Nick Exposito

Marketing & New Business Coordinator

Getting Things Done: How To Decide What To Do, When

When it comes to getting things done at work, how do you go about it? Do you write down a list, type it in a document, use sticky notes? What do you do to make sure you are getting things done throughout your workday?

Recently, CEO Joanna Pineda and CTO Maki Kato held a Friday Forum, which is a learning session held during lunch by one of the Matrix Group staff members, about what they’ve learned from reading the book “Getting Things Done: The Art of Stress-Free Productivity,” by David Allen. They did a great job of summarizing the information from the book, and many of their suggested approaches for how to get tasks done more quickly, efficiently, and effectively in the workplace were eye-opening to me.

My #1 takeaway: How to decide what to do, and when.

In the book, David Allen suggests asking the following questions to help you determine which tasks you should tackle at any given time:

  • How much time do you have? 2 hours? 30 minutes between meetings? All afternoon?
  • What is your context? Where are you? The office, house, car, gym, etc. and what tools do you have to use to accomplish this task?
  • What is your energy level? Maybe there’s a task that should only take you 30 minutes, but it requires a lot of mental energy, and it’s 4:30pm on a Friday. But, you have two other tasks that should only take 15 minutes each, and are easy breezy. Focus on those tasks.
  • What is the priority list? When are my deadlines? What do I need to get done this morning, today, by the end of the week, or the end of the month?

So now, at the beginning of the day, I take a look at my list and my calendar, and then ask myself these questions so I can formulate a plan of how, and when, I will knock out all of the tasks on my plate. It’s been a game-changer for my productivity.

Keep in mind that energy level is key, though! Sometimes I may have a task on my plate that will only take 30 minutes, and it’s planned into my day between my afternoon meetings, but it’s a task that takes a lot of concentration. The 2:30 slump arrives and in that state of mind the 30 minute task may take me more like 45 minutes to an hour to complete. In that case, it may be better for me to focus on one of my other 30 minute tasks that requires less mental energy.

One more quick tip I learned – review your email once an hour, not every 5 minutes, to avoid distraction.

Have you read Getting Things Done? What is one of your top productivity hacks?

Sherrie Bakshi

Director of Marketing and Social Media

Google’s New Mobile-Friendly Algorithm Rolls Out Today

Google rolled out its NEW mobile-friendly algorithm today.

Why is Google doing this? The world is mobile. With an estimated 63% of American adults using their phones to go online (Pew Research Center), Google, the world’s largest search engine, wants companies to get serious about their mobile strategies. Internet search concept

What does this mean? When searching on your devices, Google will highlight mobile-friendly in the search engines. More importantly, mobile-friendly websites will rank higher in mobile searches.

How does this impact your organization’s web strategy? For one thing, if you don’t have a mobile strategy, it’s time to get serious about one. It’s also a good time for those with mobile strategies to assess them.

Here’s how:

  • Start with your own analytics. When reviewing your analytics, go to Audiences>Mobile>Overview. You can see from what type of device visitors are accessing your website. To gather a sense of whether or not traffic has climbed among mobile devices over a specific period, simply select the “compare to” in the calendar box (top right hand corner) and adjust dates. You can customize the dates based on specific periods.
  • Use the mobile-friendly test tool. This tool crawls individual pages on your website and lets you know if a page is not mobile-friendly and why.
  • Make your current website responsive. These days many content management systems, including Sitefinity and WordPress, offer responsive templates to help web developers convert desktop sites to responsive.

Finally, if you haven’t redesigned your website in a few years, make sure that you budget for a responsive website.