Tag: Business Tips

At one point in time, you’ve probably heard (or used) the phrase, “There aren’t enough hours in the day.” It’s a common expression that basically means you have too much to do and not enough time to do it. We all know what it feels like to have too much on our plates. Like it or not, life can get busy. But with the right strategies, you can truly make the most of every minute.

Are you ready to master time management and increase productivity so that you can make the most of the hours in your day? Here are six tips to maximize your time and minimize distractions.

1. Use Productivity Software

To make the most of the limited hours in a day, planning ahead and sticking to a schedule is key.

There are so many ways to go about this nowadays that you may feel overwhelmed by your options. Some people prefer to use physical calendars; others might create lists and set reminders on their phones. Productivity software is an excellent option because these tools are designed with productivity and organization in mind.

Online scheduling tools such as Calendar.com, Microsoft Calendar, and Google Calendar have countless capabilities to help you stay organized. You can time block and color code different activities (e.g., blue for personal meetings and red for work meetings). You can also set reminders, schedule recurring meetings, sync calendars with teammates, and so much more.

Online scheduling tools are only getting smarter, too. Using AI and machine learning, many online calendars become more unique to you the more that you use them. Once you habitually use a scheduling tool, you’ll see that it does the heavy lifting for you.

2. Start Time Blocking

When you start using a digital calendar, you’ll likely start time-blocking. Time blocking is one of the main reasons for keeping a calendar, and it has several benefits. This strategy allows you to plan each hour of your day using “blocks” for various activities. Scheduling every aspect of your day (breaks included) helps you stay on task and get a lot done. How much time you assign to each task is entirely up to you, so it also allows you to be in control of your day.

Time blocking is a great way to plan your days, but it also helps you understand how you’re spending your time. When you don’t have a tool that enables you to visualize your day, the days start to blend together. You can make improvements if you can see how you’re spending your time. This helps you become more productive and use your time better.

For example, if you notice that work meetings are taking over your calendar, you can make changes to fix this. Determine if any meetings are unnecessary, could be shorter, or could occur bi-weekly instead of weekly. On the other hand, let’s say you have two hours blocked off for lunch but find yourself working toward the end. Maybe you only need an hour for lunch. The more accurate your calendar is, the more efficiently you’ll spend your time.

3. Set Boundaries and Limit Distractions

Managing your time seems pretty easy once you learn the tips, tricks, and strategies to do so. Unfortunately, when actually putting them into practice, a lot of distractions can get in the way. After working hard to create a schedule and form healthy habits, you don’t want small things to derail your success. This is why it’s so important to set boundaries not only with others but with yourself as well.

Setting boundaries with others may involve saying “no” every so often in an effort to stay on task. This is a time when you’ll find keeping a calendar and time blocking extremely helpful. If your days are planned out, it makes it easier to say no to lower-priority tasks. Or, if the task is essential, but you’re too busy, you can schedule it for a later time. Similarly, setting boundaries with yourself is important. This involves becoming disciplined and limiting distractions. Stay on task, and if you notice things are distracting, get rid of them when you need to be productive.

4. Try Using a Time Management Technique

Time management can be a tricky thing to master. Fortunately, there are several time management techniques that help you to manage your time and boost productivity. If you prefer structure but don’t know where to start, a time management technique can be immensely helpful.

The Pomodoro Technique is a popular time management technique created by author Francesco Cirillo. A timer is used to split work into 25-minute intervals followed by five-minute breaks. After several consecutive work intervals, called a Pomodoro, you can take a more extended break for 15 to 30 minutes. This technique is thought to increase productivity because it improves people’s relationship with time. Rather than viewing time as a stressor, you have optimal work time to focus on tasks, and you’re ensured a break.

Many other time management techniques, including the Rapid Planning Method (RPM), the Getting Things Done (GTD) Technique, and the Pareto Principle. Find one that works for you, and stay consistent with it. These techniques are proven to be effective, and when used alongside other time management strategies, you’ll be unstoppable.

5. Make Sure You Prioritize Your Tasks

Another popular time management technique is the Eisenhower Matrix. The Eisenhower Matrix is the perfect tool for prioritizing your tasks. It helps you group tasks into categories based on importance and urgency. Tasks that are the most important and urgent require your immediate attention. Those that are still important but less urgent can be scheduled. And those that aren’t either should be eliminated or delegated. It’s easier to make the most of the hours in your day when you understand what’s most important on your to-do list.

It’s normal to feel very busy and feel like you have too many tasks on your plate. This technique offers a solution for when you feel you have too many tasks and insufficient time. It forces you to ask tough questions like, “Is this really a top priority?” Or “Do I need to do this, or can I ask someone for help?” Focus on what’s most important right now and use the general guidelines when deciding what to do with additional tasks. Before you know it, you’ll have a manageable task load for you every day.

6. Make Time for Work and Play

Making time for work and personal activities is extremely important. Even if you’re very organized, you’ll still feel burnt out if all you ever do is work. Making the most of the hours is about making time for everything important to you, including more than just work. It may consist of dinners with friends or time for exercise.

When reviewing a calendar view of your days, weeks, and months, ensure you’ve set aside time for personal activities. Whether you’re going to dinner or just doing some self-care at home, personal time is just as important as work time. And when you’re using a calendar tool to prioritize both activities, you’ll see its positive impact on your everyday life.

Making the most out of the hours in your day doesn’t mean you have to be highly productive at every second. It simply means you have a plan to achieve everything you set out to do in a day. And if you use the proper techniques and strategies, you shouldn’t feel exhausted. Instead, you should feel accomplished, ready for a good night’s rest, and prepared to do it all again the next day. Establishing a routine that allows you to accomplish as much as possible puts your mind at ease. When you manage your hours the right way, nothing can stop you.

Featured Image Credit: Photo by Zen Chung; Pexels

The post How to Make the Most of the Hours in Your Day appeared first on Calendar.

People all over the globe talk about leadership. C-suite-level executives want to learn how they can better inspire others to lead, as well as how they themselves can lead better. While there have been many studies on various types of leadership, one that stands out is servant leadership.

What is Servant Leadership?

Servant leadership is where the leader views themselves as someone who serves and builds up the employees they are over. A servant leader attempts to find ways to give employees tools to solve problems and does their best to help employees grow and learn. Generally speaking, servant leadership helps employees feel valued, seen, and essential to the company. Later in this article, we will dive into specific studies on this. Still, if you were to have one takeaway on servant leadership, it’s that servant leadership prioritizes employees and their individual growth.

Impact of Servant Leadership

A recent study by UKG found that managers and leaders have just as much impact on people’s mental health as their spouses (69% each), even more than their doctor (51%) or therapist (41%). Mental health is becoming more and more of a concern and priority for companies around the globe. Consequently, managers are given a portion of this responsibility and must support and build up employees while pursuing company goals.

The Power of Servant Leadership

One excellent approach to achieve this is through servant leadership, in which managers prioritize “their key role as serving employees…. providing tangible and emotional support.” When appropriately implemented, servant leadership offers numerous benefits that can positively impact organizations, such as improved employee engagement, trust, and team performance.

An international study revealed a significant positive correlation between servant leadership and various key factors such as team performance, organizational citizenship behaviors, creativity, and individual voice. Moreover, another study indicated that servant leadership enhances employee engagement by fostering increased trust between employees and their managers. While trust may not seem like much, Harvard Business Review found that when employees feel trusted by their managers, they perform at a higher level, put in extra effort, and go above and beyond.

Engagement is also extremely powerful, as engaged employees experience higher happiness levels, increased effectiveness, reduced stress, and a lower likelihood of burnout. These benefits are essential for any organization, as happier and less stressed employees will likely stay with companies longer and be more satisfied with their work. Lastly, with more satisfied and higher-performing employees, customers will also be more satisfied and loyal to the company.

Translation into the workplace

Additionally, these advantages translate into enhanced team performance and ultimately contribute to the company’s overall success. Servant leadership proves to have more tangible benefits as well, such as 6% higher performance, 8% better customer service, and 50% better employee retention. Servant leadership is so essential that PricewaterhouseCoopers recommended servant leadership to a small company in a consulting project. This resulted in greater trust between managers and employees and more significant employee innovation.

Servant leadership is compelling because it connects managers to their team members much better than other leadership styles. Business Leadership Today said, “More than any other leadership style, servant leadership provides the best approach to managing culture and managing people.” Servant leadership is great at managing people because it shows team members they are important, valued, and seen in the workplace.

Implementation

Simply put, servant leadership helps teams perform better and leads to increased job satisfaction, but how can it best be implemented? One place to start is to have leaders ask employees, “How can I help you be successful?” Asking questions like this can help employees and managers get on the same page about how to accomplish work best, and managers can better give employees the tools and resources they need to be successful.

However, setting concrete boundaries is vital to ensure managers avoid burnout and get their work done. Managers are already stretched so thin, and asking them to provide a completely new leadership style would undoubtedly be difficult for many managers. While setting boundaries will vary from team to team, managers mustn’t burn out themselves and take the time they need to complete their work and find fulfillment.

