The topic of working remotely has been on the news lately with Yahoo’s ban against remote work.  Though Yahoo has found remote working to be unproductive for their company and objectives, it is no longer just a trend for professionals.  According to The Sloan Center on Aging and Work at Boston College, a 2012 global workforce survey revealed that “nearly half (47%) of our global sample work remotely or in some kind of flexible arrangement.”

For those mobile professionals, telecommuters, salespersons on-the-go, and professionals in co-working spaces, we are featuring a Mobile Professionals Checklist to help you stay productive wherever you go.  We’ve got the essential apps you need, helpful products to use, and tips to help manage your day.  Download the Mobile Professionals Checklist now!

Did you know perfectionism is actually a form of procrastination?

When the deadline has been met or the job completed, instead of moving onto the next project, perfectionists tend to drag things out until every detail is perfect (you know who you are). Striving towards perfection is admirable, but being a perfectionist can sometimes be an obstacle when you’re trying to move forward on a project.

Here are some secrets from a “recovering perfectionist”:

1. Use a timer: When you really need to focus, set a timer for every 15 minutes to remind you that time is passing.  This encourages you to just “get it done” rather than worry about minute details.
2. Remember things don’t have to be perfect: Sometimes you just have to make it work, especially when collaborating with others who are waiting on you. If you’re a visual person, write a note to yourself that reminds you to just get it done.
3. Set deadlines and tell someone about them: Since perfectionism is a form of procrastination, it’s important to set a deadline.  Then inform a colleague of your deadline so they can hold you accountable.
4. Get up from your desk and do something else: Sometimes you just need a break to clear your head.  Go for a walk, get some water, or complete a task that requires less concentration.
5. Resist the urge to keep everything: It may seem unrelated, but if you’re the person who everyone comes to for information (and perfectionists often are “that person”), it’s hard to get rid of things.  But the reality is that you don’t need to keep everything.

Are you a perfectionist? What are some tips you have for perfectionists?

We all have personality quirks. Some are good, some are bad, and others fall somewhere in between. For small businesses, a couple unproductive personality quirks can have an enormous impact on the overall efficiency of the company. Here are ten personality quirks that might be hindering productivity at your office:

1. The Social Butterfly: There’s a fine line between making good conversation and always conversing.  The Social Butterfly can often be found talking on and on about their weekend plans or something they overheard - bringing the rest of the group’s attention away from deadlines.
2. The People Pleaser: When someone can’t say no, they tend to overcommit themselves and miss deadlines. While it’s wonderful to have someone who is willing to take on projects, missed deadlines will negatively impact the entire team and their productivity.
3. The Distracted One: Do you know anyone who tends to click on every email/app/text message that crosses their view?  They are easily distracted by social media updates, fantasy football, or breaking news. The next thing they know, they’ve lost an hour of time they could have spent working on a work-related project.
4. The Perfectionist: Perfectionism can be really helpful in certain situations, however sometimes a Perfectionist can be so tunnel-visioned that they don’t see other opportunities or ideas while they focus on completing a task to perfection.
5. The Multitasker: Multitasking actually decreases efficiency. The Multitasker thinks they are getting ahead by juggling several projects at once, but in reality they are better off batching similar tasks together.
6. The Reactor: Is anyone in your business prone to reacting to situations, rather than being proactive and handling them?  It’s hard to build a business when people are averse to taking initiative.
7. The Idea Generator: Entrepreneurs and innovators are huge assets to small businesses, but an Idea Generator comes up with too many ideas and doesn’t turn those ideas into an actionable plan. They get the team excited about an idea, but never follow through.
8. The Overly Organized Person: Yes, this trait can actually harm productivity.  If someone is spending all of their time organizing (doing unnecessary tasks for the sake of being completely organized), they aren’t getting any meaningful work done.
9. The Procrastinator: Procrastination can actually be a form of perfectionism. Perfectionists tend to put off tasks until the last minute because they think a better idea will pop into their head. Procrastinators are often found running around at the list minute to meet deadlines and sometimes they rope their co-workers into helping them at the last minute.
10. Flat Out Lazy: What can we say? Some people are just plain lazy and the team has to pick up the pieces.

Do you have any of these personality quirks in your office?  How do you deal with them?

There are so many productivity blogs out there, but how do you know which productivity blogs are worth reading? We have compiled a list of our top ten productivity blogs that can help you boost your efficiency and time management:

1. Lifehacker

Lifehacker posts frequently on a variety of topics—from productivity to tech to DIY projects—but everything comes back to saving you time.  Some of our favorite posts are part of their “How I Work” series, where various professionals detail how they stay productive.

2. Time Management Ninja

We originally stumbled upon this blog because of the title, but over time, it’s become clear that author Craig Jarrow has a knack for time management.

3. The Productivity Pro

Laura Stack does a nice job of addressing leadership and productivity topics on her blog.  While many of the blog posts are a little long for our liking, there are some beneficial tips underneath all of the words.

4. Geek’s Guide to Getting Things Done

It primarily focuses on how technology can help you get things done.  From app reviews to innovative workspaces, author UberTech does a nice job of putting together relevant and concise posts.

5. Outlook Blog

Microsoft Outlook is one of our favorite tools for staying productive.  This blog helps us stay on top of the latest features as they roll out.

6. GTD Times

It’s David Allen’s official blog…need we say more?  If you enjoyed his book Getting Things Done, you’ll find his blog a natural extension of the book.

7. Evernote Blog

At Innovatively Organized, we use virtual notebooks to organize all sorts of things.  The Evernote Business blog not only let’s us know when new features are released, but it also features creative ways to use Evernote for your business.

8. Work Awesome

We love this blog because it’s about being awesome!  But in all seriousness, the productivity category of the blog has engaging content with actionable items you can implement.

