5 Programs That Can Help You Stay Organized At Work

organized at workNo matter how organized you may be, there comes a point where you get overwhelmed at work. Whether it’s due to growing responsibilities or a surge in clientele, we all get there. Thankfully there are a lot of helpful programs available to stay organized at work. From your evergrowing to-do list to client management, there’s a program for everything. Due to being busy, you may not have the time necessary to see what programs work best for you. This is why we’ve outlined 5 programs that can help you stay organized at work. Take a look at our list below and see if any of these programs will help you stay organized and manage your workload.

Stay Organized at Work with These 5 Programs

1. Trello

Trello is a great way to manage projects and tasks within those projects. Users can set up “boards” to denote projects, so each project is a separate entity. Within each board, users can create “cards” to represent tasks and “lanes” to track progress of tasks. With an easy-to-use interface, almost anyone can use Trello to their advantage. Trello also has an app that can be used on phones or tablets and features a compatible interface. Even more beneficial are the desktop and email notifications users can set up to make sure they don’t miss anything. If you’re feeling like you’re being pulled in too many directions, try Trello. With this helpful program, you’re able to keep all your projects in one place and track their progress.

2. Tomorrow.do

Do It Tomorrow may sound like the procrastinator’s dream, but it’s not quite that. This easy to set up and even easier to use program is a quick signup away and completely free. With Do It Tomorrow, you’re able to consolidate your to-do list in one place (and even set it as the first page to open when you get to work!) The way this program works is quite interesting. First you fill up your to-do list with all your tasks. You can set tasks that need to get done today and tomorrow. Once your tasks are all in place, start marking them off as you complete them. Anything that doesn’t get done automatically gets pushed to the top of the list the next day. It’s a great little program that can really keep you focused on the task at hand and the task ahead.

3. Google Drive

If you’re aware of Gmail then you’re probably aware of Google Drive. However, what a lot of people don’t know is the limits you can push Google Drive to in order to work it to your advantage. With Google Docs, Google Sheets, Google Calendar, and Gmail, Google Drive really has everything you need to manage your work. And it all stays in one space which can be accessed from any computer, phone, or tablet. One of the best things that Google Drive offers is practically endless storage space. So, if you’re looking for a storage program that you can access from your home, office, or vacation spot and offers a wide variety of functions check out Google Drive. It’s another user-friendly platform that most office workers utilize for at least some sort of organization tool.

4. Dropbox

Dropbox is another great tool for file management and photo storage. This program has been around for quite a while and has a large following, so it’s likely you’ve received a Dropbox link from someone trying to share files or photos with you. While Dropbox is a great platform for sharing documents, photographs, and large files, the platform has memory restrictions. If you find yourself falling in love with Dropbox, you’ll need to be on top of managing what you store in it or ready to upgrade your file storage size.

5. Hootsuite

If you work with social media at all, it can get overwhelming and that can happen quickly. Almost all social media managers use some sort of online program to help stay organized. Hootsuite is one of the most popular programs for just that. Hootsuite is a social media management tool that allows users to schedule social media posts well into the future for publication. With the ability to manage Facebook, Twitter, Instagram, and more from one place, Hootsuite saves users time and headache. Hootsuite, like most of the programs we’ve covered, also has a user-friendly app that can be used on phones and tablets alike. This allows you to take your social media management with you on the go and never miss a post.

While these are five tools that we’re familiar with, there are tons of other programs to help you stay organized at work available. We recommend looking around and finding the programs that work best for you. Most are free and those that don’t offer a free trial for some amount of time. Try out different programs until you find the right fit for you and your workflow. Being organized at work can help to reduce stress and increase job happiness, so find what works for you and use it to your advantage!

At Number8, we offer onshore and nearshore product development support to companies large and small. Throughout our company, we hold high regard for job happiness and find that being organized at work helps to keep our employees happy. If you are interested in learning more about what we do or getting in touch with us, visit our Contact Us page or give us a call at 502-890-7665.

