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January 4, 2021 Content Chat Recap: Digital Productivity Tips And Tools for 2021

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January is often a busy time for marketers as they set their goals, develop plans, and get to work on the new year’s projects. Before you dive right back into your usual workflow, though, the start of the year is a valuable time to reset your workspace, review the tools you use, and find new ways to work more efficiently.

In this #ContentChat, we’re joined by Deb Lee (@DAllisonLee), digital productivity consultant, to discuss how marketers can reset for the new year, with a specific look at the tools and best practices to boost productivity. Read the full chat recap below, where we explore our favorite workplace tools, ways to set more realistic goals, and tips for optimizing your workflow.

Q1: The start of a new year is a great time to declutter. What do you recommend marketers do at the start of the year to reset physical or digital workspace (think anything from reviewing email lists to file management)?

To refresh your physical space, clean it up and remove any trash, keep your most-needed items within reach, and make it a daily habit to reset your space for the next day.

To refresh your digital space, first look at your files. Remove any duplicates, create a naming convention for all files, and delete or organize any clutter from your computer and smartphone. If you’ve been saving resources for content ideas or work purposes, build them into your content strategy and then store them in an easily-accessible place for future reference.

Next, review your emails and email management practices. Schedule time to read/respond to emails, use keyword search to find important emails, and spend a limited amount of time to reach “Inbox Zero” (if possible).

Now, find ways to limit your distractions. Apps like Rescue Time can show how often you are using your phone, and turn off notifications when possible so your focus is uninterrupted.

Some other ideas from the community include creating a to-do/daily task list (ideally with a digital tool, if preferred) and optimizing it for efficiency…

Reviewing your online communities…

Using different internet browsers for work and personal needs…

Or taping paper on your desk each week for notes, doodles, etc., and transferin any outstanding items over to the next week’s sheet.

Whatever approaches you try, be sure to reflect on the previous year and make a plan to address any shortcomings or inefficiencies. The problems will only get worse the longer you wait to address them.

Q2: Remote work is here to stay, and teams need a way to stay connected despite physical distance. What collaboration tools should marketers use to chat with team members and/or manage their workflows?

The community shares a handful of their favorites below, including Evernote for note-taking…

Basecamp for project management and team communication…

Any.do, Trello, Asana, Wrike, ClickUp, Airtable, Todoist, Redbooth, and Monday.com for team collaboration and project management…

Slack, Skype, and Google Apps for staying connected…

And Agorapulse, MeetEdgar, or Sprout Social for social media.

This is just a glimpse of the tools we use, and there are countless more you can try. We recommend that you agree on a suite of tools that your team will use, each with a specific purpose. Also, ask your team how they prefer to stay connected so you can better document how each tool should be used.

And, please remember that many meetings can be handled with a simple call, email, or message. Your team will appreciate you respecting their time.

Q3: What mobile phone apps are best for keeping marketing pros productive?

Many of the tools we recommend above have mobile apps, and you should check if your favorite tool has an app, too!

Not mentioned above: Lastpass is an incredible resource for password management. Focus Keeper is a time management app that has a 4.8 rating on the iTunes app store based on 15,700+ reviews.

Check out all the recommendations below, and let us know your favorite mobile apps for productivity in the comments.

Q4: Automation tools are increasingly being used by teams to simplify their workflows. What tools do you recommend for their automation capabilities?

Zapier, If This Then That (IFTTT), Pleexy, Automate.io, Microsoft Flow, SocialPilot, ActiveCampaign, and Otter.ai all come recommended for their automation capabilities. Have you tried any of these before? Let us know your experience in the comments. Alternately, tell us your favorite tool that isn’t on this list and how it helps with your work.

Q5: How do you recommend teams set more realistic goals to better set themselves up for success?

Keep a narrow focus and choose your top three goals, each of which should tie to your company’s mission/values.

Document any goals that don’t make the top three and revisit them as your team continues its work.

Optimize your goals by making them clear and easy to understand, with deadlines. Deb shares a great post that can guide you on setting SMART and CLEAR goals.

Break larger goals down into smaller, actionable steps so you stay on track to achieve that goal.

Revisit your team’s goals from the previous year to inform your next set of goals. But, don’t fall into the trap of constantly upping your numbers if the market conditions cannot support more growth in that area.

With your goals in place, ensure your team commits to using the same tools and processes to track your progress and execute on your ideas.

Q6: What time management tips or tricks do you use to maximize your productivity throughout the day regardless of your workload?

Before work, visualize the success you hope to achieve to keep you motivated.

Start your day by reviewing and prioritizing your to-do list, and schedule time to review emails and/or Slack messages. If you can finish a task in under 10 minutes, do it now so it is off your list.

Use the Pomodoro Technique, combined with the productivity apps we recommended, to stay focused.

Take regular breaks and eat away from your workspace if possible. Deb shares two ideas for breaks below.

If your motivation is low, set a timer for 10 minutes and work on a task for at least that long. If you’re not in the right mindset for that type of task by the end of the 10 minutes, simply stop and try a different task.

And at the end of each day, get organized for the next day by reviewing your to-do list and cleaning up as needed.

And preserve your wellbeing by following regular working hours and stopping work at a reasonable time.

Q7: What is the one physical item you’ve bought for your home office in the past year that has made the biggest difference in your ability to get—and stay—organized and be more productive?

Some of the recent buys that our community recommends include: external monitor, whiteboard and markers, monitor riser, standing desk, wireless earbuds, and a space heater. What physical item has improved your work-from-home setup?

Are you looking for more digital productivity tips and best practices? You can download Deb’s free Time Tracking Worksheet to figure out your time wasters and boost your productivity, or check out the resources she shared below.

About Alek Irvin

Alek Irvin is a content marketing professional with a rich history in social media management, executive thought leadership development, and media relations. As a consultant at Erika Heald Marketing Consulting, he creates human-focused content and thought leadership platforms that help brand leaders connect and engage with their communities. Alek has worked with a range of startups and Fortune 500 companies across the B2B technology and consumer spaces, including IBM, Dell Technologies, Hitch Works, Emtrain, Integrate, and Frameable. Connect with him on Twitter @AlekIrvin.

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