 9. Productivityist

Mike Vardy consistently writes guest articles for a number of productivity websites and blogs, but this one is all his own.  His articles are quick and to the point so they won’t waste your time.

10. Cloud Productivity

We are always on the lookout for how we can utilize the Cloud to increase efficiency and author Jeremy Roberts does just that!  From cloud technology news to productivity tools, this is a notable blog to add to your feed.

We hope you start following some of these blogs and learn some new skills along the way.  And of course, let us know if there are any blogs that you think we should read that didn’t make our list.

Think you’re the only executive or manager that feels like there’s never enough time in the day to get everything done?  You’re not alone: other small business owners feel pressed for time too.

According to a recent Wall Street Journal article, “Bosses Struggle With Time Management, Too,” many executives “aren’t happy with how they’re managing this limited resource.”  In fact, a survey found that just “52% said they were spending their time in a way that matched their companies’ strategic priorities.”  The article classifies four types of executives—online junkies, schmoozers, cheerleaders, and firefighters—based on their time-use habits

The article demonstrates why time management is becoming such a crucial problem in business: professionals don’t know how to track their time and companies don’t offer guidance. 

When people want to save valuable resources, they start tracking how they use it.  For instance, when an individual wants to save money, they track where they are currently spending their money.  The same concept applies to saving time: the first step in time management is to start tracking how you currently use your minutes and hours.  Track your time for one week, evaluating where you spend your time.  From there, you can start finding ways to save time or use it more effectively.

Do you ever feel like your to-do list isn’t cutting it? You’re not alone! Many clients we work with already have a to-do list, but they need a few quick tips to make them more efficient with their task management. In this video, productivity expert Elizabeth Bowman reviews five ways your to-do list isn’t working.

For more time management tips, register for our upcoming Time Management 101 webinar on February 21, 2013 at 12:00pm (PST).

*Please note: the webinar has passed, but you can purchase a recording of the webinar here.

Are you a piler or a filer (and we’re not just talking about paper files)? Do you see piles of paper around your desk or rows of organized folders in your file cabinet?  Are there dozens of inconsistently-named documents on your computer or organized, easy to navigate folders and sub-folders?

To help you identify where you lie on the spectrum, here are common “symptoms” of both pilers and filers:

You might be a piler if…

• You are surrounded by piles of paper that you don’t want to make a decision about
• You have a year’s worth of filing that has piled up because it hasn’t been assigned to anyone (or it’s been assigned to the wrong person)
• Your computer desktop is cluttered because your electronic files don’t have a “home”
• You rely on search to locate your electronic files
• Keep in mind: Though relying on search may work for you, it is not an efficient practice when sharing and collaborating with team members.  They have to be able to retrieve files as quickly as you.

You might be a filer if…

• You consistently file paper documents and electronic files as they come to you
• Every paper and electronic file has a “home”
• Keep in mind: Just because you’re a filer, does not mean you’re necessarily an efficient filer.  You can waste time if you have too many folders, which ultimately slows you down.

Which are you—a piler or a filer?  Are you the same for both your paper files and your electronic documents?

We searched high and low to find the messiest desk in Seattle, and boy did we find it!  We recently met with JoAnn, a busy professional and winner of the Messiest Desk Contest, to kick-off her office overhaul.

Last week, Innovatively Organized team members Jackie Chapman & Elizabeth Kent, got to see the space for themselves and congratulate JoAnn on her big win! As they straddled boxes and tip toed around piles of paper to assess the desk, they realized they are in for a fun challenge.

In talking to JoAnn about what she wants to use the room for we learned that, as a busy professional with multiple jobs, her goal is to have a functional office. Currently, she finds herself turning her guest bed into a makeshift desk because there isn’t a clear space in her office!

Next steps: We are working on a space plan and starting to sort through all of the papers, boxes, and files in her office. We’re very excited, so stay tuned for more updates!

Photo courtesy of Leo V. Santiago.

Finding time for yourself is hard enough, but coordinating time with co-workers or your team to collaborate is a completely different beast to tackle.  Sometimes if feels like the time spent coordinating a meeting takes more time than the meeting itself (talk about unproductive).

In order to stop wasting time and unnecessary emails to fit meetings into your team’s schedule, here are 3 ways to schedule more efficiently:

1.    Microsoft Exchange Server

If your team is already using a Microsoft Exchange Server for email, you can share your individual calendars.  With a few clicks of a button, you can see when coworkers are available, send them calendar invites and share meeting agendas. Here is a quick overview of how you can share calendars. If your team is not currently using a Microsoft Exchange Server, contact us for details about setting one up.

2.    Google Calendar

More and more small businesses are using Google to collaborate with their team and Google Calendar is no exception. Instead of having to individually invite people to share your calendar, you can set up a Google Group and invite everyone at once. Here is a quick overview of how to share calendars using Google.

3.    Doodle

Doodle is a simple tool to help you schedule more efficiently, especially when people outside your team are involved in a meeting.  The person coordinating the meeting can input a list of potential meeting dates and times into a form on Doodle. Doodle will automatically generate a poll to send to participants. Once all participants have submitted their availability, you can determine what works best for everyone and confirm the appointment time.

How does your team or small business schedule to collaborate or meet?  Do you use a shared team calendar?

Elizabeth Bowman, President of Innovatively Organized, recently met with Jed Etters, President of the Real Estate Innovation Network, to discuss how we can serve as an Outsourced Operations Department for real estate professionals.  REIN aims to provide a place where the real estate community can come together to network, learn from one another, and continue their education on a variety of relevant topics.

As one of REIN’s partners, Elizabeth joins Jed to explain how Innovatively Organized’s services help Realtors save time so they can focus on spending time with clients and selling more.

Watch the quick video with Elizabeth and Jeb to learn more about the partnership!