whether you make that initial phone call or send an email to jumpstart a project, taking action alleviates stress and puts you back in the driver’s seat.

2. Tackle one to-do at a time.

When faced with multiple projects and responsibilities, many founders try to juggle everything at once. But author and leadership consultant Devora Zack sees single-tasking as both more efficient and less stressful.

Research by the American Psychological Association supports Zack’s idea that multitasking actually makes us less productive, which creates more pressure to get things done.

Go through your to-do list one item at a time. You’ll enjoy it more, come up with a better product, and get the job done faster. 

3. Get grounded.

When you need a break, you need a break. Research shows that giving yourself a break during the workday not only allows you to recharge, but it can also boost creativity, memory, stamina, and decision-making skills. 

There are many ways to achieve this mental state referred to as “resting mind.” Oprah Winfrey admits she retreats to the bathroom when she needs time for quiet reflection. Many leaders start off their day with ten or fifteen minutes of silent meditation.

No matter your method, check in with yourself throughout the day to calm your stress response. Even just planting your feet on the ground while sitting at your desk and allowing yourself a few deep breaths can do wonders.

4. Block your day.

How does Elon Musk, CEO of Tesla and SpaceX, keep his cool when working 100 hours per week at the two companies? With time blocking. Musk carves up his day into five-minute pieces, associating each with a specific task or activity. 

Stress management and time management are twin siblings. Instead of pushing your mental limits to finish a project deadline — and throwing everything that comes later in the day off-schedule — organize your time into similarly sized blocks.

Not only does this allow for much needed breaks, it also provides you with the opportunity to break down bigger projects. The more pieces you can split them into, the less stressful any one of them will be. 

5. Get enough exercise.

Physical activity is one of the best tools in your stress-management kit. Exercise, particularly cardiovascular exercise, releases endorphins and refreshes your mind.

Leaders from Mark Cuban to Mark Zuckerberg to Richard Branson to Warren Buffett exercise daily. The Facebook founder loves to run, while Mark Cuban is known for his basketball game.

Exercise doesn’t have to happen at the gym, either. Try doing calisthenics at home. Go for a run. Haul your bike out of the garage for your daily commute each morning. Whatever gets you moving, do it. 

6. Refocus on a mental puzzle or game.

What if your mind is simply stuck on something stressful? Stick it to something else: Play a game of sudoku. Break out a crossword puzzle. Merely count stripes on the road as you walk.

Here, Brad Pitt has an interesting approach: the actor and investor walks around and analyzes building architecture when he’s feeling overwhelmed. Inevitably, Pitt’s mind moves to his own home’s structural needs. 

Overcoming pressure and tension when you’re a business professional or entrepreneur can seem insurmountable. However, altering small daily habits can make a huge impact in managing and mastering your stress for good.

3 Things to Keep in Mind When Setting Holiday Hours

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3 Things to Keep in Mind When Setting Holiday Hours

 As I visit different stores to do my Christmas shopping, I always wonder how different companies decide when they will be open during the holidays. 

I see some stores and companies shut down for a few days, or even a couple weeks as the year comes to a close. Others seem not to skip a beat and remain open all the way through Christmas and the New Year. 

Setting holiday hours is a matter of balancing competing needs: On one hand, it’s important to respect employees’ need for work-life balance. On the other, don’t you want to maximize the time your customers can spend in store?

So what should your holiday hours be? That’s up to you; make the call with these considerations in mind:

1. Holiday rushes happen.

Although you should set regular hours for most of the year, your holiday schedule needn’t be set in stone. Sometimes it’s best to be flexible on certain weeknights or over the weekend to take advantage of big shopping rushes. 

A business that chooses to stay open for even 30 more minutes on a few nights during the Christmas season stands to benefit when competitors are closed. Earn enough, and you might be able to give everyone a few extra days off. 

2. Your customers have similar shopping habits.

Of course, you still want to predict busy periods when you can. Don’t just sit around and try out different things: Talk to your customers.

You sell one set of products to similar audiences: Chances are, those customers have similar shopping habits. When do they want to shop? What products should you be sure are stocked during those periods?

Ask, too, about incentives. Is there anything else you could use to draw them in? Are there certain deals your competitors are offering?

3. Your staff has holiday plans.

It’s a busy time for everyone during the holidays. Family members come in to town, there are plenty of activities for kids, and travel is common during the week between Christmas and New Years.

One way to honor your staff’s holiday plans without losing out on sales? Build your holiday schedule around the hours that your team is most motivated and productive. Morning hours might be a smart bet, when most people’s energy levels are higher. 

What if you run a restaurant or other service that people tend to visit at night? In that case, you stay open only at night. You’ll keep your servers and bartenders busy, giving them ample opportunities to collect more tips from generous customers.