Characteristics of Great Servant Leaders

Gonzaga University found that certain qualities help servant leaders become more effective in the workplace. Some of these qualities are listening, empathy, and building community.

Listening

Listening is an excellent characteristic of any leader, especially a servant leader. Robert Greenleaf, the principal founder of servant leadership, said that authentic listening “builds strength in other people that leads to more effective interpersonal communication.” Better interpersonal communication helps avoid potential problems in the workplace and ensures that everyone is always on the same page.

Empathy

Gonzaga states, “Empathy is an awareness of, and sympathy to, the thoughts and feelings of others [and] is essential to receptive listening skills of the servant leader.” While empathy is a part of other types of leadership, servant leaders are known always to be empathetic. It plays a vital role in this type of leadership as when leaders are empathetic, they can better serve and build up their employees.

Building Community

Building a community that can contribute significantly is potent for the workplace. Servant leaders, obviously, focus on employees as individuals, and in doing so, they can change the environment at work and build a safe and productive community. Servant leaders can focus on individuals and help them contribute to the great community.

Summary

Servant leadership increases team performance, customer service, and employee retention. As employees feel valued and respected, they naturally perform better and trust the leader more. When implementing servant leadership, managers must ask questions about employees and set healthy boundaries to ensure they do not burn out. However, servant leadership can change people, teams, organizations, and society. If modern-day businesses want to improve their organizations, a great solution is to implement servant leadership.

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You may already use a calendar, but are you really using all its capabilities? You don’t have to be a technology pro to get the most out of your calendar software. There are so many easy ways to make your schedule more efficient and useful. Try these six hacks on your phone or computer to make your calendar work better for you.

1. Set Reminders

Of course, before we go into all the nifty tips and tricks your calendar has, it’s good to start with the basics. It’s easy to overlook or forget some more obvious ways to use a calendar system. However, these are often handy tools to utilize — like reminder notifications.

When you create an event in your calendar app, you can create a reminder. This will appear as a push notification, making a sound and popping up on your screen, whether computer or phone. This kind of notification will ensure you won’t forget about an upcoming event or deadline.

Additionally, you have several options for when to make this reminder go off. It could be anywhere from five minutes to multiple hours before the event. Most calendar software also lets you have more than one notification for the same event. This means you could have one reminder go off an hour before, then a second 30 minutes beforehand. This aspect is very customizable, so you can remind yourself in the way that works best for you.

2. Color-Coordinate

There’s a reason why color-coordinating is such a popular method of organization. It’s super easy and can make any system more efficient. This is especially true when it comes to your calendar, as well.

How exactly do you go about color-coding your calendar? Whether you use paper or virtual, you can categorize types of tasks by color. For example, you could use blue for meetings, green for doctor appointments, and red for work deadlines. Whenever you add an event in one of those categories to your calendar, use its color. Pretty much every calendar software has this feature, with multiple colors to choose from.

Using a color scheme to organize your calendar makes identifying events and priorities easier. You can skim through your events to look for something specific, all through looking for its color. Some software also allows you to look at one category at a time, making your search even quicker.

3. Peek at Your Calendar Analytics

One of the best ways to make your calendar more efficient is by checking its AI-generated analytics. This is a fairly new concept to scheduling software. Calendar analytics are essentially a breakdown of how you spend your time.

Not every software has this feature available yet, though Google Calendar and Calendar offer this. Calendar’s version contains helpful assessments of your time, breaking down meeting distributions and the people and places you frequent most. This can help you realize what is taking up most of your time, and you can react accordingly.

This is the easiest way to get an overall glance at how you’ve been spending your time. And if you don’t like what you see, you can take action to change up your schedule or time management. This is especially helpful if you manage a business or team within your workplace.

4. Share Your Calendar

Odds are, you work with other people at your job. To get more done as a team, learning how to streamline your time together is important. So much time is wasted weekly that you probably don’t even realize. This often occurs from too many meetings or taking a while to plan a meeting or project.

One of the most challenging group efforts is finding a time when everyone can meet. Each team member has their own schedule and priorities, which can easily clash. However, this is where a shared calendar system can save the day.

Some calendar software allows you to grant others access to your schedule so they can see when you’re busy and free. When you can look at everyone’s calendars in a team, you won’t bump into the age-old problem of having to ask for availability.

5. Use a To-Do List

A to-do list may sound so old school, but it’s a tried-and-true method of efficiency and organization. By writing down all you need to do in a set period of time, you can visualize all your tasks. You’re less likely to forget something this way, plus checking off an item is so rewarding. While a paper list works fine, you can upgrade to the 21st-century version: Google Calendar’s Tasks.

This feature combines an online calendar and a to-do list into one. Having these two aspects of time management systems in one place helps keep yourself extra organized. Pulling up Google Calendar means you’ll have access to your calendar and tasks in the same window.

Create a task by clicking on the blue Task icon on the right-hand side of the calendar. You can name your item, add details, and mark when it’s due. You can have Tasks remind you when something needs to be done. You can also add subtasks to any item, breaking up a project into smaller pieces for ease of use.

Adding a task will show up on your calendar like a regular event, but clicking on it will reveal its to-do-like nature. This is how you can put more detailed events on your calendar. For example, using Tasks is a good option if you want to mark a deadline on your schedule. This way, you can open it up and see all the project’s details in a way that a calendar event wouldn’t cut it.

6. Sync Your Personal and Work Calendars

You’ve probably heard the phrase, “Don’t mix business with pleasure.” Or, maybe you’ve received the popular advice to “leave your personal life at home” when you get to work. While these can be good strategies to create a work/life balance, mixing your calendars can also help.

Syncing your personal calendar with your work calendar doesn’t mean combining those two aspects of life. Instead, doing this can actually help prevent you from double-booking or overreaching work into personal time. For example, you can schedule around that dinner party or your kid’s school event if you can see everything in the same space.

Even if you use two different calendar software for work and your personal life, you might be able to sync them. Google Calendar, Microsoft Outlook, Apple Calendar, and Calendar all have ways to integrate with other scheduling programs. You’ll never have to look back and forth between two calendars again!

Do Some Digging

There are so many calendar apps out there with so many features that it’s impossible to list them all. Every software has its own unique features to maximize productivity and efficiency. Some programs are designed with teams in mind, like Microsoft’s and Google’s. Whatever you use, make sure you’re exploring its features to make your schedule more efficient. If your calendar isn’t working for you, it’s not doing enough. Take some time to look at all your scheduling software options and familiarize yourself with them. You’ll be boosting your productivity and efficiency in no time.

Featured Image Credit: Photo by Samson Katt; Pexels

The post Streamline Your Schedule with These 6 Calendar Hacks appeared first on Calendar.

Depending on your goals and life stage, success looks a little different for everyone. For entry-level employees, success may mean being positive while assisting others with their various needs. Managers may succeed in empowering and motivating their employees to take on bigger projects. Executives and CEOs will likely feel successful if their company is thriving and profitable. Regardless of role or responsibility, a successful day can often look like being productive and crossing everything off your to-do list.

Time management is one of the most essential skills that anyone can benefit from. Accomplishing things efficiently and on time means you do more in less time. You’ll feel successful knowing that your ability to focus on a task at hand pays off, allowing you more free time. Time management also considers prioritizing what is really important and recognizing what can wait. Not everything is of the utmost importance, even if it can sometimes feel like an overwhelming amount of tasks are on your plate.

Achieving your time management goals can begin with a well-organized calendar. How calendars are used, and the purpose of them has evolved as work and life demands have evolved. Today’s digital calendars offer more built-in tools and capabilities than ever before. The key is to know how to use these new features and make them work for your time management needs. Below are three pro tips on implementing these calendar tools for overall success.

1. Know Where You’re Spending Your Time

Each week, each month, each year goes by in a flash. As a result, you may not realize where your minutes each day are actually going. While you may habitually say that you’re busy at work, that may not be the case. You and your team may meet this week for a stand-up call but spend half the time discussing your upcoming weekend plans. When the meeting ends, you realize you didn’t get the information you needed and need to send a Slack or email as well.

While forming these interpersonal connections with your colleagues is important, there’s a difference between chitchatting occasionally and being productive. Knowing where you’re spending your time can help you stop these tendencies from occurring in the first place. Calendar.com’s analytics tool enables you to track your time so you know exactly where it’s going. This tool lets you easily view what meetings take up most of your time and how they compare to other meetings. You can compare the chunk of time for your stand-ups and one-on-one meetings with your employees and leadership team.

Knowing this information means that you can change and pivot your meeting schedule. Perhaps the weekly stand-up would be better served if it was 15 instead of 30 minutes. Soon, Calendar.com will also be releasing “Places” and “People” tracking for Pro users. Scheduling a meeting spot for clients can be a waste of time, so Calendar.com will suggest places as you’re scheduling time together. You’ll also get a sense of which coworkers you’re spending your time with the most, whether that’s colleagues or your significant other.

