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How Technology Is Shaping The Way Professionals Work

It may seem like every industry is already plugged into tech and professionals are working smoothly with digital workflows, the actual truth is that there are still technological bumps in the road. This may be due to the personal workflows of professionals themselves or the industry they’re in which may be slow to adopt more digital methods.

Regardless of the cause, technical expertise within an industry comes with learning. And most professionals are still learning their way around technology. So how are industries and professionals dealing with the digital shift that surrounds us? We take a look at three sectors.

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Tips To Going Paperless On AIIM’s World Paper Free Day

It’s no mystery that we’re all about making your paperless transition easier. Regardless of your usual paper-based habits, businesses are increasingly adopting the practice. This slow acceptance and office-changing trend is making a nearly completely digital office more realistic.

Every small step towards a paperless workplace counts, and people are going about it at their own pace. Yet with today being World Paper Free Day, an AIIM initiative that tries to get people and businesses to go paperless for one day, there’s no time like the present to practice one full day without paper!

So we’re taking a quick, light hearted look at where you stand as a paper free advocate, and offering up a few strategies to help you take it one step further to working smarter, more efficiently in the workplace today.

Here’s what you can do if….

You Still Use Scratchpads, Notebooks & Agendas

Most of you may still using notepads, notebooks and agendas, and that’s understandable. You’re more comfortable with pen and paper. It feels more natural to you than typing on a screen. We get it. But keep in mind that comfort zones can be a disadvantage, and investing over 75% of your work in hard copy ways can make it difficult to go paper free.

For today, take baby steps. For example, to get into the habit of digitizing your schedule, start small by scheduling certain things, like face-to-face meetings or meals in Google Calendar. Or try integrating a few tools into your brainstorming sessions like mind mapping tools. Even project management tools like Trello is simple yet powerful enought to keep your task lists organized and up to date with your team or meeting objectives.

You’re Using Sticky Notes And Loving It

If you’re using sticky notes, you’re on the path towards being paperless—you don’t use entire sheets of paper or spend too much time in notebooks. A scant piece of paper is all that’s needed. While you’re on your way, there’s still the issue of getting you to do it digitally.

An easy way to turn this into a paperless habit? If you’re on a computer, you may as well use your browser. Try quick tricks like turning Chrome into a notepad or creating a Google Doc from your browser toolbar and give yourself access to a digital note with a single click. Also, consider using Sticky Notes on Windows 10 or Notes on Mac straight from the desktop itself. Now’s the time to use those apps, if you haven’t been doing so already.

You Take Pictures When You Don’t Have A Pen

A picture says a thousand words, and over time a quick digital snap can save you just as many pieces of paper. We wouldn’t be surprised if you’re already taking pictures of information and documents with your phone when there’s no pen or paper to be had. And that’s great! It’s an effective, yet simple method for jotting things down.

Quite obviously, this also comes in handy at the office. For instance, if you want a few hard copy documents on file and don’t have access to a scanner, get a scanning app on your phone. Evernote Scannable, for instance, is convenient and works on your iPhone and iPad. For Android, try CamScanner. Both have great features to work with any type of document you scan into digital form.

You Work At A Desktop Computer

You practically have no paper to work with whatsoever. Your work is all within MS Word, MS Excel or some digital file format, which are primarily on your computer. You have everything at your disposal, yet there are times when printing up a document is tempting. Trust us. We’ve been there before.

As a digital worker, you can come across PDF documents that require either conversion, editing or minor modifications. So consider the tools you use. For instance, you may want to set up a document management system complete with an all-around PDF converter tool to keep your work going smoothly no matter what the task.

You’re Mobile, Work Remotely And Completely In The Cloud

You’re more paper-free friendly than you realize! Almost all your work is stored online, shared digitally, and being mobile, well, that means gadgets are your main tool for working with documents. The one obstacle that may draw you back to paper is the limited tasks you can perform with light weight tools. If you’re working on a netbook or tablet, web-based tools and apps are your best bet to getting things done.