Making the Call

As 2020 approaches, it’s natural to want to celebrate. But before closing up shop, remember that you’ve got visitors who are checking their list twice and thinking of you. 

Staying flexible with your hours to accommodate shoppers is a powerful way to boost your bottom line. It can make you a bigger name in your community, put some extra cash in your staff’s pocket, and ensure everyone gets the gifts they want. 

So what should your holiday hours be? Again, there’s no one-size-fits-all schedule. Be flexible, check with your team, and ask your customers. Soon enough, the answer will present itself.

6 Follow-Ups Your Clients Won’t Forget

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Freelancer working

Follow-ups can make or break your customer relationships. Top customers, in particular, expect attention before, during, and after the sale.

How can you squeeze the most value out of those encounters? Be genuine, be generous, and be helpful. Here are six ways to do it:

1. With a thoughtful gift.

Giving a relevant, helpful gift shows that you see top customers as more than just numbers: You care about what they like, and you’re willing to go the extra mile for them.

Did a certain customer mention on an upsell call that she loves chocolate-covered strawberries? Send her a dozen of them a few days after that meeting to show your appreciation. 

2. By inviting them to a webinar.

Hosting events doesn’t just bring leads in the door; it can deepen your connection with existing customers. Add value by inviting them to a webinar.

Especially if you’re a B2B company, learn what continuing education your clients might want. If you’re a marketing firm, can you share some of your favorite tactics? Say you’re a health insurer: Could you put on a wellness event via videoconference?

3. By surprising them with a meal out.

Who doesn’t love going out to eat? There’s no better way than breaking bread together to turn a high-value business relationship into a personal one. Structure your day so you can make time for client meals without shortchanging family.

No one likes to make a decision on a hungry stomach. In a follow-up email, ask your potential clients where their favorite place to eat at is, and then schedule a meeting with them at that restaurant. 

4. By sharing relevant content.

You know how marvelous it feels when someone sends you exactly what you need right when you need it. If you know a client is struggling with a decision or unsure about how to do something, give that feeling to them.

Did your company just publish a whitepaper on the efficacy of social media advertisements? If you know a small business you’re pitching has a slim or non-existent social presence, send it to them!

Sharing relevant content shows potential clients that you care about what matters to them. When they see you’re tuned in to their needs, they’ll be that much more likely to do business together.

5. By taking a personal interest in them.

When you’re sincerely interested in someone, it shows. And thanks to the reciprocity principle, the customer or prospect you’re targeting will be tempted to return the favor of your genuine follow-up.

Don’t do this via email. Either in person or by phone, have a real conversation with them: Ask them how their day is going. What are their hobbies? What are their favorite books, movies, or songs?

6. By volunteering together.

Research shows that volunteering makes you happier. Not only does it provide a sense of purpose, but it promotes physical activity and social interaction. Inviting prospects or customers to a volunteer event with you spreads those warm, fuzzy feelings. When the conversation turns back to business, they’ll associate those same sensations with you.

Casually ask preferred customers about the causes they support. Schedule an hour or two to support one organization involved in those areas, and invite your prospect along. They may be busy, but at the very least, they’ll appreciate your sense of social responsibility.

What if your prospects don’t have any volunteer activities in mind? Bring a little cheer to a retirement home, take care of animals at a local shelter, serve meals at a soup kitchen, shelve books at a library, or pick up trash at a local park. The possibilities are as broad as your client base. 

All it takes to win over and keep top clients is some personal attention. Treat them as more than a sale, and you’ll see the payoff sooner than you think.

Why Leaders Need to Embrace Transparency

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One of the most important goals you should have as a leader is to be able to unleash your employee’s full potential. And while there are many ways to accomplish this, workplace transparency is often the most effective. Workplace transparency makes everyone feel valued. Transparency encourages employees to step outside of their comfort zones and not fear being punished after sharing feedback. Freedom to share both ways also keeps them in the loop whenever you’ve made an important decision.

Many leaders still hesitate to embrace transparency. Possibly the hesitation is from a lack of understanding of how to create transparency or cultivate it. Let me try to convince you of the benefits.

Why Leaders Need to Embrace Transparency in the Workplace

Improves workplace engagement.

Transparency in the workplace is one of the most effective ways to motivate and engage your team. Using current research, we see that transparency is the number one factor contributing to employee happiness. When your peeps are satisfied, they’re more productive and loyal.

What’s more, transparency reduces stress and creates a healthier work environment. Mainly the work situation changes because transparency creates a sense of fairness. It also encourages collaboration and cultivates a safe space where everyone can express their opinions. Employees and other people don’t have to be concerned about being penalized for making a mistake. Instead, they’re encouraged to learn from the experience.