2. Customize Appointment Slot Durations

How often has an appointment ended early, and you’re waiting for another one to begin? A few spare minutes is nothing to complain about, but you may be distracted before the next appointment. It’s easier to recheck your email or scroll social media than to begin a new project when you have less than 10 minutes before your next call. Thankfully, a solution exists for Google Calendar and Microsoft Outlook users.

Released in October 2023, Google Calendar allows 5-14 minute appointments. Previously, the shortest duration available was 15 minutes. While meeting with a new client will likely take longer than 15 minutes, a short sync may only need a few minutes. Having clients pick what time slot they need keeps everyone on task, allowing you to be more productive during the day.

To set up this feature, click on “appointment schedule” and then “set up the schedule” from the “create” tab of your calendar. You can customize appointment slot durations by creating or editing a current appointment. Select “custom” and enter a duration, such as 10 minutes. Your appointment schedules will show by default, but you can always hide them under “view switcher.”

For Microsoft Outlook users, Bookings With Me is a similar feature which allows others to schedule an appointment slot with you directly. This feature was introduced at the beginning of 2023 and is similar to Google Calendar’s setup. The default times range from 15 minutes to 60 minutes, but you can also customize your time slots. Go to “Creating Booking Pages” under the Calendar tab to create a public or private appointment page.

3. Create Structure in Your Day

Nobody really thrives without some sense of structure. Although work and personal fire drills will arise, derailing you occasionally, creating structure is important. Without some sense of routine, you’re much more likely to miss important tasks. You may feel stressed and anxious because you’re hopping from one task to another.

Having control of your day puts you in the driver’s seat. This can look like scheduling all of your meetings in the afternoon so you can focus on deep work in the morning. Or, it may look like blocking off time on your calendar for a lunchtime walk or yoga class. Regardless of how you structure your day, your calendar can help.

Most digital calendars, including Apple iCloud, Google Calendar, Microsoft Outlook, and Calendar.com, allow you to set recurring appointments. Use this tool to your advantage, blocking off time for you during the time. If you’re prone to skipping lunch altogether, add a 30-minute block at the same time every day so nobody can schedule a meeting during it. The same goes for frequently taking calls while picking up your kid from school. You’ll get back to your desk feeling more fulfilled that you could spend that time with your child than ignoring them while on a work call.

In addition, adding color to your digital calendar can also be a way to add in some structure. Color-coding your calendar can boost your productivity as you’ll quickly be able to glance at where your priorities are for the day. You can start by making one task a specific color, such as your weekly yoga class. Then, apply this color to all of your workout sessions. Go task by task until all of your regular events are different shades. Do some analysis to see where you may want to switch things up to create more ease and structure in your life.

Takeaways

No matter how you define success, you want to go to bed each night feeling accomplished with what you achieved. This feeling may not happen daily, but with the correct calendar tools, you’re helping set yourself up for success. Try these pro time management tips and see which ones make the most sense for your professional and personal needs.

Featured Image Credit: Photo by Jess Bailey Designs; Pexels

The post 3 Pro Tips for Using Calendar Tools to Succeed appeared first on Calendar.

Project managers have many tasks to juggle, and they’re accountable for exceptional time management skills to complete projects on time. Accordingly, one of their most important responsibilities is effectively managing their time, so they can cover their most important priorities and meet all their deadlines.

What do successful project managers do differently? And how can you learn from them?

The Value of Project Managers

Project managers are indispensable for a wide variety of projects, including web development projects. Typically, they must work with a variety of people in order to accomplish a series of specific objectives.

For example, in web project development, the project manager will usually work with clients, designers, developers, and testers.

Over the course of several weeks, the project manager will be responsible for making sure the overall project stays on track, hitting each milestone within a given time frame and at an acceptable level of quality or completeness.

One of the interesting qualities of a project manager is that they’re responsible for time management in two different capacities. First, they must manage their own time. Project managers have a number of individual responsibilities and tasks to complete and a finite amount of time in each day, so they need to be prudent about how they spend their time. Second, they must manage external resources and other people in a way that allows them to manage their time more effectively.

Obviously, each individual in the context of a given project is going to be responsible for managing their own time. But project managers are, at the highest level, responsible for allocating resources and coordinating people to ensure that time is managed and allocated properly.

Time Management Secrets of Successful Project Managers

These are the time management secrets of successful project managers:

1. They use the right platforms.

Project management platforms come in many varieties, and some are better than others, with more features, better organizational tools, a smoother flow, and more intuitive usability. Of course, there’s an element of subjectivity here; not all project managers are going to agree on what constitutes a good platform. However, almost all effective project managers share a discerning nature when it comes to choosing this centralized source of truth.

2. They understand deadlines in context.

Project managers often have to work backward, starting with a deadline and figuring out how to manage time as that deadline approaches. One of the most important strategies for doing this effectively is understanding deadlines in context.

For example, there might be a deadline to produce design comps for a website within three weeks, but the context here is that developers will need approved comps to start critical development processes immediately after this deadline. This means adhering to the design comp deadline is essential for the project to keep moving forward, and therefore may need to take higher priority over other, less important or more flexible deadlines.

This aspect of critical thinking is crucial for project managers to manage time appropriately in the pursuit of high-level goals.

3. They use priority hierarchies.

In line with this, most project managers use some kind of priority hierarchy or matrix to help them decide between competing priorities in direct conflict with each other.

For example, the “Eisenhower matrix” is a commonly used hierarchy matrix that can establish priority levels based on both urgency and importance. What’s important is that a project manager has some consistent method of evaluating priority level, so they can use it across many different contexts and in a repeatable way. When there are two seemingly equally important tasks to complete, and only enough time to complete one of them, this framework can help project managers choose one over the other.

4. They anticipate issues.

Problems inevitably arise in any sufficiently complicated project to be managed and executed. The difference between successful and unsuccessful project managers is in how they approach these inevitable problems. Good time management requires you to not only respond to issues in a time-efficient manner, but to also anticipate those issues so you have time to prepare for them and have the foresight to account for them.

As a simple example, skilled project managers sometimes build a few extra days into a timeline to account for any issues that might come up in the meantime.

5. They start from the high level.

When relaying directives, project managers start from the high level. They understand that in order to be successful as a team, each individual in the team needs to understand the context of what they’re doing. That doesn’t mean every individual team member needs to be fully educated on every aspect of the project, but they should have a thorough understanding of their role and their context within that project.

6. They communicate clearly and proactively.

Communication has the power to prevent most conflicts and resolve the few that slip by and become significant. That’s why effective project managers make it a point to communicate as clearly and proactively as possible. When creating tasks in project management platforms, holding meetings with individuals, or conveying requests from clients, they meticulously check their work to avoid ambiguities or potential points of confusion. They also jump on potential issues as quickly as possible to mitigate their effects.

7. They use meticulous, itemized time estimates.

Project managers with excellent time management skills also make use of very detailed, itemized time estimates. When they tell a client that a specific project is going to take a month, this figure isn’t a ballpark number, nor is it improvised on the spot. They make time estimates for each individual component of the project and add them together. It leads to more accurate time estimates and allows for superior updating if any individual component goes awry.

8. They keep meetings focused and tight.

Meetings may be important, but they’re frequently unproductive – and excellent project managers know this well. You can’t eliminate meetings altogether, but you can make them much more focused and much tighter. Typically, this means only inviting people who are truly essential to the meeting, keeping the meeting as short as possible, and adhering to a strict agenda so the meeting doesn’t deviate from its intended course. It’s a simple strategy that can save hundreds of cumulative man-hours in the long run.

9. They recognize delays early – and work around them.

Even the best project managers face unexpected delays. Good time managers distinguish themselves by recognizing delays early and finding ways to work around them. They communicate delays to clients directly, whenever relevant, and do what they can to make up for shortfalls in other areas. They may also be willing to find compromises whenever primary time-based goals reveal themselves to be no longer achievable.

10. They know how and when to delegate.

Project managers are, arguably, professional delegators. Even so, it’s important for them to be able to delegate responsibilities effectively when necessary. Prudent time managers know when it’s appropriate to step in and handle something. And, they know when it’s appropriate to call someone else in to take over the work. They also know when it’s time to hire an assistant or a partner to share the workload.

11. They recognize individual strengths and weaknesses.

As a project manager, you can manage your time much more effectively by recognizing individual strengths and weaknesses. Assigning tasks to the people best capable of completing them and adjusting your time estimates based on the capabilities of your crew are crucial for hitting your milestones consistently.

12. They can switch hats quickly.

It’s easy to lose time when you’re switching hats ineffectively throughout the day. Jumping from one department to another can be mentally exhausting and confusing. But, the best project managers have techniques to minimize attrition here. Keeping detailed notes on your interactions with each department, using different communication channels for different purposes, and segmenting your time proactively when possible can all help.

13. They share their secrets with others.

Finally, we should recognize that excellent project managers are also willing to share their time management secrets with other people. After all, project managers can’t be effective at time management unless the teams they coordinate are also effective at it. The more collaborative the project management environment is, and the more team members can learn from each other, the better.

