IT Support Newsletter

July 2016 Newsletter

Staying Productive as a CEO in an Always-On World

Reed Wilson, Founder & CEO

Recently, I was in a meeting with some 20-somethings in our company and mentioned how on business trips, after a meeting, we used to race back to the hotel so that we could ‘check email’ (this was in the early 2000’s before the advent of the smartphone).  While we had cell phones they were just used to make calls – that’s it.  They looked at me like I was a dinosaur. 

I will admit that I miss these times, because the lines between ‘work time’ and ‘personal time’ were clearly demarcated. Obviously, that has changed since the rise of smartphones and tablets. The lines between when you are working and when you are away from work have become increasingly blurred.  We are always connected now and, surprisingly, staying productive has become extremely difficult.  (Isn’t it funny that the very tools that were supposed to make us more productive have had the opposite effect?)

Staying productive while running a business and balancing family life can be tricky. I thought I would share some of the tools, tips, and tricks that I have adopted over the years to keep myself focused and productive in this ‘always on’ world.

Turn off the email distractions
For me, email can be a huge distraction.  I’ve turned off all email notifications in Outlook so that I’m not notified when new mail comes in.  Prior to doing this, I would stop what I was doing anytime my email would ‘chirp’ or I would get a new mail notification.  This allows me to stay focused on the task at hand.

Use an app to track your smart phone usage
There are several apps that will track how often (and for how long) you use your smart phone.  I use an app called Moment.  It’s a great app that reminds me when I have gone over a certain amount of screen time for the day.  Be prepared to be shocked!

Set clear expectations on how and when you will communicate
My team knows that if they have something that is urgent, it’s best to pick up the phone or come down to my office.  If it’s not urgent, feel free to send an email and I will respond when time allows.  This has two effects: 1) it limits the amount of email I get and 2) people will generally ‘think’ before bringing an urgent issue to me.

Leave your phone in your car when you get home
I have two small children at home and have learned, if my smartphone is handy, I find it difficult to be ‘in the moment’.  I’ve gotten into the habit of leaving my phone in my car when I get home in the evening and I don’t get it out until after they’ve gone to bed.  It’s great to have conversations at the dinner table again!

Go old school and write a list

While there are certainly some great apps to help you with your to-do list, for me the best method of keeping a to-do list is to hand write it on an index card every day. I keep a stack at my desk in the office and at home. Every day, I write down the list of things that are crucial for me to get done that day. 

The card stays with me all day long and it’s extremely gratifying to mark items out. The following morning, anything that didn’t get marked off goes on to today’s card.  If a to-do is moved more than twice then I have to ask myself how important it really is.  Although this is low-tech, this is my favorite productivity hack!

What about you?  Have you found any productivity hacks that you think are especially useful?  Let me know – I’d love to hear them as I am always trying to get better. 

In the meantime, our team has put together an email course full of productivity advice on topics like email, cutting distractions and meeting to help you get more done as an individual and as a company. It advice we use in our own company every day to help us be more successful and I highly recommend it. You can sign up here.


Office 365 & Microsoft Updates

Matt Banning, Project Engineer

Reminder! Free Windows 10 upgrades end July 29! If you haven’t already updated your machine to Windows 10, it may be time.  

 

Microsoft acquires LinkedIn 
Microsoft recently purchased LinkedIn, which may seem to some as an odd move for the world's largest software selling company. According to Microsoft's CEO Satya Nadella, his long term goal is "bringing together the professional cloud and professional network."  

Microsoft has yet to mention any future plans for the 400 million user site. Microsoft is no stranger to acquiring companies, but what they will do with LinkedIn (if anything) remains to be seen. In the past, they've integrated some acquisitions completely into existing products (usually Office 365 and the Office Graph) - others have continued to operate as separate entities. We'll be interested to see what happens here! 

For more, check out the Microsoft blog and this New York Times article covering the acquisition.  

New ‘Advanced Security Management’  
This gives administrators the ability to monitor abnormal activities across their environment. Some of the built in features include alerts for multiple failed login attempts, users downloading multiple files within a short amount of time, and logins from unknown locations. You can even opt to automatically suspend a user's account until an administrator has time to check on the issue.  For more information, read the Office Blog and ZDNet article.  

New SharePoint iOS app 
Microsoft rolled out a new iOS app for Sharepoint. Not surprisingly, it includes a Sites tab, so you can access your Sharepoint sites. It also includes tabs for Links, People, and Search. The app links to other Office apps, so you'll get the best experience by using it with apps like OneDrive for iOS. Android and Windows phone versions are expected to come later this year. Find out more here.  

Office 365 Group Updates 
With the latest updates to Office 365 Groups, you can now update your privacy settings (anyone in the organization OR select members), allow users to 'send as' the group, and administrators can now apply data loss protection policies. Learn more on the Office blog. 


The Importance of Open Communication in IT

Working with an outside IT support company can be a huge help to small businesses who don’t have their own IT team (or who need supplemental IT support). As with any vendor relationship, the key to getting your IT issues solved quickly and efficiently is open communication – even when it may not seem necessary. When it comes to IT, though, the Benjamin Franklin quote is very true: “An ounce of prevention is worth a pound of cure.” Letting your IT company know about changes beforehand can save often times save you money and headaches down the line. Read More...


3 Features We’re Excited About in Sharepoint 2016

SharePoint 2016 has started rolling out to Office 365 users. As heavy SharePoint users ourselves, we’re pretty excited about this and there are a few new features that have already piqued our interest. In addition to an easier navigation, Microsoft seems to have a renewed focus on collaboration and productivity. Here are three features we're excited to use. Read More...


3 Reasons Your Sales Team Should be Using a CRM

Without the right tools in place, sales can be a messy process, making difficult on leadership teams to know what their sales numbers really are – and can cause major problems if a salesperson leaves the company. Using a Customer Relationship Management (CRM) system can go a long way to alleviate those problems. Getting the right system in place can bring clarity to your sales process and even help your sales team close more deals.  Read More...


How to use Delve Analytics to Improve Your Productivity

Working in an office can sometimes feel like a minefield of productivity killers. Emails constantly popping up, co-workers swinging by to chat, meeting where not enough gets accomplished can all be a drain on your productivity. It only gets worse when you take into account that most people are pretty terrible at mental accounting (how we add up things, like how long it takes to get tasks done in our heads). Not only do you have an inaccurate picture of how much you’re really getting done, but it can make you feel worse about what you still have to do. Enter Microsoft Delve. Using Delve Analytics can help you get a handle on your mental accounting and boost your productivity. Read More...

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