When running a business, there’s always a lot of organising to do. You are likely to be familiar with the good old spreadsheet, something that is standard when it comes to managing the many tasks, processes and projects that you do every day. Similarly, you may use database software to collect information, create files, records and reports. But what if there was an easier way to handle this information? Let’s meet Airtable!
What is Airtable?
Airtable is an online spreadsheet tool and database all rolled into one, allowing information to integrate between the two, as well as being shared from other apps, and makes it easy to store structured data. Its flexibility makes it ideal for many types of project and information collation, both in a business sense and for personal use. Here are some of the top features:
Unlike Excel or Google Sheets, Airtable can display information in many ways. For example, you can use tables, columns, or even photos to display items in a way that suits your working style. Within the Airtable workspace area, you can access a calendar view, gallery view, and a Kanban view, where information is shown as cards in a stack that can be dragged and dropped to where you need them. Organising and storing information using Airtable’s colourful interface makes boring spreadsheets and databases a thing of the past!
Most businesses use databases, for example, a contact list of suppliers, a customer database, or staff records. Airtable has all the features you need to create any kind of database, such as single bases, tables, input fields, records and different ways of viewing information. The information added to each base can be relational, making it easy to create, add to or bring up records at the touch of a button. There are also over 200 templates that you can customise if you prefer not to start from scratch. With Airtable, finding a specific piece of information is quick and efficient, as is accessing a ‘bird’s eye view’ over your databases.
Connection to other Apps
Airtable can seamlessly integrate with other apps and software such as Google Sheets, Zapier, Slack, Google Calendar, and Dropbox. This makes it easy to share information to and from Airtable, and collate it in a single place.
This is a key feature that helps you streamline your processes and save time. Using Airtable means you can set up triggers that create an action to be performed. Triggers could include the new addition of information to an area of your database, such as a new record or an amendment to an existing one. This reduces the time spent on those repetitive tasks and makes you, or your team, more productive.
Airtable has many collaboration features that enhance communication between team members. Different permissions can be set for people, such as editor, creator and commentor, and you can notify someone in a comment using the @ symbol with their name. This fast communication allows teamwork to move faster, as everyone has access to the same information.
Using Airtable has the advantage of saving time and increasing productivity for you and your team. Rather than installing technically complex database software and tweaking it for your business, which can often require coding skills, Airtable has simplicity, yet also the power and features you need.
If you think Airtable would be a good fit for your business, why not get in touch for a quick chat? I can help you see the benefits it would have for your specific business, and how it could make a difference. Feel free to schedule a call or send me an email!
There’s a fine art to productivity, and ‘how to be more productive’ is a very popular internet search. There are a staggering amount of tips, apps and tools that claim to make you more productive as a person, both in your work and your home life. With so much choice, learning to be more productive can actually become overwhelming in itself, leading to even more procrastination and uncertainty about how to tackle your tasks. Sometimes we need to learn to switch off in order to get stuff done!
Are too many productivity tools slowing you down?
To begin switching off, take a look at all the tools you use on a daily basis. There are some great productivity tools out there, and something on offer for almost every kind of task. For example, there’s ClickUp, Trello and Asana for project management. There are diary management and scheduling tools such as Calendly, and social media management tools such as Loomly and Hootsuite. What about basic Google Docs and good old-fashioned pen and paper? They are also common tools people use every day.
It doesn’t really matter what tools you use, as long as they work for you. Once you have found something useful, stick with it. It’s much better to use one or two tools effectively than waste time trying to manage several tools at once.
The benefit of being offline
After a storm in rural France where I live, I was without internet. You can read about it here. At first, it sent me into a kind of spin, as much of my work is based online. But, being without internet actually allowed me to focus and be more productive as a result.
The problem with the internet is that it is a huge distraction. You could be working away and you notice a new email ping into your inbox, so you stop what you’re doing to read it. Over the course of a day, many small distractions can lead to a big decrease in productivity.
When online, you probably have a lot of tabs open as you jump from one page to another. This encourages multitasking, which is yet another method of working that really slows you down.
If you do need to be online to do a particular task, turn everything else off. This means putting your phone on silent, closing down unnecessary tabs, including email. You will find that you get the job done more quickly, and often with much less stress and pressure as other things aren’t competing for your attention
Take regular breaks
If you are someone who struggles with productivity, taking regular breaks throughout the day can help reset your mind before continuing with a task. It might sound contradictive to take more breaks when you are busy, but when you are feeling stressed over a task, working without a break can lead to burnout and make you feel miserable! You will find you get more done in twenty minutes of positive action followed by a short break, than in an hour of slogging through a task with no break in sight.
The bottom line
Many people get caught up in the productivity trap, where they become so keen trying out new apps or reading about productivity online that it has the opposite effect. Sometimes you simply have to switch off the distractions and get stuff done!