Whether you’re trying to be a highly effective project manager, or you just want to discover better time management strategies for your own profession, these best-kept secrets can give you the information and direction you need. Feel free to adopt these strategies and adjust them to your own personal management style. Or, consider using them in combination with your own tactics to perfect your approach to the art of time management.

Featured Image Credit: Photo by Sora Shimazak; Pexels; Thank you.

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Even though many of us are busy with the holidays and end-of-year business activities, leaders are already thinking about the new year. A major reason for this is that companies tend to hire more during January and February. Considering the following factors, that makes sense:

• New hiring budgets. Typically, new hiring budgets come every year.
• Corporate employees return. The holidays are when many corporate employees, including hiring managers, return from vacation.
• Companies know their budget and needs. Most companies know their budget and their yearly needs, making it easier to hire and afford new employees.
• Fresh start. A new year brings new goals and initiatives for companies requiring new employees.

The recruiting process, however, can be complicated and time-consuming. It takes a lot of steps to hire a candidate, like sourcing, screening, and scheduling. Thankfully, automation can simplify hiring, saving recruiters and hiring managers time and resources.

You can automate recruiting in a lot of ways. Generally, these methods are used:

• Applicant tracking systems (ATS). The purpose of an applicant tracking system (ATS) is to help you manage your recruitment process. You can use it to screen resumes, schedule interviews, and send candidates email notifications.
• Artificial intelligence (AI)-powered recruitment tools.  With AI-powered recruitment tools, you can identify and assess candidates more efficiently. Video interviews can be used to gauge a candidate’s confidence and communication skills.
• Chatbots. Throughout the recruitment process, chatbots can answer candidate questions. Recruiters can then focus on more complex tasks.

This article will cover some of the most common and effective methods.

1. Managing job postings.

With a platform like eQuest for centralizing and automating job posting, recruiting teams can:

• Your postings will be automatically submitted to popular job boards, career sites, and social media, allowing you to cast a wide net with the least amount of effort.
• Update or edit live posts automatically.
• Optimize your JDs with strategic A/B testing.

2. Source candidates automatically.

Recruitment involves many time-consuming tasks, including sourcing candidates. Recruiters spend more than half of their time sourcing candidates.

An applicant tracking system (ATS) searches job boards, social media, and other websites to find potential candidates.

ATSs can also automatically parse resumes and cover letters, extracting key information such as skills, education, and experience. As a result, you can identify qualified candidates more quickly and save time on manual screening.

3. Screening and shortlisting of resumes.

For every hire that a recruiter makes, they spend 23 hours reading resumes.

With automated resume analysis, recruiting teams can parse and rank resumes closely matching job descriptions.

There’s no denying that AI isn’t quite as intelligent as a recruiter. But it can increase your efficiency by eliminating unqualified resumes, which make up 3 out of 4 applications.

Considering this, once you define its parameters, it will sort your applicants into piles based on criteria such as academic backgrounds and years of work experience.

As a result, you won’t have to spend much time sorting through applicants who don’t fit your ideal profile since you’ll have a list of candidates with the necessary qualifications.

4. Identifying and ranking candidates.

Also available are various automated recruiting tools that employers can use to assess candidates. For instance, many companies hire programmers by automating coding tests in today’s world. Alternatively, you can set up a simple grammar test if you need a writer.

Regardless of how you assess applicants, automation can probably do the same thing with minimal input from you. You can then follow up with these candidates for more personal, in-depth interviews.

5. Communicate with candidates automatically.

As soon as you have identified qualified candidates, you need to get in touch with them. If you’re recruiting for multiple positions, this can be a time-consuming task.

With email marketing software, you can send personalized emails to candidates to automate candidate communication. Additionally, you can use ATS to schedule interviews and send interview invitations.

6. Schedule interviews automatically.

The next step is to schedule interviews with your top candidates once you have screened your candidates. This step can also be automated.

Several automated scheduling solutions are available for free and for a fee. Here are a few popular options:

• Calendar
• Doodle
• ScheduleOnce
• Bookafy
• Acuity Scheduling

Creating and sharing a scheduling link with candidates via these platforms is possible. The candidate can then select a time slot that is convenient for him or her. You and the candidate will automatically receive calendar invitations from the scheduling platform.

By automating interview scheduling, you can eliminate the need to work back and forth with candidates to find an interview time that works for everyone. Additionally, scheduling and confirming interviews electronically can help reduce no-shows.

7. Conduct interviews automatically.

Besides scheduling interviews, automated processes can also be used to conduct them. Video interviewing platforms, such as HireVue or Talview, are used to do this.

Asynchronous video interviews can be recorded using video interviewing platforms. As a result, candidates can complete the interview at their convenience, and you can review it at your convenience.

Video interviewing can save you time and resources by eliminating the need to schedule and conduct interviews in person. In addition, you can reach a wider pool of candidates, including those in remote locations.

8. Automate offer management.

When you’ve chosen the candidate, you must make them an offer. An offer letter can be made once salary and benefits have been negotiated.

By using ATS, you can send offer letters automatically. ATS also allows you to track offers and remind candidates to accept or decline them.

9. Streamline the onboarding process.

After a candidate accepts your offer, you need to onboard them. For example, there might be paperwork to send, training sessions to schedule, and company resources to access.

Onboarding checklists and tasks can be automatically created with an ATS. In addition, you can use an ATS to track new hires’ onboarding.

The Benefits of Automating Your Recruitment Process

An automated recruitment process offers several advantages, including:

• Increased efficiency. You can save significant time by automating resume screening and interview scheduling. As a result, recruiters can focus on more strategic tasks, such as establishing relationships with candidates and making hiring decisions.
• Improved quality of hires. It is possible to identify and assess candidates more effectively with the help of AI-powered recruitment tools. By selecting candidates who fit your company and the role better, you can increase the quality of your hires.
• Reduced costs. It is possible to reduce recruitment costs in many ways by automating the process. The cost of advertising and recruitment software will be reduced, for example. Additionally, you will save money on recruiter time.
• Better candidate experience. Streamlining your recruitment process can make the candidate experience better. An ATS platform can provide candidates with real-time updates on their application status, for example, through chatbots.

How to Automate Your Recruitment Process

Several ways can be automated to make recruitment easier:

Identify the tasks that you want to automate.

The first thing you must do is figure out what can be automated in your recruitment process. Among the things you can automate are:

• Resume screening
• Interview scheduling
• Candidate communication
• Background checks
• Offer letters

Choose the right tools and technologies.

You need to choose the right tools and technologies once you’ve identified the tasks you’d like to automate. You can find ATS platforms and AI-driven recruitment tools in various flavors. A chatbot may also be a good option for answering candidate questions and providing support.

Implement the automation.

The next step is to implement the automation after you have chosen the right tools and technologies.

Integrating your ATS with other systems, such as your CRM or ERP, may be necessary. Also, recruiters may need to be trained on the new tools and technologies.

Measure and optimize the results.

You should measure and optimize your results as soon as you’ve automated. As a result, your automation investment will be maximized. Various metrics can be tracked, like time saved, cost savings, and quality of hires.

Conclusion

The recruitment process can be streamlined and improved in some ways through automation. The recruitment process can be simplified by automating sourcing, screening, scheduling, and conducting interviews. This helps recruiters and hiring managers focus on more strategic matters.

Plus, automation lets you evaluate every candidate equally.

FAQs

What is recruitment process automation?

A recruitment process automation (RPA) automates tasks within the recruitment process. By freeing recruiters from administrative tasks, such as making hiring decisions and building relationships with candidates, recruiters can focus on more strategic goals.

Why should you automate your recruitment process?

The following are some of the benefits of automating your recruitment process:

• Increased efficiency. Through RPA, you can automate repetitive and time-consuming tasks to save time and resources.
• Improved accuracy. It is possible to reduce recruitment errors by using RPA.
• Enhanced candidate experience. By streamlining and optimizing the recruitment process, RPA can improve the candidate experience.
• Better hiring decisions. You can use RPA to make better hiring decisions by gaining more insights into candidates through data.

What tasks can be automated in the recruitment process?

It is possible to automate many aspects of recruitment, such as:

• Job posting. You can use RPA to post jobs to job boards and social media sites automatically.
• Resume screening. RPA lets you screen resumes for keywords.
• Candidate communication. RPA lets you send automated emails and texts to candidates, like invitations to interviews and rejections.
• Interview scheduling. RPA lets you schedule and send calendar invites to candidates.
• Background checks. It is possible to automate candidate background checks using RPA.
• Onboarding. With RPA, you can send offer letters and create new employee profiles.

What are some of the best recruitment automation tools?