Better alignment.

“Employee alignment, for transparency’s sake, means taking a look at the big picture and seeking to understand everyone’s role within it,” Andre Lavoie wrote previously for Entrepreneur. “This is easily done when employers practice transparency in the workplace.”

“Transparent leadership results in employees who understand the company vision and how their efforts help achieve company-wide goals,” adds Lavoie. As a result, both you and your team will become more proactive, improve your decision-making, and only fill your calendar with items that push you closer to your goals.

Problems are solved faster.

Employees and leaders learn more about one another and can grow to work toward solving problems faster when their leaders are transparent. While creating an open environment, we can see less of the ‘perilous’ leader. “Three factors contribute to one behaving as a perilous leader,” says Karol Wasylyshyn, Psy.D. in Psychology Today.

Using transparency as the vehicle, the managers and bosses begin to embrace total brain leadership (TBL), and better emotional intelligence (EI) can start to emerge. When there is less fear, there is more honesty, and people are freer to express opinions. Empathy increases and narcissism fades in a more competent transparency environment.

For example, if you need to improve your bottom line, then solicit feedback from your team on how to improve your cash flow before jumping the shark and making cuts, like issuing pink slips.

It creates a flat hierarchy.

As Angela Ruth points out in a piece for Calendar, “more and more organizations are opting to go with structures that are flatter and are more democratic.” For starters, it’s been found that organizations with flat structures outperform those with traditional hierarchies.

Furthermore, hierarchies are becoming outdated, move too slowly, stifle creativity, and prevents everyone from getting on the same page. However, through transparency, organizations can become more flexible and encourage more fluidity within positions.

Builds trust and respect.

Employees will trust and respect you more when you’re open and honest. For instance, you could discuss the challenges and mistakes you made early on in your career and how that helped you grow. While you don’t need to be too personal, you could also share your struggles with mental health as a way to improve your employee’s well-being.

Being transparent isn’t a sign of weakness. It actually shows that you’re a human being who had flaws, as well as strengths. That takes a lot of courage to admit. And, it can make you more relatable to others, which in turn, creates stronger bonds.

How You Can Create More Transparency Within Your Organization

There’s no denying that transparency should be on your radar. But, how can you promote it within your organization? Well, here some of the best ways to achieve this specific goal.

Hire wisely.

Yes, you can embrace transparency as soon as you begin hiring and recruiting employees. For example, make sure that you post detailed and accurate job descriptions. Look for potential hires who are honest. And keep the lines of communication open during the interview process.

Not only will you find the right people for the job, but you’ll also find those who will fit in with your culture. And, it also sets a precedent for openness right from the start.

Build connections through swift and focused frequency.

“Building trust isn’t just about intent, but also frequency and detail,” Marcus Buckingham, author of “Nine Lies About Work,” told Fast Company. “Employees need to know that you have their back and that only happens through regular check-ins or light touch, individualized communications.”

“If you meet with employees once a week for 10-15 minutes and simply ask, ‘what are you working on and how can I help?’, it goes a long way toward building trust,” adds Buckingham. In addition to one-on-ones, find other ways to communicate and engage your team frequently.

At Calendar, we use Slack to touch base, share information, and keep everyone updated. However, you can also break down silos through town meetings and implementing an open-door policy. And, don’t forget to provide easy access to crucial information like sharing cloud-based documents or creating web-based Wikis.

“People want to know where they stand with you as a manager, and every employee knows that’s a moveable feast,” says Buckingham. “When you take time to hear from each team member on their near-term priorities, while also letting them know ‘we don’t need to solve everything this week,’ you move the relationship forward, and see stronger engagement and performance as a result.”

Share results.

“Don’t just share plans, let employees see what worked and what didn’t,” notes Kasey Fleisher Hickey over at Wavelength. “Leaders who speak openly about the state of the company gain trust.”

“While it can be difficult to reveal you had a bad quarter financially, keeping employees in the know every step of the way maintains confidence in your leadership and company,” continues Fleisher Hickey. “It can be particularly important during periods of high growth or financial struggle.”

Ask questions and show interest.

Put your ego aside for a moment and admit that you don’t have all of the answers. Instead, talk to your team members who do have the right answers. Not only will you learn something, but it also shows your humanity. And, most importantly, it lets your team know that you actually care about what they’re bringing to the table.

Treat everyone the same.

It’s only natural that you would click with certain people. But, when it comes to the workplace, you can’t pick favorites. It’s a surefire way to breed an unhealthy and toxic environment. Treat everyone with the same amount of respect. And never make exceptions when someone breaks company policies.