7 Tips on How Stay Productive at Work and Avoid Distractions

With the Internet right at our fingertips, it can be hard for those who work in front of a computer all day to not get distracted. From social media, to the news, to online retailers, there are plenty of outlets available that can keep you from working. As online marketing continues to advance and advertising appears everywhere it can seem impossible to escape. However, there are certain steps one can take to stay productive at work and avoid distractions.

At Number8, we have almost two decades of experience in software development. From working with Fortune 100 companies to tech start-ups, we have vast experience in the IT sector. Our project managers and nearshore development team want to deliver the best product and customer service in a timely manner. In order to achieve the timeliness we’re so well known for, our team has to stay productive at work and avoid distractions. We’ve decided to share some tips on how our development team avoids distractions at work when having a world of distractions right at their fingertips.

7 Ways to Stay Productive at Work and Avoid Distractions

1. Unplug from Social Media

Social media is, without a doubt, a huge distraction at work. While you may prefer to pass your time at home scrolling through news feeds, at work it’s not the best use of your time. There are a few ways to go about unplugging. For some, setting a schedule of when they are allowed to check social media and setting a time limit is enough. For others, they need to get more drastic because they can’t stop checking in. There are some helpful extensions that will block social media for you including StayFocusd and WasteNoTime. Freedom is another extension that will block social media sites on your work computer and allow you to stay productive during office hours.

2. Keep Your Desk Organized

A messy space usually reveals a messy mind. By keeping your desk and workspace neat, you remove a lot of distractions. Experts recommend taking 5 to 10 minutes at the end of your day to pick up your desk. Organize your papers, wash your dishes, make sure your calendar is up-to-date, and anything else you may need to do before leaving for the day. This ensures that when you walk into the office the following morning, your desk space and headspace will be ready to get started on the day’s tasks ahead.

3. Break One Large Task Into Small Tasks

It can be easy to find reasons to distract yourself from a large task at hand. Perhaps you don’t have enough time to get it all done before you clock out. Maybe you have a lot of smaller things that will be easier to knock out, but don’t have the urgency of the one large task. When you find yourself avoiding a large task, it’s time to change your approach. One of the best ways to tackle larger projects is to break them into smaller, more manageable tasks. This will help you to not waste time worrying about where to get started. This approach also allows you to take a few days to complete the large project without getting burnt out or overwhelmed.

4. Harness Optimism

Positivity breeds productivity. This has never been a truer statement than when you’re at work. Being positive in the office has so many benefits. Your coworkers will respond better to you when you’re positive. Your positive attitude will keep the stress away. And your optimism will make it easier to stay focused on your tasks because you’ll enjoy them. There are a couple of ways to harness optimism in the office.

One of the best things to do is mentally remind yourself you are capable of doing your job correctly and well. Develop a mantra that helps you focus on this thought. Something as simple as “I am capable” will work. Smiling when you walk into the office also helps associate optimism with your workplace. When you aren’t stressed or sad, it is a lot easier to focus on the task at hand instead of looking for ways to avoid getting your work done.

5. Quit Multitasking

Once, long ago, multitasking was marketed as the bee’s knees of the office world. This somewhat coincided with the mass-market of the home computer. The computer was seen as a tool that could allow you to do multiple things at once; however, in this day and age multitasking can be detrimental to productivity. If you’re looking to be more productive at work, it’s time to focus on the task at hand then move on to the next full task. Going back and forth between projects will only hurt your productivity. And it may show in your finished projects, too.

6. Don’t Neglect Your Health

Just like optimism can make you more productive at work, so can being in good health. Experts say it is especially important to exercise daily, eat well, and get enough sleep to perform your job to the best of your abilities. Exercising regularly and getting the recommended 8-hours of sleep makes it a lot easier to overcome stress. Healthy eating literally fuels your body, so being in good health is important in regards to being productive at work. When you can overcome stress and get through the day without tiring, it’s a lot easier to take on a task at hand instead of procrastinating.