Recruitment automation tools are available in a variety of forms. Among the most popular options are:

• Applicant Tracking Systems (ATS). You can automate every step of the recruitment process with an ATS. Several popular ATS systems are on the market, including Taleo, Greenhouse, and Workday.
• Resume screening software. You can automate the resume-screening process by using resume-screening software. Several popular resume-screening software options exist, including VCV, HireVue, and Textkernel.
• Candidate assessment tools. You can automate candidate assessment with candidate assessment tools. Codility, HackerRank, and Pymetrics are some of the most popular tools for candidate assessment.
• Interview scheduling software. You can automate the interview scheduling process by using interview scheduling software. Calendar, Doodle, and ScheduleOnce are some popular interview scheduling software options.
• Onboarding software. With onboarding software, you can automate the onboarding process for new employees. Among the most popular onboarding software options are BambooHR, Workday, and Gusto.

How do I get started with automating my recruitment process?

It is important to identify the tasks you wish to automate before you begin automating your recruitment process. From there, you can start researching recruitment automation tools once you’ve identified these tasks. Choosing tools that are compatible with your existing HR systems and meet your specific requirements is important.

You must implement recruitment automation tools and train your staff to use them once you have chosen them. Monitoring the results of your recruitment automation efforts is also crucial to ensure they achieve your objectives.

In addition to automating your recruitment process, here are some additional tips:

• Start small. You shouldn’t try to automate your whole recruitment process at once. Instead, you should automate a few key tasks at first. By doing this, you will be able to learn how to use the new tools and technologies and identify potential problems.
• Get buy-in from your team. Be sure your team is on board before automating your recruitment process. As a result, there will be a greater chance of automation succeeding.
• Be transparent with candidates. Let candidates know that you are automating your recruitment process. As a result, this will build trust and confidence.
• Use automation to supplement, not replace, human judgment. You can improve your recruitment process efficiency and quality by automating it. Automated processes cannot, however, replace human judgment. The recruitment process requires recruiters to assess candidates and make hiring decisions.

Using these tips, you can improve the candidate experience, reduce costs, and automate your recruitment process.

Image Credit: Edmond Dantès; Pexels; Thank you!

The post 9 Ways to Automate Your Recruitment Process appeared first on Calendar.

You’ve probably seen all the different types of calendars. Maybe you use one from time to time, tracking birthdays or other important events. Very few successful business people are without a calendar for tracking essential meetings and other day-to-day productivity items. Schools nowadays start even elementary kids with a calendar because the data says that people who use calendars are more productive and successful. But for some, calendars are little more than a wall decoration. However, when it comes to time management, ignoring your calendar means leaving a lot on the table.

Calendars are incredible tools that you can leverage to boost your productivity. They help keep you on track, on time, and on task. That way, you can work toward long-term goals with confidence that you’re making incremental yet significant progress.

You may be surprised to find how sophisticated calendars have become in recent decades. While physical calendars still have their place, digital ones provide more useful features than ever. Additionally, some calendars foster efficient collaborations between even the most disparate of teams.

To take your productivity to the next level, you must focus on time management. A calendar is an amazing tool for segmenting your time into small, manageable chunks. Read on to learn about a few different time management tactics you can leverage that rely on calendars.

Block Out Your Time

Multitasking is one of the greatest enemies of productivity. You may feel more productive when doing two or more things at once. But in the end, you still need to spend the appropriate amount of time focused on each respective task. Not only that, but you risk a fatigue called cognitive overload from switching tasks over and over. Rather than multitask, use your calendar to hone in on one objective at a time.

Time blocking is the practice of allocating specific blocks of time to certain tasks and activities. You can take advantage of time blocking to gain better control over your day and ensure each task receives the proper attention. By dedicating a chunk of time to a particular task you also decrease cognitive overload fatigue and increase focus. With zero distractions, you may even begin to enter flow states from time to time.

The good news is that time blocking can be as easy as it is effective. Simply determine what unit of time you’d like to use as a basis for your calendar. Hours are often the most effective as most people are familiar with measuring their time in hours. However, you could divide your time into uneven chunks, parts of the day, or even by theme. Practice with different units to see which works best for you based on the goals you want to accomplish.

When you eventually find a unit of time that works best for you, stick to it. This is one of the most essential keys to unlocking the full potential of time blocking. Sometimes, you may be tempted to ditch a task early or work overtime on another. But the more disciplined you are about sticking to a particular block, the more your calendar will work for you. Do your best to keep with it so you can get the most out of the time you put into scheduling your time.

Go Digital

Time blocking is a great way to begin your time management journey. It’s essentially the fundamental calendar skill that will let you take more control of your time and increase your productivity. However, as you begin, you may find that mapping out the hours and days isn’t always straightforward. It’s one that can end up taking a great deal of time in itself. This is especially the case if you’re using a traditional, physical calendar with tiny boxes you can hardly see.

Rather than create more work for yourself, ditch the kitten picture calendar for a versatile, efficient digital counterpart. Online calendars are highly flexible and customizable so you can adapt them to your specific needs. You can also use them to set reminders at various times and locations to keep your work on track. Additionally, you can access online calendars from most devices. That way, you won’t have to be physically nearby to rely on yours.

If you have a smartphone, there’s a good chance you already have a calendar baked right into your device. It will likely provide all the functions already mentioned and other app-specific features. However, your calendar’s not guaranteed to sync with all your devices automatically. Search for a calendar that lets you get the most out of the tech you already have.

A final reason to go digital is because it increases your potential to collaborate with others. It’s much simpler for friends, family, and coworkers to plan with you when they can easily see your schedule. If everyone doesn’t use the same calendar, collaboration may be trickier. Consider going a step further and adopting project management tools, especially if you’re in a group like an office team that frequently collaborates on projects.

Collaborate

Project management tools are a kind of calendar designed to help teams collaborate more efficiently. They serve as a centralized platform for all project-related information. Most of these platforms incorporate a calendar feature that is the source of truth for the entire team. They display important information like milestones, deadlines, meetings, and other tasks.

Additionally, team members can update their assigned tasks, ensuring changes are visible to everyone involved. This way, everyone stays on the same page regarding timelines and objectives. Additionally, it reduces the risk of accidentally propagating outdated or conflicting information.

All these features may sound a bit overwhelming at first. But the good news is that many project management tools are highly visual in nature. This means that despite their complex and robust analytics, project management tools are relatively intuitive and easy to use. Colors, shapes, and other visual cues indicate where your project thrives and what areas need help. This enhances collaboration by providing clear project performance visibility and enabling data-driven decision-making.

Project management tools are incredible for anyone who works in a collaborative setting. The more people you work with and the more sophisticated the tasks, the more your team risks inefficiencies. Effective collaboration is paramount for any team looking to improve their output. Harness the power of project management tools to increase the caliber of work your team can do. This kind of calendar will elevate your workflow to the next level.

Don’t Waste Your Time

You may think that adapting your schedule to an actual calendar is a waste of time. After all, that’s an activity that takes time in and of itself. So rather than scribble down dates and times, why not just get to work?

It is true that the more you rely on your calendar, the more time it will take to organize it — at least at first. However, the time you’ll save by scheduling your days in advance will far offset this minor time investment. And this is ever more the case as you begin to share your calendar with others.

How often have you double-booked or been the unwitting victim of someone else’s double-booking? This is just one of many unproductive time wasters that can be entirely negated using a collaborative digital calendar. Even more productivity boosts are waiting for your team if you switch to a full-on project management tool.

At the end of the day, increasing your efficiency and productivity strongly affects your quality of life. You can use your calendar to hone in on particular tasks to get them done faster. That way, you’ll have more time and energy to spend elsewhere, wherever you choose.

Featured Image Credit: Photo by Andrey Grushnikov; Pexels; Thank you!

The post Time Management Tactics That Rely on Calendars appeared first on Calendar.

Having a calendar is a great solution if you want to make your life a little more organized. You can keep track of deadlines, appointments, or meetings and have a visual aid so you won’t forget what you need to do.

However, now that it’s 2023, there are many different ways to keep a calendar. With everything going digital, you can now keep an online schedule. But is going digital really better than the tried-and-true paper calendar? Keep reading for an in-depth look at the pros and cons of digital versus paper calendars.

Digital Calendar

Having an online calendar is pretty much all the rage right now. It’s usually easy to use and access, which is helpful in the workplace, though people who aren’t techy might struggle. Here’s a deep dive into the benefits and limitations of using a digital scheduling system:

Pros

The accessibility of digital calendars is one aspect that makes this type so appealing. With online calendars, you have almost constant access to your schedule. Many of these systems allow you to use this technology offline, so you don’t have to rely on Wi-Fi. By having your calendar as an app on your phone, you can pull up your schedule anywhere and anytime.

To take this concept a step further, you can even edit your calendar no matter where you are. If you’re on-the-go trying to schedule an event, you can simply pull up the app and add to it. For example, if you’re at the doctor’s office trying to schedule a future appointment, you’ll have your entire calendar at your fingertips. This makes scheduling extra efficient and easy.

And when it comes to remembering those appointments, you won’t have to worry. Digital calendars can send you notifications to remind you about upcoming events. You’ll get a little ping on your phone or computer that tells you what event is about to start. You also have the freedom to choose how early these notifications will go off, whether 15 minutes or hours beforehand.