Involve others in the decision-making process.

Solicit feedback from your team through brainstorming sessions, online polls, or even the good ole’ suggestion box. It makes them feel like crucial players within your organization. And, because everyone made the decision together, you don’t have to explain yourself.

Don’t avoid difficult discussions.

A long time ago, I worked at a job that promised me a promotion. Every month I kept asking, and there was always an excuse. Finally, right around Thanksgiving, I was laid off because they were making cuts. I was furious. They strung me along for several months instead of just being honest with me.

Of course, no one likes having these types of conversations. But, at least you’ll be admired for addressing it head-on and not avoiding it. And, who knows? Maybe you and your team can find a way to resolve the problem together without having to resort to something as drastic as layoffs.

Always know “why.”

Discovering your “why” gives meaning and purpose behind your work. It’s what gets you out of bed in the morning and keeps you plowing ahead when times get tough. And, it keeps you passionate and motivated.

When it comes to leading a team, explain why each member is essential to your organization. Acknowledge why their contributions matter to you. Encourage honesty through understanding. Let your employees know the purpose behind their work, so they buy into the dream of your business. When you take a moment to be transparent, your team, office, and employees will be more driven and focused during the day-in-and-out efforts.

When Are Hour-Long Meetings Worth it?

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How to Make Your Company Vision Resonate With Employees

More than 10 million meetings are held every day in the U.S. Well spent or not, those interactions add up to billions of dollars in employee time.

Given how expensive meetings are, it’s incumbent on businesses to use them sparingly. If something can be accomplished via email or a quick chat, it should be. But while that should be the rule, there are some important exceptions.

When Long Meetings Make Sense

When are lengthy meetings appropriate? At least four common business situations call for them:

1. Executive-level negotiations

When you’re trying to forge a partnership or sway an investor, an hour-long meeting might make sense. High-stakes decisions don’t lend themselves well to snappy phone calls or quick chats at Starbucks.

Start by developing an agenda. Estimate the amount of time you’ll need for each step; before creating the calendar invite, add it up to determine a meeting length.

If you suspect you’ll need more than an hour, consider breaking the meeting up into two or more sessions. Executives and investors are busy people, and they simply may not have a calendar slot large enough to accomodate a multi-hour meeting. 

2. Performance reviews

Whether you’re digging into marketing data, financial projections, or employee conduct, performance-analysis meetings take time. Because these reviews do not happen every day (or even every week), spending more time on them isn’t such a bad idea. 

The greater measure of time between reviews, the lengthier a meeting can — and is expected to — be. A quarterly review may take an hour and a half; an annual, whole-company performance analysis might be worth spending an entire day off site for a retreat. 

3. Long-term planning

Certain long-term topics are worth taking a full hour to discuss. Take hiring: Filling an open role costs more than $4,000, on average. In terms of lost productivity and the company’s reputation, making a mishire costs even more.

Another is product development. New products costs millions of dollars and years to develop, and just 1 in 20 of them succeed in the market. At that level of investment, an extended discussion is warranted: What’s the product’s audience? What need does it fulfill? How does it do so better than similar products on the market?

4. Feedback on major projects

Project feedback is a mixed bag: A blog post doesn’t require a meeting to review, much less an hour-long one; a high-fidelity prototype that cost $30,000 to produce, however, probably does. 

How can you determine where that line is? Ask yourself two questions: How important is the project to the business, and what’s the risk to the company if it does not go well? If in doubt, ask a colleague whether they think it’s worth getting the whole team together to discuss.

Conducted properly, these types of meetings deliver more value to the business than they cost in employee time. But many other common reasons for meetings do not meet that bar.

When to Keep Meetings Short (or Cancel Them Altogether)

Fortunately, knowing which meetings can be cancelled or kept short is relatively simple. Don’t even dream of scheduling a full hour to discuss:

  • Weekly progress updates, especially with individuals or small teams: If the update can be summed up in an email, it should be. If you need to know how an individual is progressing on a project, send them a Slack or set up a quick call. 
  • Revenue and expense breakdowns for the wider team: Understandably, you want your workers to know how the company is faring. But figures can be shared via email; if employees have questions, they’ll stop by to ask.
  • Brainstorms for marketing assets, such as blogs or email campaigns: Competent team members can come up with topic ideas on their own. If a large number of topics are needed at once, ask everyone to bring a few ideas to the table, using the meeting time to pare them down to the strongest ones. 
  • Personal schedule updates, such as vacations or appointments: Use an online calendar to communicate out-of-office events. Send an email to explain where everything stands before leaving the office. Again, expect colleagues to bring any questions they may have to you directly. 