The world will not stop if you don’t check your email for a few hours, or you turn off the notifications on your phone. By prioritising one task and zoning out the rest, you’ll be surprised at how much you can achieve.
If you are feeling overwhelmed and would like some help with online business management, feel free to get in touch!
Do you use a project management system? If not, why? A good system can make a big difference in how you plan and organise your time, not to mention your stress levels!
Sometimes it can be daunting to begin with a new app or software, especially if you don’t understand the features, or maybe you don’t have time to sit and learn about it. But that’s where this guide comes in! Here’s everything you need to know about ClickUp, a project management system that can help you grow your business and manage your time more effectively.
What is ClickUp?
ClickUp is a project management solution that enables you to easily manage your business, team, and all your tasks in one place. Designed for individuals as well as teams, there are plenty of ways that ClickUp makes life easier. Here are a few of the reasons why I love using this project management system:
- Communication – collaboration between team members has never been easier than with ClickUp. Get instant messages and notifications to do with tasks, much like a chat thread. You can see who’s online, invite people to projects, and each team member can see who else is watching or involved in the project or task. This means questions or problems can be sorted out quickly, and everyone knows what each other is working on.
- Tasks and Subtasks – each larger task can be divided into a number of smaller subtasks, helping to break projects down into chunks. You can assign responsibility for any task or subtask to different team members. This step-by-step overview allows each person to see clearly what is expected at each point of the journey. When everyone knows what they are doing, it saves so much time!
- Task Status and Dependencies – another useful feature of ClickUp is that you can add dependencies to tasks, so that it shows what needs to be done, in order, before the task is complete. You can also customise the task status, such as marking it for review, open, in progress, issues found or done. Colour coding means you can see how your projects are progressing, all at a glance.
- Automation and Integration – there are lots of useful automation tools to use in ClickUp, where you can trigger an action once a condition is met. Inside a task, there’s an option to track time. You can also sync to calendar, integrate your email accounts, proof and edit PDFs and much more. New apps, or ClickApps are often developed, so there are always plenty of new ideas to try. If you feel overwhelmed by features, you can toggle off the ones you don’t need.
- Free Forever Plan – what makes ClickUp stand out even more is that it is free to use. You have the option to add unlimited tasks and unlimited members for free, unlike other project management tools that want you to subscribe for a fee each year. With the free version of ClickUp, there are more than enough features for most businesses. But, if you did want some advanced features, such as unlimited storage and integrations, you can even make a deal to set your own price!
If you are still on the fence about using a project management system like ClickUp, I recommend checking out the ClickUp and AskYvi YouTube channels, as these show some really helpful tips on making the most of this tool. They can also help you get started more quickly, especially if you don’t have time to read through the learning guides shown on ClickUp.
A good project management system can be a game changer for your business, not to mention the benefits it brings to your own time management. For more advice on using ClickUp, or for any other questions about online business management, feel free to get in touch!
Managing time effectively is about more than upping your productivity. It helps you think creatively, enjoy your work, and get a work/life balance that benefits you and your business. Time management is key to feeling good about what you do, but to do that, you need systems. Here are some examples of systems that can help you organise your time so that you become more organised and efficient.
Before we dive into the nitty-gritty of time management systems, it’s a good idea to think about who you are. Your personality plays a key role in how you tackle tasks, your style of operating, and how you interact with others. When coming up with systems to help you manage time, something that works with your personality is going to be better than something that doesn’t fit well.
Tried and Tested Time Management Systems
This is a great idea for all those procrastinators out there (you know who you are!). The Pomodoro Technique is where you use a timer set for a specific amount of time. During that time you commit to working on a task without distractions. When the timer stops, you stop. Traditionally the timer is set for 25 minutes, followed by a short break, but you can set it higher or lower to suit your individual preference.
What is good about this is that you can fool your brain into working on those less appealing tasks. After all, we can all stand 15 minutes of concentrated effort, even if we don’t feel like it. But, what happens during that time is that we often find our flow. It becomes easier to finish the task. And if you don’t, then at least you have made progress, which is better than still being stuck procrastinating! All you need for this is a timer and willingness to commit.
Forget to-do lists, time blocking is a far more effective method of organising your time and tasks. Time blocking gives you a visual representation of how your day, week or month is planned out. There are apps out there you can use, good old Google Calendar or even a spreadsheet works as a daily planner.
Using colours for time blocks helps you differentiate between activities. For example, you could use different colours for different clients, or one colour for admin type tasks and another for scheduled meetings. You don’t have to stop with work either, you could schedule time blocks to include time spent with family, exercise and relaxation.
Time blocking helps you get a balance between work and life, because you can see exactly where your time is being spent. If your planner shows too much of one colour, then maybe it’s time to delegate or make some changes.
The 1-3-5 System
Rather than a traditional to-do list (that often simply makes us feel overwhelmed), the 1-3-5 system is where you write down a series of tasks you want to complete that day.
