Whether your a large multi-national corporation or a local Miami SEO expert who needs to track every task, using the right tech can help you be more efficient, and ultimately save time and money for your agency.
The minutes and hours really do add up, frighteningly so. If you’ve got a team of 10 people who all spend 10 minutes a day on an unnecessary task, that wasted time adds up to 12 weeks of combined dropped productivity over a year.
Imagine what having an extra person in for 12 weeks of the year could achieve? Well, the good news is, you don’t need to get recruiting – there’s tech out there that will boost productivity and free this time up for your current team.
We had a chance to sit down recently with www.tobiasgillberg.com who shared some of the ways he uses tech to increase productivity within his SEO agency.
- Calendar apps
It’s possible that you already use a calendar app – but not many people full integrate them with life and get the most out of them.
By taking some time on a Sunday evening – or whenever best suits you – entering your forthcoming week into the calendar gives you something resembling a roadmap for how your week is going to pan out.
It also starts to give you some realistic indications of how much time you’ve got to work on SEO projects while considering your other commitments. Just planning your week opens your eyes to how limited time can be – reframing your attitude toward what you’re going to do while you wait for the train or have a bit of an extended lunch break…
What’s more, get the rest of the team (and your email auto-responder!) onside and you’ll never find yourself double-booked again.
- Password apps
“The email and/or password you entered cannot be found”
No problem, must have just been a mistype.
“The email and/or password you entered cannot be found”
Accept it, you’ve forgotten it – so you’re going to have to ‘click here to reset’ and wait for it to land in your inbox – or, somewhat inevitably if you’re pushed for time, in your spam folder.
If this process is a recurring thorn in your side, it’s time to install a password manager. A simple piece of software that keeps all your passwords under lock and key – autocompleting them when you reach a log-in.
It also means your security is ramped up too – while our puny human brains can only remember established patterns and words, password management software will have no problem remembering seemingly non-sensical strings of letters, numbers and symbols.
- Track your time
Tracking time is as eye-opening as using an app to track your calorie intake for the day. Just as it’s amazing to see quite how all those jelly babies and vending machine trips add up, it’s equally amazing to see how you manage to drop 5 minutes on doing absolutely nothing (or eating jelly babies).
Tracking your time isn’t going to save you time per se, instead, it’s going to open your eyes to how horrifically unproductive you are. And believe us, you are. It’s not a criticism of you directly, it’s just that us humans do a pretty poor job of keeping track of time accurately, so you might think that a few minutes here and there don’t count – but when you begin to realise you spend 2 hours on social media each day, you can begin to do something about it.
Wasted social media time eh? Pah, we’re all too professional for that, which takes us on to our next tip…
- Block the distractions
Don’t worry, we know about the sneaky peeks on social media through the day. We all do it.
If we didn’t, the big networks wouldn’t be worth so much. They’ve got a host of design features all intended to keep you going back for more – all the way through the day. You’d almost be superhuman if you can resist it.
Lucky for us, there’s a variety of tools like Cold Turkey and StayFocusd that limit spending your browser time on such sites. Stop relying on willpower – Facebook invests too much money in trying to break it, instead, put software in your way and you’ll see your productivity levels head for the stars.
But what if you just can’t stop? Well, good news, these apps and extensions allow you to set yourself little rewards – so you might even be able to turn your bad habit into a goal based system!
- One online brain
If you’re used to keeping your brain workings in different places, finding an online solution might save you the time and effort of remembering where everything is.
We’ve all got a notebook, email, Word documents, note apps and voice memos that we’ve thrown our best ideas into – and that’s great – until you need something quickly. Search back through chats, scour your notes and text messages and you’ll still sometimes be left wanting.
If instead you decide to use a tool like Evernote, you can be certain that all your notes are going to be in one place. Don’t worry if your iPad is at home or your phone’s just died, you can sync across every device to make sure you’ve always got all you info to hand.
- Cloud collaboration
Cloud storage isn’t just storage anymore, it’s more like a digital office that all your documents and projectss live in.
That’s because cloud based collaboration is firmly here. Remember the days of having to send a spreadsheet to someone, renaming it when it comes back, over-writing your own copy to avoid confusion then sending it on to someone else to edit before it’s submitted?
Well, kiss goodbye to those headaches and just share the file with everyone who’s got work to do. It never leaves the drive, changes are done in real time and old copies can be reverted back to should anyone make a mistake.
Working as a team in the cloud saves extraordinary amounts of time – and huge amounts of storage and editing ability is completely free.