5 Tools I Use to Increase My Work Productivity

Elizabeth Supica, VP

If you are like me, you often struggle with one simple thing: consistently getting things done. After a long day, I sometimes feel like I have not accomplished anything I set out to do that day.

If you are a “multi-tasker”, the feeling of being overwhelmed by the inevitable interruptions of a typical work day can really put a damper on staying on task and completing the important things that need to get done.

Fortunately, there are productivity tools available now that help me stay focused.  Not only do they increase my productivity, they also help eliminate wasted time and effort during my work day.   As one would guess, all of these tools center around technology.

The following is a list of tools that I use regularly to stay more productive and get more done throughout my day.

Productivity Tool #1: Android 2 Smart Phone

Ok, I’ll admit it… I am addicted to my Android smart phone. I use my Android for so many tasks, I sometimes wonder how I ever got along without one!  My Android acts more like a pocket desktop computer, delivering my email, text messages, and phone calls without fail.

Because my phone can access the Internet wherever I go, it allows me to leverage productive time during my day – time that would otherwise be wasted.  Standing in line at the bank, the supermarket, or dry cleaners has now become productive time thanks to my Android and its many useful apps.  If you don’t have smart phone yet, do yourself a favor, and get one. You will never look back.

Productivity Tool #2: Tadalist.com

I am the poster child for the “to do” list.  Oftentimes my written to do lists span 3-4 pages.   Because I collaborate closely with TelCon Associates colleagues in other locations, I need a simple online solution that enables me to share lists with others.  Tadalist.com is the answer.

This online tool is easy to use and works great.  When “to-dos” are added to any list of mine, an RSS feed triggers a small pop up window on my desktop PC, alerting me that a new item has been added.  It may not be as simple as a hand written list, but when working with others on tasks, tadalist.com comes in very handy.

Productivity Tool #3: Screencast-o- Matic

Lately, one of my favorite (and fun) tools in my productivity arsenal is one that saves me time with employees and clients alike.  It is a video screen capture tool called Screencast-o-Matic.

If you have ever had someone look over your shoulder while you demonstrated a “how to” on your computer screen, you will love Screencast-o-matic.   This ingenious tool captures and records your computer screen – along with audio – into a fully functional how-to or demonstration video.  The video file can then be saved to a hard drive, stored onto Screencast-o-matic servers, or even immediately uploaded to YouTube.

Screencast-o-matic lets me record training tutorials or sales presentations ONE TIME, then store them in a video format that can be shown over and over again in the future.  It is not only a time saver, it makes it convenient for employees and clients because they can view the videos at anytime via the Internet or CD ROM.

Screencast-0-matic is free to use, but you will want to spend $12 per year to get the extra features that are included in the premium version.   Try it, and you will begin to think of all sorts of uses for this wonderful tool.

Productivity Tool #4: The Action Machine

If there is one thing that multi-taskers suffer from is the ability and to focus on just ONE task – without interruption or taking the “eye off the ball”.   It has been estimated that it takes a full 15 minutes to get back into a productive state on a task after you have been interrupted by another.

One of my colleagues introduced me to a handy little tool called the Action Machine. This desktop application sits in your control bar and, when fired up, acts as a “command and control” center for staying focused on one task at a time.

With the Action Machine, you simply take the items on your to-do list and puts them into action mode.  After all, a to-do list is only as good as the action and effort one takes to complete  it.  Specific time frames (in increments of 15 minutes) are set for any and all tasks on the action list.   The goal is to not waiver from taking action on any one task until the timer goes off.  It literally forces you to stay focused.

One thing I love about the Action Machine is the detailed reports that can be generated for the time spent on tasks, lists, days, weeks, etc.  Anyone who bills by the hour could use the Action Machine to clock their client activities throughout the day, week, month, or even year.

The Action Machine is not a free tool, but the increased productivity that results from its use is well worth the small fee.

Productivity Tool #5: My Own Customized Voice/Text PBX System

Cloud communications technology has made it possible to design complicated PBX systems for the routing of voice and text data.   At TelCon Associates, we have been hard at work designing new ways for our clients to not only reduce telecom costs, but also to provide tools that will increase their productivity.   We are now designing custom PBX systems – hosted in “the cloud” -  that will do just that.

With me as their first guinea pig, our tech guys designed a system that integrates all of my communications devices from just one dedicated phone number. My personal PBX gives me the ability to control exactly how my calls and texts are routed – even by day and time.   It integrates voice calls, texts, and even transcribes my voice mail messages and sends them to my email account.

Another positive is that because my personal PBX ties in all of my communications devices with one dedicated virtual number, I never have to give out my cell phone number to anyone.

TelCon Associates will soon be offering these types of hosted PBX systems to small businesses who need more control over all of their communication devices and their users. 

Technology can be very useful in making your work day more productive, but don’t forget about things like a healthy diet, regular exercise, and a good night’s sleep.   Without those, no to-do list in the world will be good enough to overcome an unproductive workday.

Comments