For this, try curating a good list of online go-to tools. For example, when you have a PDF, there are a few that let you perform PDF tasks in a web browser, no software needed. Also, ensure that you have a way to work with and access your cloud accounts effectively. They’re your main document hubs, so they’re essential to your work.

One last trick? Use the speech-to-text feature on both Android and iPhones for dictations. It’s a convenient mobile alternative to pulling out a notepad. Your keyboard, when activated in any app, will usually have a microphone icon. Tap on that, start talking and you’re good to go.

How are you going paper free today?

How To Go From Full Time MBA Student To Productive Business Pro In Less Than 5 Tips

Empty Meeting Room

You’ve graduated. You’ve secured a job. Now what? As the reality sinks in, you’ll realize that getting that coveted position was only half the battle. Making the leap from a full time student to a full time professional is the other, much tougher, half.

By far, the biggest challenge is finding the right balance as you adjust to your new position. It calls for a shift in your daily habits, your lifestyle, and your productivity. And effective tech habits are part of that. They’re crucial to how we work. If they can’t be efficiently put to use, neither will your time.

Obviously, we all have our own ways of working with tech. Yet what habits you had in business school might not work in your new position. Fortunately, it’s possible to make a smooth transition with a few productivity tech tips that will keep you on track and well-adjusted.

1. Optimize Your Computer Workflow

To start, make sure your computer is set up to complement the way you need to work. Put your everyday files within one or two clicks by optimizing your desktop station with Dropbox. A simple cloud service like Dropbox can keep you constantly connected and highly organized.

If you’ve used this as an MBA student then you know how well it can back up your documents across mobile and desktop platforms. And as a business pro, it can bump up your productivity by using it to create an effective file folder and labeling system.

File Folder Case

How:

Labeling your folders is key. When working with documents, we usually work with them as a part of an on-going process.

So name your folders according to stages in your work: Working Drafts, Documents To Review, Finalized Documents, and so on. Then create subfolders for different categories—Clients, Office documents, Monthly reports, and the like.

This system lets you instantly dig up and locate a file according to where it is in the workflow rather than having to sift through broad categories first.

2. Stay On Track With A Personal Task Manager

Make sure you set up a good daily routine that includes a task list. Setting up goals safeguards your time and keep you from multitasking because the amount of time spent on different things doesn’t always equate to productivity.

An app like To-Doist is simple yet powerful enough to keep you on task. It has both a web and free app that are easy to use.

How:

To work effectively, sort your tasks by priority and length of completion time. Tasks of high priority with short deadlines go to the top of the list. Low priority tasks with longer deadlines go at the bottom.

For on-going jobs, break them down. Schedule them in for the next day at the end. This way you’re constantly working on them bit by bit until completed.

Also, reserve blocks of time for emails, phone calls, lunch, and frequent breaks to prevent you from getting side tracked and ensuring that you have a well balanced routine.

Scheduling your day is important during the first weeks when you’ll naturally be working slower than usual. Setting up your task list like this allows you to focus and give you time to accomplish one task at a time.

3. Boost Your Mobile Phone

For the first week, you will probably be shown around the company as part of your orientation. Remembering everything from procedures to document processing is key.

Simplify this by getting an app that can raise your mobile productivity. For instance, an app like Evernote is a popular utility that will let you take notes right on the spot.

Uploading Files To Cloud

How:

Create a New Note for every reminder you need and categorize them into Notebooks for different aspects of your orientation: Procedures, Team Members & Roles, Clientele, and so on.

The best part is that you aren’t limited to typing your notes. You can record voice memos when you don’t have time to type and take snapshots of examples you may need for reference later on.

With the many services and apps you can use, Evernote becomes a powerful cheatsheet tool that can make the first few weeks a breeze.

4. Connect With Professionals Online

As the new kid on the block, you’ll want to be prepared for any project that comes your way. Whether this means turning to an image editing tool for custom graphics and media projects or YouTube videos for MS Office how-to’s, you should have the right resources at your fingertips.

For times when you need guidance and advice, you should join Quora, one of the top Q & A sites where you can connect with experts.

How:

If you follow top business influencers in your field, you can gain valuable insight based on real life experience.