Online calendars can also help you stay more organized. Many of these systems have tons of organizational features, like color-coding, so you can keep your schedule orderly. You can even add detailed information in each event you create so you can have everything in the same place. No more looking back and forth from your calendar to your notes to have all the details about a deadline or meeting.

Finally, digital calendars also have the advantage of being environmentally friendly. Online scheduling systems leave no paper trail because they’re 100% virtual. No need to worry anymore about your carbon footprint when it comes to keeping a calendar!

Cons

While there are undoubtedly many positives, there are also some limitations to having an online calendar. If you’re not a “techy” individual, keeping a digital schedule might be a little daunting. You must get used to a new technological system to keep your calendar organized and working for you.

You’ll also need a smartphone if you’re looking to be able to access your calendar from anywhere. Otherwise, you’d have to rely on your computer to know what’s happening and what day. That being said, not all online scheduling systems can access offline. This means you’d need Wi-Fi or cellular data to look at it. However, not many are this inaccessible anymore.

Perhaps the biggest concern of having a digital calendar is the fact that it requires you to use your phone or computer. You might wonder why that’s listed as a con; however, having to get on your devices could lead to distractions. You might intend to look at your calendar, but notice a notification and look at that instead. Next thing you know, you’re in a deep research spiral about why people are boycotting seed oils.

Another con about using technology is that looking at screens for prolonged periods can cause eye strain. With your calendar online on a device, you’ll be staring at yet another screen. In this case, a paper calendar would rest your eyes, preventing eye strain and headaches.

Paper Planner

Now that the pros and cons of digital calendars have been established, it’s time to investigate paper planners. You’ve heard that these can limit screen time, but what else is advantageous about using this method?

Pros

Just as you can access your calendar anywhere with a digital schedule, some paper planners can be easily accessible. These come in varying sizes, including pocket or purse size. You can tote this around with a small planner, too. Just remember to keep a pen or pencil with you in case you need to adjust.

Carrying around your planner can also help you because it’s a physical object. Sometimes, your brain is more likely to remember information if it has a visual aid. And since paper planners are tangible items held in your hand, this object is like a physical reminder. This can significantly benefit neurodivergent people, who tend to thrive more with visual and physical aids.

What’s more, having a paper planner requires you to write down all your information rather than type it. Writing has been proven to be more beneficial for your memory than typing. This is because the process will take slightly longer, making you think more about what you’re writing. Therefore, you’re more likely to remember this information. That’s why making flashcards to study is highly recommended — it’s the same concept.

Moreover, having this physical object means you can also cross out items once completed. This can be satisfying and encouraging, as you can feel the accomplishment as you check off a task. This aspect can act as a motivational tool, in a way that digital calendars can’t, to help you get your work done.

Cons

Of course, there are downsides to paper calendars just like digital calendars had. What’s most obvious as a con is the fact that you’ll have to carry around your paper planner. Even if it’s small enough to fit in your purse or pocket, this is one more thing to remember to grab. If you forget and leave it at home, you won’t have access to your schedule on-the-go.

The process of adding to and amending your paper planner can be slightly irksome, too. You’ll have to erase and rewrite information anytime you need to make a change. And if you use a pen to write down an event, you’ll have to cross it out, which wastes space and can get messy.

Speaking of writing space, paper planners are extremely limited in this department. Especially if you use a small planner, you’re confined to a tiny square to write down all your events. You also won’t be able to include many details due to this limited space. Some planners have an area off to the side so you can elaborate on event information, but that can also be small. If you need all these details in the same place, a paper planner is probably not for you.

Finally, paper planners can’t send you reminders like digital calendars can. You’ll have to rely on your memory for event times and deadlines. You can check your planner periodically throughout the day, but this takes up precious time. Having the ability to set reminders simply makes your life easier.

What Sounds Best for You?

Now that you have all the information, you can adequately decide on a winner. Do you need something physical and tangible as a visual aid? Or do you need to rely on reminder notifications to stay on task? Maybe you want to be more environmentally conscious. Based on your needs, try to pick which system will work best for you. However, you can always consider using both!

Featured Image Credit: Photo by Ketut Subiyanto; Pexels; Thank you!

The post Digital Calendar vs. Paper Planner: How to Choose the Right Scheduling Tool for You appeared first on Calendar.

It sounds obvious. Nevertheless, improving your leadership skills will positively impact your organization. Is this still true if you aren’t a boss or supervisor? Are you still capable of leading?

Yes, without a doubt. This is known as peer leadership. In fact, many of these pear leader traits can be learned by anyone, primarily through peer leadership.

Additionally, as W.C.H. Prentice wrote in HBR, an effective leader is one “who can understand people’s motivations and enlist employee participation in a way that marries individual needs and interests to the group’s purpose.”

Despite their limited authority, peer leaders can change things like processes, expectations, and education despite their limitations. For peers to lead, they should intentionally change their behavior. It is definitely worth the effort to go through this internal process of change.

It is rare that peer leaders can affect changes to external factors like processes, expectations, or education. They can, however, change their own behavior by consciously doing so. You need motivation and discipline to transform yourself internally, but it pays off in the long run.

Peer Leadership Explained

Peer leadership refers to leadership by individuals who are not in authority positions. A variety of settings can host peer leaders, including schools, workplaces, and community groups.

A peer leader is typically a peer with whom they share common challenges. As a result, they can build trust and rapport, both of which are essential for effective leadership. Compared to traditional leaders, peer leaders are often more approachable and relatable, which makes them more effective motivators and inspirers.

Some common peer leadership goals are:

• Encourage members of the group to develop their social and emotional skills.
• Assisting group members in achieving their goals.
• Creating an inclusive and supportive environment.
• The development of peer leadership skills.

There are many different roles that peer leaders can play within a group, such as:

• Role model. In addition to setting a positive example for group members, peer leaders can also display good behavior.
• Mentor. Peer leaders can provide guidance and support to struggling group members.
• Facilitator. Peer leaders can assist in organizing and leading group activities.
• Advocate. In addition to advocating for group members’ interests, peer leaders can speak up for their needs.

In order to promote positive change in a group, peer leadership can be a powerful tool. By encouraging peers to lead, we can develop their leadership skills, foster community relations, and enhance their community impact.

Benefits of Peer Leadership

Both leaders and those they serve benefit from peer leadership.

• An increase in motivation and engagement. You can increase your peers’ motivation and engagement by being a peer leader. This is because they are perceived as more credible and relatable than traditional leaders.
• Improved communication skills and problem-solving abilities. Leaders can help their peers improve their communication and problem-solving skills. This is because they allow peers to work together and learn from each other.
• Support and guidance are provided to team members. In addition to providing support and guidance to their peers, peer leaders can also act as role models. As a result, they can assist them in succeeding academically, navigating social challenges, and making good choices.
• Enhanced sense of community. By enhancing peer leadership, a sense of community can be fostered. As a result, peers can connect with each other and work towards common goals.
• The development of leadership skills. The development of leadership skills can be achieved through peer leadership. After all, a peer leader learns how to motivate, inspire, and solve problems. Additionally, they learn how to build relationships and work effectively with others.
• Learn from peer leaders. By sharing their knowledge and experience, peer leaders can help their peers. In addition to learning new things, it can also help them grow as individuals.

Benefits for peer leaders:

• Enhance your leadership abilities. Developing peer leadership skills includes setting goals, planning and executing projects, communicating effectively, and resolving conflicts. In both your personal and professional lives, these skills can be invaluable.
• Gain confidence. Developing confidence in one’s abilities can be facilitated by peer leadership. How? Learning how to contribute and make a difference.
• Build relationships. In peer leadership, peers get to know each other personally and develop trust and respect. It can also help them develop relationships with their community and make new friends.
• Learn about themselves. Self-discovery can be part of peer leadership. The strengths and weaknesses of a leader are identified, and the values and goals of the leader are understood.

In general, peer leadership has the potential to benefit both leaders and their constituents. Leadership skills can be developed, relationships are built, and the world can be changed through it.

Examples of Peer Leadership

It is not difficult to find examples of peer leadership in action. Listed below are a few examples you probably see every day:

• A peer leader can mentor younger students, tutor struggling students, and lead extracurricular activities in the classroom.
• Using peer leadership in the workplace can help you train new employees, resolve conflicts, and improve communication.
• In community organizations, peer leaders can plan events, raise awareness, and advocate on behalf of the community.

How to Become a Peer Leader

To prepare for becoming a peer leader, you can do the following:

Being positive.

Isn’t it cool to work with someone who can turn any negative situation around? At the same time, if you don’t care, striving for positivity in this way can come off as disingenuous. How come? The key to positivity is believing in what you say and do.

You can also promote positivity by:

• Give them a sense of security. A safe environment makes people think and act differently. Making mistakes, sharing out-of-the-box ideas, and being themselves is okay. If you accept their contributions enthusiastically, they’ll rise to the occasion.
• Provide them with a purpose. Remember to remind your staff of their importance to your work and how their contributions help your company succeed. The performance of a team will be much better if it contributes to the “why” rather than the “what”.
• It is important to praise progress. What person doesn’t love being cheered on at every step? Don’t be afraid to praise any progress even when things don’t go as planned.

