This is the second part of a 2-part blog series. Read the first part of the series here.
The myth of multitasking.
When you’re trying to get multiple things done with different sets of people, it might seem easy to multitask by doing everything together. But this can be counterproductive because your attention gets split between activities. You’ll take much longer to complete each activity, and this can negatively impact your overall output and quality of work. Several independent psychological researchers have established that multitasking results in reduced efficiency due to cognitive ‘switching’ costs.
Switching from a task before you complete it also causes the Ziegarnic effect – the tendency to experience intrusive thoughts about unfinished tasks. The only way to resolve the cognitive dissonance that comes from a lack of closure on an unfinished task is by completing that task.
A good project management app is one that lets you simplify complex projects so that you spend enough attention and energy on each task.
To simplify complex projects, you can organize them according to a hierarchy of easily manageable units such as milestones, task lists and tasks. Split your tasks into the simplest sub-tasks that can be easily completed before you move on to the next task. You can also set task dependencies to help identify and complete dependent tasks. And of course, the sense of completion that comes from finishing these tasks can help avoid the Ziegarnic effect!
Encourage everyone in your team to restrict their focus to completing one thing at a time – complete one task or participate in one discussion or just catch up with activity streams in one project portal. Finish any one thing before you move on to the next.
Treat different project portals like separate rooms – you cannot be in more than one at the same time.
Resist the temptation of switching to another tab or project portal before you’ve completed what you wanted to do. Read more
My colleague recently blogged about how project management apps can greatly help improve collaboration especially for geographically distributed teams or companies. As a remote employee at Zoho, I’ve experienced this a lot. My marketing role requires interaction with multiple teams, all based in other cities and time zones. And yet we all manage to collaborate seamlessly across multiple projects.
We do this by creating and reinforcing a culture that encourages collaboration.
That’s where project management apps come in to the picture. They work as an antidote to unproductive practices that could prove harmful for a collaborative culture. If you’re a growing start-up or company that’s trying to become more collaborative, these are the work practices that you might want to upgrade from:
Email ping pong.
If you’re using email to make decisions or to discuss specific tasks that require inputs from multiple people, you could end up back and forthing and wasting time:
- creating email threads that are too long for people to follow through
- discussing the same topic over disparate email threads and have a hard time combining inputs
- just trying to get everyone on the same page
Not only is email ping pong unproductive, it is also unhealthy. In a recent research, occupational psychologist Dr Emma Russell listed email ping pong as one of ‘the seven deadly email sins’ that could have negative health repercussions for employees.
Sifting through piles of email to look for important tasks or trying to achieve a “zero inbox” state should never be a work goal for anyone. Read more
For about six years now, I’ve been working in a cross-cultural environment. Our teams are split across offices in India and the US, with the majority of our development efforts based out of India.
I work remotely out of New Delhi, whereas most of our India teams work from Chennai. To give you an idea of how far these two places are:
In this unique situation, I’ve had the opportunity to work with teams across different locations and time zones. These differences no longer come in the way of teamwork and collaboration. In fact, they help us evolve and adapt our own business apps to make this combination work – no matter where you are and what time zone you’re working in, you’re always connected and in sync with other people.
What could get in the way though, are cultural differences.
It’s usually good practice to mix people from different cultures. Everyone brings in their own cultural perspective to the table, and people get to learn from each other.
But it’s tricky for people from different cultures to work together, especially when they’re not all working at the same time, under the same roof.
Tricky, yes. Impossible, no.
Here are a few things that can make it possible: Read more
When I meet small business owners and tell them about my work with social media, a lot of them ask me how they should be using social media to grow their business. Before I answer that question, I usually ask them about what they’re already doing. The responses are often along the lines of:
“We have a Twitter handle and a Facebook page”
“I setup a Google+ page for my business!”
At this point, I have to ask them: But did you start by listening?
Listening is the most basic and the most underrated social media activity for any small business. And it’s important to start listening even before you decide which social networks to focus your business presence on.
Step 1: Know where your audience is.
If you’re ready to build a community online, the first thing you should do is figure out where your audience is.
Spend time listening on a few networks. Listen to discussions around industry trends, look for relevant keywords and conversations around your business and your competitors.
For instance, if I were running a local pizzeria, I’d listen to conversations about good food in and around town. I’d figure out where these conversations happen most often. I’d also check out a few specific foodie networks (such as Epicurious, Foodily or Open Source Food) to see if they are more popular among foodies in my city.
Once I have some idea which networks my business can benefit from, I’d focus my efforts there. Read more
Like most people, I usually decide whether or not to open an email from a company depending on what the subject line says. I’d even go a step further and form an opinion about the company based on how they word their email subject lines and how consistent or unique they are with this as a branding activity.
Lately, I’ve noticed many companies trying to experiment with their subject lines. Here are a few important things I’ve learned from watching these experiments and trying out some of my own:
Short subject lines go a long way
Depending on which email program your recipients use and their personalized display settings, they might not read a long subject. For example, my current display setting on Zoho Mail shows me the first 3-5 words of the subject.
The first few words are very relevant because those are the ones your recipient will almost always see. A recent study by Retention Science found that 6-10 word long subject lines tend to have the highest open rates. Keep your email subject lines short so they don’t get cut off.
Especially at an unintentionally awkward point:
“Summer’s here. Drown yourself in our soothing summer sorbet!”
“Summer’s here. Drown yourself…”
Oops! I’d just go with:
“Our soothing summer sorbet is here!” Read more
He wears a red suit, sports a long white beard, lives (and works!) at the north pole with a bunch of elves and eight tiny reindeer. That’s right, our busiest customer this season, is none other than Mr. Santa Claus himself!
While the rest of us are happy holidaying, Mr Claus is busy trying to make sure that the holiday is just perfect for everyone.
With a long list of demanding customers to satisfy, very little time to deliver gifts and an office that’s not only remotely located, but also freezing cold all year around, running the holiday business just can’t be easy.
And yet, despite all these challenges, Santa manages to get everything right for the big day. We asked him to tell us how he does this, and here’s our exclusive story of what goes on ‘behind-the-scenes’ at the North Pole office, in his own words…
2 weeks ago, we announced the #MyBizStory contest to celebrate small businesses and the stories behind them. We received hundreds of stories that amazed and inspired us, from a variety of businesses from all across the continent!
We felt like we were a part of these stories and meeting people behind-the-scenes of each business. We knew it would be tough to pick the best entries among so many great stories. So, we tried to judge stories on the basis of what they were about and how they were told. And of course, bonus points for stories with pictures!
First off, here are the 3 stories that won the iPad Air prizes (and the ones that didn’t, don’t worry, you still won a place in our hearts!)
Alexandria’s story touched our hearts. The story combined with the lovely painting, sends out a great message about compassion for life, art and humanity.