There’s nothing wrong with getting multiple perspectives on an issue. The fact is, though, few business situations require hour-long, team-wide deliberations.

Treat team members’ time with respect, and they’ll treat your company’s time the same way. That’s one topic everyone can agree on, no meeting required. 

4 Inspiring Books for Entrepreneurs to Read in 2020

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5 Ways to Encourage Reading at Your Workplace

Did you read the books you wanted to this year? Whether you conquered your list or barely touched it, you’re about to get the chance to start fresh.

If you want to be the sort of entrepreneur who stands out from the crowd, it’s important to choose reads that inspire and challenge you. Whether you want to increase sales, learn the art of stress management, or start a new company altogether, books can help you get there. 

1. “The $100 Startup” by Chris Guillebeau

Not every new business idea costs a lot of money to turn into reality. The New York Times bestselling author Chris Guillebeau shows you how to lead a life of adventure, meaning, and purpose — and earn a good living along the way. 

Guillebeau explores case studies in which people with no “special skills” discovered how to monetize their personal passions. In each case, Guillebeau shows how the person restructured his or her life to live a life of greater freedom and fulfillment.

You don’t need to be rich or have previously founded a company in order to succeed, Guillebeau shows. All you need is passion, a product or service, people willing to pay, and a way to get paid.  

2. “How to Win Friends & Influence People” by Dale Carnegie

In case you haven’t read this classic, add it to your list for 2020. One of the most popular self-improvement books in American history, Carnegie’s “How to Win Friends & Influence People” has sold more than 30 million copies.

Carnegie’s book isn’t simply about expanding your circle of friends. Negotiation, sales, marketing, HR, and leadership skills all get some love within it’s pages. Dig in to learn to close a partnership, take the focus off of price, and provide a better customer experience in 2020. 

3. “Dare to Lead” by Brené Brown

Brené Brown, another New York Times bestselling author, is looked up to by leaders everywhere. “Dare to Lead” is a thought-provoking book born from the years Brown spent at enterprises, startups, and companies of every size in between.

What did Brown find? She learned that leaders not just in business, but at nonprofits and civic groups all ask the same question: “How do you cultivate braver, more daring leaders, and how do you embed the value of courage in your culture?”

Courage cannot be built in a single day, or even by reading a single book. Brené emphasizes empathy, patience, and helpfulness as key ingredients for leading workers into an unknown future.

4. “That Will Never Work” by Marc Randolph

Netflix may be a behemoth of a company now, but it has come a long way. This book covers the previously untold story of how Netflix went from a concept to a Blockbuster-beating enterprise.

Marc Randolph, the company’s co-founder and first CEO, is exceptionally open in his telling of Netflix’s history. From early-stage conversations about cash flow to employee disagreements, Randolph walks the readers through his choices in a calm yet amusing style.

Not every entrepreneur will found the next Netflix, but bear in mind as you read this book that Randolph’s company could have crashed and burned. It didn’t because Randolph persevered, took care of his team, and had the courage to ask whether an existing model needed an overhaul. 

Entrepreneurs have no shortage of good read to choose from, but these four are great choices for the new year. Make the most of chilly weekends by curling up in your favorite chair, grabbing a book, and keeping your notepad close at hand. You never know what ideas you’ll stumble upon, or just how much they’ll help your company grow in 2020. 

To Be More Productive, Let Tech Lighten Your Load

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You’ve heard it before: “It’s sad how much we rely on technology these days” and “All people do is stare at their phones!”

As someone who works for a tech company, I happen to believe that when used appropriately, technology can actually boost your productivity. Think of it like outsourcing: Yes, asking another team to take on work only you could do is a bad idea — but many projects are a matter of repetition.

If you’re tired of all those smaller tasks getting in the way of your mission-critical projects, take these five tips for using tech to enhance your productivity:

1. Embrace automation.

Why bother spend your waking hours on monotonous work when software can tackle it for you? Automation technology can help you with all sorts of tasks, including:

 

  • Posting on social media: Whether your full-time job revolves around social media or you do it as a side gig, content management programs can save you huge amounts of time. Tools like HootSuite allow you to write posts ahead of time and schedule them for any day and time you’d like.
  • Backing up files: Backing up files is extremely important so that you don’t lose everything when disaster strikes. Fortunately, it doesn’t require your undivided attention. Saving files to an external hard drive used to take hours. Nowadays, cloud-based backup can happen in the background while you work.
  • Responding to emails: If you find yourself repeatedly answering the same questions over and over again, it may be time for some email automation. Certain scripts can suggest responses for common questions. And of course, automated out-of-office responders let people know when you’re away. 
  • Paying bills: Every business has bills to pay. Why write checks by hand every month when you can set up automatic payments? You’ll never miss a payment, which means you’ll also pay fewer fees and have happier vendors. 
  • Signing emails: Developing a professional email signature might sound like a low-priority task, but think about it: How many emails do you send in a day? Do you use the same signature again and again? Stop writing it out every time, and let your email client handle it for you. 
  • Sending reminders: Tools like Slack and Trello let you set reminders for yourself by the hour, day, or week. Stop adding Sticky Notes to your monitor or setting your watch, and start letting software remember for you.