Lead without authority.

To lead effectively within a peer group, whether in a horizontal or vertical setting, you must understand that you cannot lead through authority. True leadership is not about authority, title, or role; it is about motivating others into following you.

You have to earn leadership. Peer leadership starts with understanding this reality.

Make horizontal accountability a priority.

Basically, horizontal accountability means holding each other accountable, regardless of your title. High-performing teams need this ingredient to ensure everyone’s pulling their weight and working together.

The following tips will help you foster a culture of horizontal accountability:

• Set clear expectations and goals. Everyone must know what’s expected of them and the team’s goals. By doing this, you’ll make sure everyone’s on the same page.
• Provide regular feedback. Accountability requires feedback. Teams can identify where they need to improve and stay on track with it. Make your feedback specific, timely, and actionable.
• Encourage open communication. It’s essential for horizontal accountability to have an open communication culture. Every member of the team should feel comfortable challenging the status quo and speaking up.
• Celebrate successes and learn from failures. Whenever people achieve their goals, it’s important to celebrate them. Doing this will motivate them to keep working hard and hold each other accountable. It’s also important to learn from your mistakes. Post-mortems can be done to identify the root cause of failures and to prevent them in the future.
• Address problems promptly. Whenever there are problems on the team, they need to be addressed ASAP. It’ll help prevent small problems from getting worse.
• Be a role model. A leader sets the tone for the team. As such, you need to set an example for horizontal accountability if you want to foster it. It means taking responsibility for your own actions and holding other people accountable.

Using these tips, you can build a culture of horizontal accountability in your team. As a result, you’ll have a high-performing team focused on getting things done.

Connect with your peers.

If you haven’t done so, start building peer relationships. You’ll understand their challenges and needs.

Building relationships with your peers can be done in a few different ways:

• Start by getting to know your coworkers on a personal level. Maybe you can take them out for lunch, coffee, or drinks after work.
• Participate in projects that require you to work with others. You will be able to meet your peers and build relationships this way.
• Be a team player. Don’t hesitate to lend a helping hand to your teammates.
• Celebrate successes together. Celebrating something good with your peers is a great way to show your appreciation. By doing this, you demonstrate your support for them and your appreciation for their contributions.
• When times get tough, be there for one another. Don’t be afraid to offer your support to a peer who is struggling. Whether you listen to their venting, offer advice, or just be there for them, you can help them.

The effort it takes to build relationships with peers is well worth the effort. The key is to be authentic, supportive, and respectful. An enjoyable, productive, and rewarding work environment can be achieved through strong peer relationships.

Make your community a priority.

Explore leadership and service opportunities in your community. In addition to gaining experience, you will also develop your leadership skills.

Some examples include:

• Organize a food drive to help those in need.
• You can start a recycling program in your neighborhood.
• Create a community garden to ensure everyone has access to fresh food.
• Make your community cleaner by organizing a neighborhood cleanup.
• Donate your time to a local soup kitchen or homeless shelter.
• Make a blood or plasma donation.
• You can walk dogs at a local animal shelter.
• Spend time tutoring students.

Have empathy.

In one survey, 86% of respondents said they were more likely to balance work and life concerns under a leader with empathy. The more you care for your coworkers, the more creative and assertive they will be.

Even better? It is not just at work that empathy helps you thrive, but in all aspects of your lives as well.

Make yourself relatable.

We are most likely to relate to others when we share interests and experiences. Using peer leaders’ questions about peers’ lives and backgrounds can effectively discover that common ground. Only by showing interest can one establish relatability and unveil connective areas in which they can share their relevant stories.

In addition to shared motivations, aspirations, and accomplishments, shared values also exhibit relatability. Similar interests can suggest kindred souls, which is excellent for building deep bonds.

Also, people like leaders who identify with them. Almost all leadership relationships are like that. It is generally found that peer leaders who are perceived to be far more competent and ambitious than their peers tend to be less influential. It is possible to degrade peer leaders’ likeability among colleagues with similar skills when they perceive that they are over-competent, aka the Pratfall Effect.

Don’t be unreliable.

Being the person who always shows up will make you stand out. Responding to emails and asking for help at the right time so deadlines aren’t missed are good examples—those sensitive to others’ needs. If you’re constantly seeking ways to better yourself and show up for the group’s benefit, you’ll have a much easier time becoming an effective peer leader.

Continually learn and grow.

Peer leaders must learn from and grow with their peers. To be successful, they need to be open to receiving feedback and coming up with new ideas.

Conclusion

In any organization, peer leadership plays a critical role. A peer leader can enhance a sense of community, improve communication and problem-solving skills, and increase motivation and engagement. It is important to prepare yourself if you intend to become a peer leader.

Become an active community member, develop leadership skills, be confident and approachable, and learn as you go.

FAQs

What is peer leadership?

Peer leaders provide support and guidance to their peers. Most peer leaders are chosen for their leadership skills, like communication, problem-solving, and motivation.

Peer leadership offers what benefits?

Participating in peer leadership is beneficial to both the individuals involved and the organization or community as a whole. You can gain confidence, develop leadership skills, and improve communication skills through peer leadership. Besides providing opportunities for learning new things, volunteering can also provide opportunities for giving back to your community.

When morale is high, turnover is reduced, and productivity is high, peer leadership can help.  It can also help create a more supportive and inclusive work environment.

In what ways does peer leadership pose challenges?

Managing the needs of the organization or community while meeting the personal needs of peer leaders is one of peer leadership’s most significant challenges. There are also challenges that peer leaders may face, such as managing time, conflict, and stress.

How can a peer leader be effective?

To be an effective peer leader, you need to be empathetic, approachable, and supportive. Furthermore, they are good communicators and listeners. Creating relationships and gaining trust with others comes naturally to them. Furthermore, they can motivate and inspire others to achieve their goals.

Image Credit: Antoni Shkraba; Pexels; Thank you!

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Time management is a crucial skill in today’s fast-paced world. With numerous tasks, responsibilities, and distractions vying for your attention, finding effective methods to manage your time is essential. Time blocking is one such method.

This technique involves scheduling periods of time in your day or week into discrete chunks dedicated to accomplishing particular tasks or activities. Doing so is a great way to hone your focus and get things done faster and better. That said, time blocking may not be the perfect technique for everyone. Read on to learn more about what time blocking is and some ways to get the most out of it.

What is Time Blocking?

Time blocking is a method of time management people use that includes dividing the day into chunks of time. These blocks typically range from 15 minutes to one or several hours. Each block is dedicated to a specific task, activity, or goal. During these blocks, you focus solely on the designated task, minimizing distractions and interruptions.

You gain better control over your day by allocating slots for various activities. As you control your time more, you can maximize your productivity during each block of time. This way you can ensure that important tasks receive the amount of time and attention they deserve. Time blocking is often visualized using a daily or weekly calendar where you fill in subsections with your planned activities.

One of the best ways to practically leverage time blocking is by using a digital calendar. A digital calendar will give you easy access to your schedule from any device so you can always stay on track. It also provides the option to add recurring time blocks for work you know you’ll repeat on a daily or weekly basis. Such a platform only adds to the benefits that already come from traditional time blocking.

The Benefits of Time Blocking

As a time-management technique, time blocking boasts some serious advantages, not least of which is increasing productivity. You see, one of the greatest enemies of productivity is multitasking. While you may feel like you’re getting more done at once, multi-tasking tends to result in an overall lack of productivity.

When you allocate specific time slots for tasks, you’re less likely to procrastinate or get distracted. By focusing on one task at a time you can work more efficiently and accomplish them more quickly and productively. As you continue honing your focus you can even begin to more reliably achieve a state of flow. Flow states are characterized by states of deep focus and concentration, which can lead to higher-quality work and creative thinking.

Increased productivity can also help you reduce stress. Knowing that you have time dedicated to accomplishing important tasks can help alleviate feelings of being overwhelmed. With a clear plan for your day, you can approach your tasks with confidence. Developing your ability to block time can lead to a better work-life balance. Because time blocking applies to work, pleasure, and leisure, you can use it to create a holistic balance in your life.

Time Blocking Techniques

There are quite a few different ways to go about time blocking. There’s no one-size-fits-all approach, so try different techniques to see which works best for you. Here are a few to get you started:

Basic Time Blocking

First, sit down and make a list of all of your priorities. Based on deadlines, rank each item from one to ten with one being the highest priority and ten being the lowest. Then choose your highest priority tasks and break them into smaller subtasks.

Doing the dishes could be broken down into collecting dishes, washing, and drying, for example. Allocate blocks of time to each subtask, starting with the first in sequential order. You can do this for almost any activity, making basic time blocking highly versatile.

Do your best to mix sequential tasks with priority tasks. A task being the first in sequence usually increases its priority. However, don’t let sequence overwrite the importance of deadlines. Don’t focus on gathering dishes if doing so will make you late for work, for example. While that’s a clear-cut example, do be careful not to conflate priorities. The more you practice time blocking the better you’ll be about determining what are real priorities and what are distractions.