The advantage of this site is that you can get in touch directly with professionals. First, you can visit their profiles and send them a simple message introducing yourself.

Or second and more effectively, you can use the network’s Ask to Answer feature. This allows you to have your question sent to a professional of your choice directly. So the more active you are the better a resource Quora can become!

You’ve worked hard to earn your position, so don’t let a few snags affect your performance. There are many ways to improve your technical game. Use what works for you. Give these tips a test run and let us know how you plan on making the transition easier.

How To Stay Focused And Energized At Work When You Don’t Feel Like It

How long can you last a typical work day? When you work 8 hour days at a computer, it can be easy to lose focus. The 9-5 grind can have you exhausted before your day is even over. With eye-strain, constant distraction and long periods of sitting, it’s no wonder the current work force is obsessed with improving the concept of the ideal work life.

From the 4-day work week to setting up a work-from-home day, the perfect work-life balance is the holy grail of working professionals and productivity gurus. While you can find tips on the most popular productivity tools, the best mobile apps or productivity tips to help in that area, sometimes what you need is guidance on improving more than just your workflow.

In fact, such tips can typically miss out on one common problem. People call it many things—zoning out, mentally fading, the afternoon slump, spacing out, whatever you call it, you’ve undoubtedly felt it multiple times during the week. It’s not exactly what you’d call being distracted, but the results usually amount to the same thing: low productivity, higher risk of errors, and time wasted.

Though going for a cup of coffee is usually the number one solution, it’s time to get creative. There are other things that can help you get energized and back on track.

Play Mentally Challenging Games

One good way to keep your mental wheels oiled is to keep yourself intellectually challenged. Try going for popular brain teaser games and training apps or programs like Lumosity. There’s some debate about whether or not these scientifically work to raise your IQ, but what can’t be denied is that they can keep you mentally active.

A short session here and there on your lunch break can help you switch your frame of mind. Other similar services include Congnifit and Fitbrains. If you prefer to do so on your mobile, you can also try brain teaser games like Sudoku, 2048 or Can You Escape.

Perform Rote Work And Unchallenging Tasks

This may sound counter-intuitive, but this tip will actually give you that much needed momentum during your low energy times. These tasks can be anything–deleting your junk mail, cleaning off your desk or organizing your filing cabinet (or washing dishes if you work from home).

Messy Desk Clutter

A short study has shown that shifting focus to unchallenging work can actually help to boost your mood. The psychology behind this is that when you complete a task, you gain a sense of accomplishment. This can give you the drive needed to build yourself up to a more focused state going into another task.

Create a to-do list on the side of necessary rote tasks you can turn to when needed. This way you’re still taking care of something that needs to get done and not wasting time.

Use Notifications, To-Do Lists, and Timers

There’s nothing like having deadlines to keep you on your toes. Holding yourself accountable when things get slow and sluggish at work can be an effective method to try on yourself. When we’re working against the elements, be it time or resources, we tend to work with more focus to get the job done.

Creating To Do List

For this, set up notifications, create short yet manageable to-do lists and even use the trusted go-to timer strategy (think Pomodoro technique). Lighting a fire under a task will push you to work with more energy, giving you a second wind.

Schedule In De-Stressing Time Online

Unwinding is a huge part of staying alert and keeping your mind fresh. If you find yourself getting stressed out or tired from long periods of intense focus, take a mental break. As little as 15 minutes can mean a world of difference to your productivity.

We covered a few ways to reduce your stress online before. From customizing your musical mood to playing PacMan online, you’re sure to find one tip that’ll do the trick.

Change Your Location, Your Workspace Or Your Workstation

Another thing you can try is to change your physical setting. Your surroundings can have an effect on your mental state day after day… after day. This includes disruptive noise from neighbouring cubicles, low lighting, and just being in the same drab, dull setting—factors that can elevate or drop your energy levels significantly.

Mobile Workstation

Try and make the modern day office work for you by rearranging your workspace, working in a different area (if you work on a mobile device), decorating your desk or even trade in your PC for a laptop if you can. Your work space matters and a quick switch can turn things around instantly.