 

2. Use a digital scheduling system.

Time management is one of those things no entrepreneur succeeds for long without. Learn to control your calendar. A cloud-based scheduling system will keep you organized, make you more collaborative, and cut down the time it takes to schedule meetings.

The right online calendar will integrate with your other tools, feature a clean interface, and take relatively little time to set up. Get one not just for you, but for your whole team. Simply being able to look at each others’ priorities at any time will make your company more productive.

3. Default to video conferencing.

Why bother traveling just to take a meeting? Unless it’s an investor interview or an employee firing — the sort of thing that you want to do in person — do it via video and don’t waste your time traveling.

Offices that are thousands of miles apart can use video conferencing software to hold meetings and collaborate between teams. Beyond saving time, videoconferencing also eliminates the stress and cost of flying people in from remote locations.

4. Get an instant messaging platform.

Can you and your employees still be productive when working from home? When you’re away from the office, you can’t just pop over to your co-worker’s cubicle every time you need to ask her a question. Even with email, it may take her hours to respond to your message.

Instant messaging platforms like Slack are used by companies of all sizes. Direct channels let you get fast answers to those random questions, while public ones let the wider team weigh in. Opt for the paid version, which allows you to search back through Slacks since you adopted the tool.

5. Analyze only what counts.

Today’s business intelligence tools let you get a deeper understanding of overall company performance. Most project management software comes with reporting tools to analyze how much time your team is spending on each type of task.

Although you can analyze everything, though, realize that not all data is important. Is knowing the open rate of internal emails really worth your time? What about your intern’s weekly time breakdown? Analyses are only worthwhile if they actually save more than they cost. 

There are many ways technology can boost your productivity to help you get more done. Realize that you’re fortunate to live in an age of smartphones and software. Why not use them to your advantage? 

4 Tips to Start the New Year Strong

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4 Tips to Start the New Year Strong

If winter weather gets you down, remember: Each new year offers an opportunity to create the company — not to mention the life for yourself — you want. Prioritizing your goals ensures that you make progress on those critical projects.

Those projects may feel endless, but that doesn’t mean you can’t get a jump on your list. To start out the new year strong, make these four changes now:

1. Rethink your morning routine.

Starting your day right is one of the best ways to make it productive. Nothing is worse than waking up late, missing breakfast, and putting yourself behind schedule for the rest of the day. Crafting a morning schedule that promotes physical and mental health is a skill that will help you in 2020 and beyond. 

Start every day with something physical. Run, ride your bike, or work in the garden — whatever works for you. Be sure, too, to eat a healthy breakfast. If you’re not taking care of your body, you can’t hope to take care of a whole company. 

Mental health is often overlooked but is equally important. As an entrepreneur, you will experience moments of fear and doubt. One of the best ways to improve your mental health is by practicing grounding habits, such as meditation, reading, or writing, in the morning. Not only do these activities kickstart the brain, but they give you time to address personal issues that would otherwise weigh on your mind throughout the day.

2. Map out your day — but be flexible.

For many entrepreneurs, their planner and calendar are their most important tools. Before you ever arrive at the office, map out your day. Things can change quickly, though, so build in breathing room. That way, if a colleague ropes you into an unexpected meeting, your whole day won’t be thrown off.

Breaking your day in 15-minute blocks is a fantastic way to see work get done while also building in time for things like responding to emails and calls. If you use a digital calendar, set it so that you receive notifications 15 minutes ahead of time. Then, when it’s time to switch tasks, you’ll get a notification.

3. Write out the “why” behind major tasks.

If you’re going to spend a significant number of those 15-minute blocks on a project, you need to be clear on your reason for doing so. In a single sentence, write out your larger goal behind each of those tasks.

To slot those tasks into your schedule, think about the goal associated with each. Order them not by the difficulty or the size of the task itself, but by the goal behind it. Even if finding that next salesperson takes time and is less important in the moment than other tasks, you might prioritize it because boosting revenue is your biggest goal for the new year. Good things take time.

4. Learn your natural rhythm.

Knowing when you are most productive, when you tend to slow down, and when you want to be around people is key for entrepreneurs. The better you know yourself, the better you’ll be able to make use of your time. 