7. Keep a To Do List

For some, keeping a task list at hand can seem like an old fashioned way to manage time. However, starting your morning by taking 10 minutes to write up a list of what you’d like to achieve that day is one way to plan a productive day. Whether you want to write it down so it is with you wherever you go or use an online application, like Do It (Tomorrow), outlining your day will help you to be more productive. Additionally, by having each task laid out in front of you, it will be easier to go straight from one task to another without getting distracted between and losing precious work time.

If you’re feeling less productive at work, the first thing to ask yourself is “what changed?” Did your job take a turn towards something that doesn’t interest you?  Try to focus your to-do list on aspects of your work that do. Are you feeling burnt out? Try getting more sleep and changing your diet. Or are you spending too much time on social media? Try setting boundaries for yourself or using a social media website blocker.

Naturally, your productivity will ebb and flow throughout the year. This is especially true around seasonal changes, but that doesn’t mean it has to stick. If you’re finding yourself easily distracted and less productive, the first step is to acknowledge it and the second step is to be aware of it moving forward. Then you’ll be able to find the best ways for you to stay productive at work and avoid distractions.

How to Approach Project Management the Agile Way

An agile approach to project management has become prolific within many industries ranging from software development, construction and even marketing. Approaching a project the agile way ensures the product meets the client’s needs in a timely manner. The agile method also specifically makes room for improvements along the way rather than at the end when a lot of effort has already gone into the finished product. The result is often a shorter development cycle and quicker product release.  

However, an agile project manager’s duties differ from that of a traditional one’s. While the typical project manager is tasked with communication and quality control and manages the scope, cost, risk and personnel, many of these responsibilities are spread throughout the team in an agile workforce. 

Agile encourages team members to determine how to best achieve their tasks, report on their progress and determine their own schedule. Instead of a project manager, teams evaluate their own time and cost as they move through their work. Project goals are set by what is called a “product owner” and an agile project manager is referred to as a “scrum master.” 

The scrum master (or agile project manager) deals with problems as they arise and handles interruptions so his or her team can focus on the work at hand. This often comes in the form of facilitating meetings and discussions, removing progress blockers and setting priorities.

While traditional project management dictates a detailed master plan that must be followed, the agile way aims to determine the requirements as the project progresses. For this reason, an agile project manager tends to only be utilized in particularly larger complex projects. 

When approaching project management through the agile mindset, one must:

Be Flexible

Agile is built to incorporate regular feedback, updates and changes in requirements. While it’s important to understand the end goal and overall scope of a project from the start, an agile project has many cycles to it’s completion. Therefore, an agile project manager must be flexible enough to work with what is thrown their way rather than adhere to an unchangeable itinerary. 

Prioritize Client Satisfaction

At the end of the day, project management has always been done in the name of customer service. This is perhaps exemplified in the agile model as a project manager is in constant flux when it comes to meeting a client’s ever changing needs. It’s important therefore to remember that the end goal is to ultimately satisfy the client even if it’s at cost to the original plan.

Embrace Meetings

Coordinating with team members, stakeholders and clients still remains a large part of an agile project manager’s role. The agile methodology embraces daily meetings often called “scrums” where everyone participates in team transparency. During these scrums, everyone shares what they accomplished the day before as well as what they are working on that day. These are brief workflow updates and can even be done standing up. If not done in person, video conferences are another way of establishing accountability. 

Be Prepared to Problem Solve

Central to an agile project manager’s responsibilities is the ability to quickly adapt and correct course when need be. Continuous improvement ultimately saves valuable resources by reducing the risk of a larger scale failure in the end.

At Number8, we help project managers connect with highly trained and efficient IT support to help reach company goals. If you’re interested in learning more about Number8 and what we do, give us a call at(502) 890-7665, or check out our information page!