- 1 high priority task/ large task
- 3 medium tasks
- 5 small tasks
This makes your priorities easier to manage, and helps you to make progress without feeling overwhelmed. It is amazing what you can achieve, and how much better your time is spent when you have a system, as you stop wasting energy trying to do it all at once.
Most of us will be familiar with time tracking apps. Many entrepreneurs and freelancers use them to track billable hours. But, it is also very useful as a tool to show you what you spend most time doing. Time tracking apps that I use are Rescue Time, and Timing App. These can be set to run in the background so you can review how you spend your time when it suits you.
Having this insight means you can devise a new schedule where you spend appropriate amounts of time on tasks, and organise your time more effectively. It helps you to see where to streamline your processes, such as through using automation. Or what tasks you could outsource to a VA or OBM.
My Business Task Audit is another way to gain that insight into time spent on tasks. Its free, and could give you that organisational push you need to take control of your time, rather than it controlling you.
When we have poor time management, we have more stress and are less productive. Having some simple systems in place can transform how you work, increase your energy levels and make you feel more positive. It is amazing how a simple shift in how we spend our time can transform how effective we are at work, as well as how we feel.
If you are looking for some help in developing systems and processes that can make more of your time, feel free to get in touch!
Tools help us to organise and manage work effectively and efficiently, and as many small businesses and entrepreneurs use them, there are an increasing amount available. From CRM systems and project management, to email marketing and workflow automation, there are hundreds of tools to choose from. So, how do we know which is best for the job? Here’s a quick guide to ten of the best tools every small business should use.
- Asana – a tool that allows multiple teams to work on multiple projects. Tasks can be viewed as lists or scheduled into a calendar, and messages or updates to do with tasks are clear to see. Asana can email your team each day to remind them of their daily goals. Its intuitive interface makes it one of the most popular management tools in use.
- ClickUp – an effective tool for teams to collaborate on multiple projects. There are some cool features that make it different from Asana, such as being able to turn comments in to tasks to assign to others, plus its Forever Free plan means you can use it for unlimited projects and unlimited users.
- MailChimp – with MailChimp, you can manage your email subscribers, set up auto-responders, send lead magnets, and split-test campaigns to see what works well. You can also create templates to save you time writing emails, plus it provides excellent real-time tracking of how people respond to your emails, such as who opens them, what links are clicked, who unsubscribes and what email addresses bounce. This popular email marketing platform has a free plan to get started with.
- InfusionSoft – this tool is great if you want everything that MailChimp does, but combined with some awesome customer relationship management (CRM) features. Use InfusionSoft to help convert leads into sales, segment your subscribers to send specific emails to different groups, and use the built-in ecommerce platform to sell to them directly.
- Hootsuite – a useful tool that manages all your social media platforms in one place. You can pre-write and schedule your tweets and posts in advance, respond to new comments, see your feeds and new followers all within Hootsuite. This saves you hours of time going between social media platforms and makes it easy to engage with followers.
Files and Documents
- Google Drive – Google Drive makes it easy and convenient to share and store files. This cloud-storage platform means that anyone can view a file provided they have internet access and an invite. For business owners, you can allow team access so people can work in collaboration on documents and spreadsheets, and they are synced in real-time. That means that anytime someone views a file, it is always up-to-date. In addition to file sharing, it is also easy to connect with your team through chats and video using Google Meet.
- Calendly – an absolute time-saver when it comes to arranging meetings and calls, Calendly allows you to communicate your availability through a link, and customers or clients can book a call when it is convenient for them. This simple scheduling program syncs with your calendar, so you always know who is booked in and when. It also integrates with Zoom and Microsoft Teams. The free version is ideal for one user, and the price is low for other plans with more features.
Customer Relationship Management (CRM)
- HubSpot –a marketing and sales platform that is full of features to help attract customers, sell to them, and turn them into repeat buyers. It has the tools ready to create a fantastic customer experience as they journey through the sales process and learn more about your brand. It includes features such as email marketing, advert software, website tools and a service hub where you can collaborate with your team. HubSpot is an all-in-one solution to scaling up a business.
- Zoho – this CRM platform is similar to HubSpot, however it is more streamlined in terms of features. For example, it does not have the team collaboration ability that HubSpot does, but not all business owners want an all-in-one solution. Although the CRM part of HubSpot is free, Zoho offers cheaper pricing plans overall.
- Zapier – this platform allows for easy sharing of information between apps, helping to automate workflows. Connect two or more apps to create a ‘zap’, which then triggers more actions that you set, automating those repetitive tasks and saving you time. With over 3000 apps to choose from, there is not much that Zapier can’t connect!
Using the right tools for business is a must, as working efficiently saves you time and money. When you are not chasing to keep up, you can put your energy into developing and scaling your business further. If you are looking for advice on setting up systems to help you work smarter, or would like help to implement the right tools for your business, feel free to get in touch!