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?

Leah Monica

Director of Marketing

Social Media Tool: Hootlet Extension

If you’re in marketing, you know how time consuming posting and monitoring social media can be. It can easily swallow hours of your work day. Yes, hours.

As I mentioned before, I’m all about the productivity hacks this year, and am diving deep into the world of Chrome extensions to try to streamline my work and personal life. My current favorite extension for efficiency in the social media department is the the Hootlet extension for Chrome and Firefox. If you use Hootsuite to manage your social media accounts like we do, you need this, plain and simple!

Why is it so great? It allows you to share articles or web pages that you are reading/visiting, without ever having to switch tabs or copy/paste a single URL or string of text. While it may not seem like either of those things are that much of a nuisance, you’d be shocked at how much time the back-and-forth swallows, and how easy it is to get lost and distracted when you’re juggling 15-20 tabs at once (that’s not just me, right?).

With the Hootlet extension, all you have to do is click the Hootlet icon in the browser toolbar, and the familiar Hootsuite draft box will pop up on the webpage, pre-populated with the page title and URL. From there, you can customize your message, add a photo or attachment, and choose to either share the social media post immediately or schedule it for later, without ever leaving the webpage. Life changing!

Another cool feature? If you see a quote in an article that you’d like to share, you can quickly do so by highlighting the text, right-clicking, and clicking on “share via Hootlet.” The draft box will then pop up with the highlighted text, and a shortened link to the article.

Sharing made easy! Can’t beat that.

What are some of your favorite social media productivity tools?

Nick Exposito

Marketing & New Business Coordinator

Tackling Your First Job Out of College

You just finished college and all that hard work is finally going to pay off. At least you hope it will.

You studied hard, got good grades, got involved outside of the classroom, had a few internships, and even took advantage of the interview coaching that your university offered. You polish up your resume, send it out, and get a few interviews. The interviews go well (hooray!) and you get the anxiously awaited call – you got the job! Great!

…but now what? You’ve had plenty of coaching on how to land the job, but few people actually prepare you for what you can expect and how you can survive those first few weeks of your first big-kid, full-time job.

So, as a recent grad, here are my tips on how to tackle your first full-time job out of college:

  • Learn as much about the company as humanly possible. Do tons of research ahead of time, and soak as much information in during your first few days and weeks as you can. The more you know, the more of an impact you can make at the company.
  • Don’t be afraid to ask questions, and ask a lot of questions. You are new and will struggle with certain tasks that are assigned to you for the first few weeks. Your colleagues will always be there to help you, so do not be afraid to ASK QUESTIONS. Believe it or not, they don’t expect you to know everything already. Phew!
  • Go to as many meetings as you can. Sitting in on meetings is a great way to learn about what’s going on at the company. By going to different meetings you will discover what projects are going on, how those projects are managed, who you are working with, and you will also get a better grasp on the inner workings of the organization.
  • Always have a notebook (or laptop) handy for taking notes. A lot will be thrown at you those first few days and weeks, and, honestly, a lot of it can sound like gibberish. Writing everything down helps enormously!
  • Have fun. I’ve already found that the old adage is true: If you love what you’re doing, you’ll never work a day in your life. So make it FUN! I am fortunate that the office environment I work in is fast-paced and exciting.
  • Never miss an opportunity to grab lunch. In addition to being a great way to socialize and make friends at work, grabbing lunch with colleagues is the best way to get a feel for the company culture and to learn some insider tips for success.

That’s it! In recap: Ask questions, go to lunch with colleagues, go to meetings, have fun, and don’t ever stop learning. If you do these little things now, down the road you will be thrilled to go to work every day, and you may even find yourself climbing that corporate ladder in no time.

Oh one more (very important) tip: know where the CEO parks his or her car. That way you won’t accidentally park in that spot on your second day of work! Not that I know anything about that…

Have any other tips for success at your first full-time job? I’d love your advice!

 

Leah Monica

Director of Marketing

Favorite Tool: Google Page Analytics Chrome Extension

For me, 2017 is all about productivity hacks and working more efficiently. Recently, I’ve been diving deep into the world of Google Chrome extensions to help me streamline as much of my work (and personal life) as possible.

One of my current favorite tools is the Page Analytics extension for Chrome. With just a quick glance, it shows you how your users are interacting with your site, in an easily digestible format.

How does it work?

Once you have the extension installed and turned on, you will see the analytics data pop up on any webpage you visit that you have access to in Google Analytics. Keep in mind that this requires that you are logged into the Google account in Chrome that is tied to your Google Analytics account.

When the extension is turned on, you’ll be able to see:

  • Metrics such as pageviews, unique pageviews, average time on page, bounce rate, and exit percentage. You can also use the date comparison and segmentation tools directly in the extension for these metrics.
  • The number of active, real-time visitors on your site.
  • In-page click-through rate analysis.

I love that in the middle of a marketing meeting when someone asks, “Hey – does anyone know if our users are actually clicking on the calls to action in our rotating branding area?” I can quickly pull up our website to see how many people have clicked through in the last month. It’s also a heck of a lot easier to take a quick, high-level peek at the traffic on any given page of our website than it is to log in to Google Analytics and dig for that information. Pretty great, right?

While I still very strongly suggest doing a deep dive into your Google Analytics reports once a month at minimum, it’s great to be able to get a rough idea of what pages users are visiting, what’s working, and what’s not working in a matter of seconds.

One very important thing to note about the click analysis, however, (and one of my only gripes with this extension as I think it’s a bit misleading at first glance), is that the click-through rate is for each destination page. For example, if you have three separate links to your events page on your homepage – in the navigation, right rail, and footer – they will all show the same number of clicks, even though the link in the navigation may have gotten the most number of individual clicks. Therefore, the click analysis isn’t good indicator of the success of link placement. Just something to keep in mind!

What are some of your favorite Chrome extensions for working more efficiently?

Elaine Heinzman

Content Strategist and Information Architect

3 Last-Minute Holiday Tech Gifts

We acknowledge that it’s late in the gift-buying game, so if you procrastinated on your shopping for Christmas, Hanukkah, Kwanzaa, and/or Three Kings Day, Matrix Group has got you covered with three options for the gadget geek in your life.

Nixplay Iris digital picture frame

The Nixplay Iris is a sleek, high-resolution digital picture frame that you can update from your smartphone. It connects to Dropbox as well as the major social-media and photo-gallery platforms (Facebook, Instagram, Picasa, Flickr).

If your parents love to see the most current photos of their grandkids, you can use the Nixplay Mobile app to update the images they see on their Iris. Bonus: Click the Nixplay link above for a voucher code to get free delivery in time for the holidays.

 

Nonda ZUS phone charger and car locator

The Nonda ZUS looks more like something out of the new Star Wars film than a phone charger, but it has another, even better superpower: It automatically saves your car’s location whenever you park.

Are you the kind of person who can’t remember where you left your car? Use the ZUS app to find your vehicle, and connect your phone to the ZUS so your phone can recharge. 

Rocketbook WaveThe Rocketbook Wave is a traditional spiral-bound notebook with some pretty unconventional twists. It comes with a Pilot FriXion pen, which you use like a regular pen to take notes (and which you can buy in office-supply stores everywhere). The Rocketbook app lets you scan those notes and upload them to whichever cloud service you use (Google Drive, Dropbox, iCloud, Evernote).

The coolest part: When the Rocketbook Wave is filled up, you microwave it to clear out all the pages and use the notebook over and over.