Start with standard business hours. If you are most effective with sales and relationship development between 8 a.m. and noon, schedule your appointments in the morning. If you struggle to get work done between 12:30 and 2:30 pm, schedule this time to respond to phone calls and emails.

Think about your after-hours productivity as well. If you have some clean-up work to do later in the evening, should you do that around 7 p.m. or 9 p.m.? Make sure to leave ample time for family, self-care, and personal development as well. And don’t forget about your commute time: Could you respond to proposals or reach out to leads during that time?

2020 will be here before you know it. Re-evaluate how you’re spending your time, think back to your goals, and know when you’re best equipped to tackle each task. The more changes you make now, the easier next year will be. 

4 Ways to Get the Most Out of Your Sales Schedule

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4 Ways to Get the Most Out of Your Sales Schedule

Sales is a juggling act of meetings, demonstrations, paperwork, cold calls, and emails. The more balls you can keep in the air, the more revenue you’ll pull in — and the larger your commission checks will be.

Like it or not, though, you can’t work leads around the clock. Instead, improve your efficiency with the following tips:

1. Single-task wisely.

Although multitasking creates more problems than it solves, that doesn’t mean you can’t make more of your time.

Start by applying the 80/20 rule: Identify the 20% of your activities that account for 80% of your desired results. For example, you might focus on landing five larger clients that are worth 50 smaller ones because it’s easier to get five people to say “yes” than 50.

Arrive at the office knowing which are your “20%” projects for the day. If you commute by train, subway, or some other means that doesn’t require you to keep your attention on the road, use that time to comb through your task list. 

2. Batch your work.

Instead of doing tasks in the order that they pop up, organize them by type and tackle them in batches. Batching increases your efficiency by minimizing how frequently your brain needs to change gears.

Writing creative sales emails and updating your sales CRM take very different thought processes, for instance. Jumping back and forth between them forces you to be creative one moment and analytical the next. It’s much easier on your mind to shift gears only once. 

3. Own your calendar.

Stay in control of your calendar, or it will control you. Rather than let leads and co-workers choose any slot in your schedule, block off office hours when you are free to talk.

Go ahead and schedule your entire day. Include not just work priorities, but also personal ones like lunches with friends and doctor’s appointments. That way, neither you nor your boss needs to ask what you’re supposed to be doing.

Remember, too, that today’s calendars can do more than just organize meetings. Choose an online calendar that doubles as a project management tool. Sharing key deadlines and priorities with your team allows everyone to work more efficiently. 

4. Improve the way you email.

Email isn’t new, but there are new email tools to boost your efficiency. Boomerang, a Google Chrome plugin, lets you schedule emails in advance so you can make sure your emails get to their recipients at the most effective times. Rather than push out sales emails on Friday at 4 p.m., you could schedule them to be delivered Monday morning instead. 

Get in the habit of creating scripted email templates, especially for cold pitching and answering frequently asked questions. As long as you remember to customize the greeting and other details, they shouldn’t sound like canned responses. Double-check autofill fields so you don’t accidentally send Client X something that refers to Client Y.

No matter how busy your sales schedule is, you can always squeeze another task into it. Use technology and workflow optimization to get more done, and your sales quota won’t stand a chance.

How to Build a Highly Productive Remote Team

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7 Ways to Optimize Your 2021 Appointment Schedule

Instead of looking for talent in their own backyards, more and more companies are turning to remote workers to fill their gaps and expand their capabilities. Offering for workers to contribute remotely increases productivity, retention, and stress.

A highly productive remote team can also help reduce sick time and overall costs. Remote work leads to significant gains for employers and is desirable for today’s top recruits. Telecommuting has become a valuable recruitment perk, with 85% of workers claiming it as their number one reason for taking a job.

Yet, managing a remote team comes with unique challenges, including communication, time management, and accountability. While the stats suggest the team will be more productive, managers need to use smart strategies to ensure everyone is contributing and working together as a team. Productivity doesn’t just happen on its own; instead, it needs to be fostered.

Although 91% of remote workers claim they feel more productive when working from home or other non-office locations, companies shouldn’t take productivity for granted. Security issues, distractions at home, and lagging communication can all affect how much your employees accomplish. Leaders must understand these and other productivity challenges to mitigate them as much as possible.

How to Build a Highly Productive Remote Team

There are certainly best practices to develop the best team around. If you’re looking to create a highly productive remote team, you should cultivate the following in your company:

Develop a Strong Company Culture

Remote workers don’t have the benefit of enjoying the same collaboration that comes from working on-site. Working onsite is one of the key reasons companies like Yahoo! and IBM have ended telework, claiming that face time is more productive and that ideas happen in person.