We can’t be on the ball at the computer for 8 hours straight, 7 days in a row, on command. Hopefully, these can help give you that jump start you need when you’re drained, low on energy, and losing focus. Everyone is different, so let us know what works for you.

5 Hats All Budding Entrepreneurs Should Expect To Wear

Preparing For Business

Nowadays, you can’t sift through a business news feed without hearing news about small startups that went from rags to riches and made it big. And if a success story provides you with anything, it’s the idea that anyone can do it, that all it takes is your passion and one great idea.

But that is NOT enough.

As a successful entrepreneur, you need to be versatile, open to risk, and committed to seeing your vision through. Not only that, but there are a ton of hurdles known as “work” standing in your way. They’re all too easy to forget when you’re excited about your idea, brainstorming on how to finance and pitch your product. Keeping your business afloat will mean a lot of business-related stress and becoming a jack of all trades.

Already have the entrepreneurial spirit and ready to take that first step? That’s great. But before you do, think about your second step: what roles and shoes will you have to fill?

To prep you with an idea of what to expect, consider a few of these essential hats you should expect to wear as you turn your pipe dream into a successful startup.

The Administration Hat

At the beginning, entrepreneurs will need to consider the nitty-gritty details of handling business operations on the most basic level. Depending on what your business is, this will include any aspect needed to keep your company and product line running: office space, payroll, supplies, accounting, and setting up workflows, just to name a few.

If one part in the administration chain doesn’t work out, you have to be open to different solutions, looking at the process from all angles. That first year as an entrepreneur will be about discovering and testing both yourself and your ability to think outside the box. So be prepared.

The Team Management Hat

Don’t forget that it also takes interpersonal skills to build a successful company. Once you build a solid business team, you need to be able to work with and lead them. This means being able to delegate tasks, mediate conflicts, listen to concerns, know everyone’s strengths and weaknesses, or simply give credit when and where it’s due.

Managing Office Teams

Whatever decisions you make regarding the team and your office, you need to be able to listen to the dynamics going on around you. With the management hat on, you lead and generate the company’s culture, creating an atmosphere and tone for the company.

The Marketing Hat

Nowadays, new businesses won’t even make an impact without some online exposure. Marketing will play a major factor in staying ahead of the field. On the technical side of things, this means being familiar with web technology, SEO, ads, marketing tools, and analytics. On the human side of things, it means having a clear goal in mind to create a sincere brand you and loyal users can stand behind.

Once you have both, you’ll have to be able to decide what type of marketing works for your business and what doesn’t. And while it’s easy to mimic what other companies are doing, remember that one size doesn’t fit all. When it comes to marketing, expect to invest some serious time in researching your own demographics. A marketing campaign is only successful if it fits your company and your vision.

The Social Hat

Web presence and social image is everything now. From blogging to networking, wherever you choose to promote your business, you need to have a community behind you. It’s a great way to get feedback, support, and loyal fans. The relationship you build with your users is what will set you apart.

And note that this social hat doesn’t only apply to an online audience. This also includes in-person meetings, presentation pitches, board room discussions and even swapping business cards at conventions. Making the right connections can help put you in a good position in your niche. No one ever does it alone!

The Tech Hat

Before you even start pushing your product out there, be sure you know the tech behind it—especially if you’re a tech start up. Be active in the development and testing stage. Do everything you can to be in-the-know about your niche, don’t leave this side of the project to only one person on the team. Don’t forget, if you’re helping to field the support lines too, you can’t blank out on basic usage and troubleshooting issues.

Learning New Business Technology

For non-tech start ups, this is still a necessity. No matter what product or service you offer to the public, you need to know about the tools needed to run your business. Dealing with customers online, for instance, may mean creating an entirely new database and digital document management system. From simple emailing to document processing, you have to make sure your tech makes things work smoothly.

Debating on whether or not you can hack it? Just reading about someone else’s success is enough to inspire you to make your own entrepreneurial dream happen. So before you quit your day job, do your homework first. Be prepared for the tasks you’ll be spending most, if not all, of your time on.

Ever dreamed about starting your own business? How do you plan on getting it off the ground?