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Tips to Improve Productivity

It’s crucial for people of both small and large businesses to work as efficiently as possible, improve time management, and continue to grow the business further. Here are some tips to consider:

1. Create a to-do list each day – Lists help give you a plan for what needs to be accomplished. You could also have one for the week or even the month from which you pull daily tasks. There are also helpful apps and tools so you can access and check off items from anywhere.

2. Try to always give 100% – If your work is continually being interrupted or you keep getting distracted, it will take longer to accomplish your tasks. Try to cut out distractions and focus solely on the job at hand to knock out what you need to get done.

3. Don’t be afraid to say no – Depending on your line of work, you may have numerous opportunities and projects come across your desk, but trying to take on too much at once can be counterproductive. Don’t be afraid to say no now and then, as saying yes can drain time and energy.

4. Follow the 80/20 rule – The rule is that 80 percent of the results come from 20 percent of the effort. Is there something taking up a great deal of your time that isn’t yielding much of a return? Consider cutting it out to spend more time growing your business.

5. Start with a tough task – If you have 15 things on your to-do list for the day, consider starting with a hard task. While it might seem unpleasant, it’s often easier than trying to tackle it later in the day once you’re tired. When doing this, your day is already successful once that hard task is complete. Even if you don’t get other things on your list done, you still know you were productive and finished something Important.

6. Commit to 10 minutes of important but non-urgent work each day – The book The Seven Habits of Highly Effective People by Stephen R. Covey divides work into four quadrants: important, not important, urgent, and not urgent. When you evaluate and categorize your tasks into these areas, you may realize you’re often completing things that are urgent but not as important. Items that are both important and urgent should be done first, but some of the most valuable tasks are important but not urgent.

7. Automate when possible – Are repetitive tasks taking up a great deal of your time? Consider automating these tasks to improve efficiency within your company. Appointment scheduling, reminder emails, and marketing management are often good candidates for automation.

8. Don’t be afraid to outsource – If tasks are taking up your quality time that can’t be automated, consider outsourcing them, so you have time to handle your more critical items. Time is your most valuable resource, and a virtual assistant can help free up some of that.

The most productive people make every second count in continuing to work towards achieving their goals.

9. Combine smaller tasks – Are you often distracted by little nagging tasks such as responding to emails, making social media updates, or following up with a vendor? Instead of spreading them out throughout the day, batch them into a 30-60 minute time block. This cuts back on multitasking and task switching, which can decrease productivity.

10. Give yourself a break – Short breaks throughout the day can improve focus and productivity at work. Breaks could include eating a healthy snack, meditating, taking a quick walk, etc.

11. Get enough rest – While it might be tempting to stay up later or wake up earlier to get more done, the lack of sleep will catch up with you. It can increase your stress and negatively impact your health. As you become more exhausted, your productivity will continue to drop.

12. Avoid distractions – This may include kids, TV, social media, etc. Brains can’t multitask, so each time you become slightly distracted, your attention is shifted, and it takes time to regain focus on the task you’re working on.

13. Pomodoro Technique – This includes setting a time for 25 minutes, working, taking a 5-minute break when the timer goes off, adding a check mark to a piece of paper, and repeating the process. Once you have about 4 check marks, shift your break times to 15-20 minutes. This allows you to focus on a task but also takes the human attention span into account.


Taking advantage of technology and all of the available tools today can also be extremely beneficial for business.

CloudApp, for example, allows individuals and businesses to share information visually and instantly. You no longer have to explain your idea over the phone or via email. Send images, videos, gifs, etc. so your clients and co-workers understand the concept and no one’s time is being wasted.

Here are some apps that you could use to increase productivity and efficiency in your daily life:

1. Todoist – This is a great to-do list app to keep everything in one place and help you work more efficiently. If you create a task that says, “Have lunch with Bob at 12pm tomorrow #meetings”, the app will set a reminder for you at 12pm and file this task in your “meetings” section.

2. Trello – This project management app helps make managing people much less stressful. You can create cards for every task and organize them into different sections. Bonus productivity tip: learn how to add images to your Trello cards in seconds!‍

3. Slack – Large corporations are using this communication app to streamline efficiency. Various channels can be created for projects, departments, and clients. Team members can jump in and out of conversations as needed. With the CloudApp integration for Slack, record anything on your desktop and instantly share the recording in Slack:

4. Toggl – This is a time tracker app you’ll want to use, so you know how long you’re spending on different tasks. You can also use it for the Pomodoro Technique to focus on a task then take a short break.‍

5. CloudApp – This visual communication tool can save your team up to 56 hours a week. Did you know it’s scientifically proven that humans process images 60,000x faster than plain text? Our screenshot software, video recorder, GIF creator app, and image annotation features can help you get your point across quicker.‍

CloudApp is affordable and extremely productive.

Here are some examples:

1. Skip that meeting – Rather than wasting your time and the time of your co-workers or clients, showcase your thoughts by recording a quick video of your screen and sending it.

2. Improve collaboration – Quickly send over a few options with clear instructions to avoid unnecessary back-and-forth.

3. Share feedback immediately – CloudApp makes it easy to capture and share thoughts.

If you’re interested in trying it, the free forever plan is a great place to start. For additional features, subscribe to an upgraded plan for just $9+ a month.


How to Get CloudApp

All you have to do to stay organized is snip, copy, and paste. We’d love to hear how much snipping time it saves you. Register for your free CloudApp account here.