Time Theming

Time theming is similar to basic time blocking except you base your blocks around certain themes. For example, you could designate Mondays for meetings and administrative tasks whereas Tuesdays are dedicated to deep work. The main advantage of using this technique over basic time-blocking is that you reduce context-switching.

Context switching refers to the act of shifting your focus or attention from one task or activity to another. This process takes mental energy each time and can lead to a kind of fatigue called cognitive overload. The more rapidly you switch contexts, the more likely you are to suffer from cognitive overload. Think of the different mental framework you need to fold laundry versus ironing out a spreadsheet.

Not only does context switching impair your immediate productivity, but can also reduce your capacity for deep focus in the long run. On the flip side, time theming can actually help facilitate your ability to focus deeply. By keeping your time blocks on theme you mitigate context switching and thereby reduce your working experience of cognitive overload.

Agile Blocking

Unlike basic and theme blocking, agile blocking takes a dynamic and flexible approach that allows you to adjust your schedule on the fly. While reducing cognitive overload and context switching is important, sometimes priorities change and you need to address them quickly. Agile blocking takes this into consideration, sacrificing some context-switching for adaptive priorities.

Continuous agile blocking involves continuously evaluating and adjusting your schedule throughout the day or week. Rather than sticking to a rigidly defined plan, you remain open to changes, expecting them to come. This kind of blocking is especially useful if you work in a highly dynamic environment or are responsible for managing multiple projects at once.

One of the goals of agile blocking is to prioritize tasks and activities that deliver the most value. So to make the most of agile time blocking, it’s better to divide your time into shorter chunks rather than day-long segments. Each chunk represents a short, focused period of work dedicated to a specific task or project. These chunks can be more easily recontextualized than large swaths of time. Consider agile blocking if you’re in a freelance or management position where your priorities change often.

Who is Time Blocking For?

While time blocking offers numerous benefits, it may not be the ideal approach for everyone. Whether time blocking is right for you depends on your personality, work style, and specific needs. Consider these factors when deciding whether time blocking would work for you.

Time blocking tends to be more useful for individuals who thrive on structure and prefer to have a clear plan for their day. If you’re a natural organizer and enjoy sticking to schedules, time blocking may be a good fit for you. Those in fields that require design, writing, research, and data analysis could benefit from time blocking, for example.

Conversely, those in management or customer service positions may find it difficult to hone in on long stretches of deep work. Time blocking may also feel too restrictive if you prefer a flexible and more spontaneous approach. While agile blocking can accommodate this somewhat, it still adheres to the rigid foundations of time blocking. The great thing about this technique is that it’s something you can implement and test. See whether or not it works for you by incorporating a periodic review of it into your blocked schedule.

Review and Assess

Is time blocking for you? Discover how effective blocking is for you by including a periodic assessment of your scheduling into your schedule. To do this you need a way to measure and evaluate your scheduling results. Start by defining clear goals for your time and set up key performance indicators that align with those objectives. Example KPIs could include task completion rate, work time spent focused, distraction reduction, and so on.

Track your time blocks and see which consistently meet your KPIs. These measurable benchmarks will help you gauge the impact of your blocking. Determine what you did during the more successful blocks of time. Then see if you can leverage those techniques, things, and places to greater advantage.

Similarly, examine your least productive blocks to determine what isn’t working. What kept you distracted, and what could you do better next time? Set a regular, periodic review during your schedule to ask these kinds of questions so you can get the most out of time blocking. When done right, time blocking can prove to be an incredible technique for improving efficient and effective productivity.

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Juggling multiple projects with various due dates can make your head spin. You may think you’re organized and on top of everything until you miss a crucial deadline. In today’s digital-savvy world, many turn to digital lists to create and organize to-do items.

If you’re a Microsoft Outlook user, there are two main features to help you effectively organize your tasks: Outlook’s Task List and Outlook’s Calendar Reminders. These integrated features enable you to efficiently tackle your day, organizing and managing all the details as they best serve you and your ongoing projects, deadlines, and other work and personal commitments.

What is Outlook’s Task List Feature?

Just as it sounds, a task is an item on your to-do list. Outlook Calendar’s Task List feature appears in three places: the To-Do Bar, Tasks, and Calendar. You can sort and view your list based on your preference, such as the deadline. The Task List is a visual display of what you must get done, helping you stay on track. It can be helpful in prioritizing your workload and organizing your schedule accordingly.

To create a new task, navigate to the Task List on your Outlook home screen. From there, enter the details for the task that you are doing. This includes a name for the job, a due date, and any relevant notes or helpful information for you to review. You can enter the task status as a percentage by clicking “Show more details.” You can also attach files to the task and add charms to act as visual aids for organizing your set of tasks.

What is Outlook’s Calendar Reminder Feature?

An Outlook Calendar Reminder is a pop-up that appears on a specific day and time set by you. It will appear in your Calendar, as a visual reminder to complete a set task. You can turn on the reminder feature by going to “Settings,” then “General,” then “Notifications” in Outlook. Select “For events” from there and then “Reminder popup.”

Reminders can be set for particular meetings, such as client meetings you’ll need to attend. You can set how far in advance that you want to be reminded, putting the control in your hands. You may only need to be reminded a few minutes before for some to-do items, while commuting to a meeting may require a longer lead time.

Now that you better understand Task Lists and Calendar Reminders, here are some things to consider when choosing between the two.

User-Friendliness

Of course, ease of use is a significant factor when it comes to using either of these Outlook features. Task lists are a separate feature distinct from Outlook’s Calendar window. That said, inputting your info into a task and setting the appropriate due date is pretty straightforward. You can also set a reminder for yourself when you want to start working on the task. This can be helpful for more extensive projects with various components or if you’re a freelancer with multiple clients.

Calendar Reminders are integrated into the Outlook Calendar window. Setting a reminder is just as easy as scheduling a calendar appointment for yourself or creating a meeting. The pop-up window will appear at a set date and time that you’ve specified. If you’re already used to creating and scheduling appointments, you may find it just as easy to start using Calendar Reminders.

So, as far as user-friendliness is concerned, it’s a toss-up. You may get used to entering Tasks and may like to see a list of your running to-do items in one place. Alternatively, you may be so used to creating meetings already in Outlook Calendar that having a pop-up reminder may be more up your alley.

Compatibility with Outlook

Both Task Lists and Calendar Reminders are part of the Outlook system, so you won’t need to download any additional apps. That said, Tasks Lists will vary based on which Outlook system you or your company have installed. If you have the Outlook app installed on your laptop and mobile phone, you’ll use the classic Task List as previously described. However, if you’re using Outlook.com, you’ll technically use Microsoft To Do.

To-Do differs slightly from the classic Task List and has a few more features and selections, including Smart Lists. Think of Smart Lists as your personalized sticky note that updates automatically based on which tasks you’ve already accomplished. You can organize and view your tasks via your Smart Lists based on specific filters, such as “no due date” or “completed.”

This may all seem a bit complicated, but know it varies based on which Outlook program you use. That said, Calendar Reminders is the same whether you are viewing it on Outlook.com or the Outlook app. For this reason alone, you may find the compatibility of Calendar Reminders to be more streamlined across devices.

Reliability

If your running to-do list is as long as Santa’s, you want to ensure you cover all your bases. Having a deadline slip through the cracks can only make you feel more stressed and on edge. Outlook’s Task List and Calendar Reminders are reliable features. However, there are no guarantees that you’ll overlook an upcoming deadline.

The beauty of Task List is that you’ll never forget your paper to-do list again! Forgetting a notebook at the office on your work-from-home day will be a thing of the past. You’ll always have your set of priorities if you have access to Outlook. And, unlike a paper list, you can edit it as tasks change or projects shift.

That said, if you aren’t monitoring your Task List, you can easily forget a deadline is approaching. Utilizing the “reminder” feature within the Task List can help you stay on track. For example, if you have to create a PowerPoint presentation for a client meeting next Thursday, set a reminder for the Monday before. This will give you enough time to focus on the project rather than waking up on Thursday and realizing that you never created the PowerPoint in the first place.

Calendar Reminders are reliable as they prompt you to work on something based on a specific date and time. However, if you snooze the reminder, you may not give yourself enough time to complete the project. Seeing the pop-up window appear when you’re focused on another task may be a bit annoying for some. If you keep snoozing or deleting Calendar Reminders, it may be a sign to use Tasks List instead.

So Which is Better?

At the end of the day, the decision is up to you. You may find having a separate window with all your tasks organized by the due date via Task Lists best fits your needs. Seeing such a long list of to-do items may feel overwhelming for others. If this is the case, using Calendar Reminders may be what you need to break down projects into smaller, bite-size pieces.

Both features are relatively straightforward to use, compatible with Outlook, and reliable. Try each system to see what works best for you and your needs. Whatever your decision, you’ll likely work more efficiently and stay better organized.

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