However, many experts argue that, when a remote work program fails, it’s often more attributable to a lack of communication or a company culture that isn’t set up for remote success.

That’s why companies must invest in company culture and ensure they are carrying that culture beyond the four walls of the office. Remote workers must be engaged in the company’s mission, values, activities, and strategies. Make them feel like part of the team by ensuring they’re included in meetings and announcements. Invite them to team activities if they’re local, or take a page from Buffer’s playbook and hold annual meetups for those who reside elsewhere.

Invest in Coworking Memberships

Coworking workspaces provide offices-on-demand that eliminate the distractions associated with working from home to help employees focus on their workload. Fortunately, the number of these flexible workspaces located across the country is growing, enjoying an increase of 16% in 2018 alone.

In one study, 74% of workers said their productivity increased after joining a coworking community. Working out of a coworking space may help create a routine for remote workers. These workers also have the benefit of working around other companies’ employees, which may lead to new perspectives and creative insights.

While it comes with a bit more of a monthly cost, companies may want to consider offering a coworking membership to remote workers. Enjoying a change of scenery may help to stimulate creativity and give remote workers the focused environment needed to be productive, and the new ideas may have a great payoff.

Simplify Communication

Ideally, remote worker communications with the in-house team should be as swift and straightforward as if every worker was on-site. Realistically, that’s not usually the case. One report notes that when a remote work program ends and employees are called back into the office, their managers haven’t contacted many workers in months – even years, in some cases.

Companies that fail with remote work usually lack a robust communication structure. But thanks to the widespread availability of tools like Slack and Zoom, remote teams can still enjoy consistent, ongoing communication with their supervisors, employees, and fellow remote workers. Just having these tools is not sufficient. To foster direct and effective communication, your company should set rules about what to use.

For example, Slack should be used to contact co-workers about immediate questions during business hours. Email can be reserved for ongoing, long-term projects. Additionally, phone calls or video conferences should be used during brainstorming and reviews or feedback sessions. These rules will help remote, and on-site employees know when and how to communicate internally.

Acknowledge Achievements

Employees love when their work and accomplishments are appreciated. But it’s more than just an ego boost; recognizing employees for a job well done has been shown to motivate performance and improve productivity.

It’s easy for team leaders to get bogged down in daily tasks. Being overworked and bogged down can lead to forgetting to recognize their employees’ efforts – especially when they are remote. But it is essential to building this acknowledgment into your remote culture to ensure employees remain engaged. Even a simple thank you on Slack, or a personal email can go a long way. It creates a positive and productive remote workforce.

Additionally, celebrate the company wins together if you are having a celebratory happy hour on-site, video conference in remote workers. Ship them a drink so they can also participate and feel included in the most social aspects of the job.

Consider the Impact of Security Issues

One of the biggest under-the-radar productivity killers for remote workers is the potential impact of security issues. Workers who rely on public spaces like coffee shops could leave themselves vulnerable to cyber attacks, yet only 18% of workers say that it’s one of their top concerns.

Also, 38% of workers say they don’t receive the technological support or expertise they need while working remotely, which could pose more significant security challenges to businesses. Security is a potentially serious issue. Remote workers who unknowingly download viruses while working may have their entire system taken hostage. These attacks can be costly in terms of data stolen, removing viruses, and lost employee work time.

Remote workers that can use their own devices (like mobile phones and tablets) might house company information. Using their own devices provides great device freedom to the remote worker. It can lead to a higher mix of operating systems, browsers, updates, apps, and software to contend with, making the work of your IT department more complex. But help when figuring out bugs for customers.

To overcome tricky security challenges, many companies implement VPNs, two-factor authentication, secure browser requirements, or other security features with their remote workers. Investment here makes sense. It’s expected that cybercrime will rack up a bill of more than $6 trillion by 2021. No company is immune to these attacks, as even large companies such as Yahoo! and Capital One have suffered expensive damage from cybercrime.

Proper security is a productivity concern. Major security breaches have the potential to grind company operations to a halt; even smaller impacts can disrupt a team’s performance for days, weeks, or even months. Make sure your team implements solutions that allow for higher productivity while also protecting the company’s digital infrastructure.

With Great Reward Comes Great Responsibility

Remote teams have given companies and employees more flexibility and potential, but they also require a higher level of accountability. Work must continue to be completed, no matter where in the world associated team members are located. Unfortunately, neither employers nor employees can realize the full benefits of remote work if productivity suffers.

It takes careful planning to re-think the workplace and facilitate a thriving remote work environment. Recognize potential barriers and asking the right questions. You’ll be as prepared as possible to help your team overcome the most common obstacles. Overcoming obstacles will allow the productivity of your company’s remote workers to thrive.

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