How to Blog Effectively Using a Kanban Board

How to Blog Effectively Using a Kanban Board

Any blogger can tell you it’s important to be organized to help keep your productivity up. Otherwise, you could easily find yourself spending time working out what needs to be done next. Being unorganized also increases the risk that you will miss something altogether, potentially leading to missed deadlines and poor overall project management.

One tool that many bloggers use to help them stay organized is the Kanban Board. The Kanban board involves setting up columns in which tasks are placed according to where they are in the blogging process. So, for example, you can have a column for your ideas, a column for blog outlines, and so on. 

Kanban boards are easy to use, especially with help from PK4 TimeTrackers project management module that makes it easy for users to use Kanban boards in Salesforce. It couldn’t be easier to create new cards for each task, and you can simply drag and drop cards into place as each task progresses. 

This article looks at how a Kanban board can help bloggers work efficiently to boost their productivity.

1. Better Visualization

One of the best advantages of using a Kanban board is that it helps you visualize your workflow at a glance. With your workflow visualized, it becomes easier for you to manage your workflow and identify which tasks should take priority. Being able to see what needs to be done in this way also means you spend less time on project management and more time on getting jobs done.

2. Improve Productivity

As mentioned, Kanban boards mean you spend less time managing projects, boosting your productivity. And there are other benefits, such as being able to track how long certain tasks are taking. Kanban boards help you track cycle time, which is how long a task takes from start to finish, while it also helps you track how many tasks you’ve finished in a given period. This information can then be used to help make your workflow more productive.

3. Manage Your Workload

While it’s good to be busy, we can sometimes bite off more than we can chew. When that happens, we can end up with missed deadlines and unhappy clients. Unhappy clients can often be avoided by not taking on too much work in the first place, and a Kanban board can be very helpful in this regard. Good project management sometimes means saying ‘no’ and letting people know that you’re full. A Kanban board makes it easier for you to visualize when you can’t take on more work.

4. Enhance Flexibility

 A Kanban board helps make it easy for you to make changes to your workflow. This is because there are no set dates or procedures with a Kanban board – you can just move the cards around as you see fit. For example, suppose an urgent job has come up that needs prioritizing. You can simply move the new job into a high-priority category so you and anybody else know to focus on it first. Such flexibility makes it easier for you to react whenever an issue comes up, helping you to keep on top.

5. Distribute Workloads Effectively

Many bloggers will have other people working with them, and distributing tasks effectively will help tasks get done well and on time. It also helps avoid overloading members of your team, which helps to keep productivity high and ensure their morale doesn’t suffer. Kanban boards make it easy for you to visualize who has a heavy workload, helping you spread the workload more evenly, which improves project management.

6. Improve Focus

 We often hear about multi-tasking and how it supposedly helps people get more done. However, quite the opposite is true. A Kanban board makes it easier for you to focus on the tasks that have the highest priority, focusing on one task at a time. With an improved focus on each task, that task will be completed sooner, and you can move on to the next one. A Kanban board also make it easier to assign accountability, so others in your team know what to focus on.

7. Improve Collaboration

Collaboration is essential for good project management, and Kanban boards help make collaboration much easier. Digital Kanban boards in particular are excellent for collaborating because everybody with access to the board has an up-to-date picture of what needs to be done and who is responsible for it. Team members can also comment on individual tasks or the board overall, helping to ensure everybody is working as a team so productivity stays high.

Summary

A Kanban board can be a very powerful tool for bloggers. When used right, a board can help enhance productivity and efficiency not just for you but also for others working with you. A Kanban board will also make it easier for you to assign accountability so you know who is responsible for what. 

Bloggers who use a Kanban board will also find it easier to manage their workloads and distribute work to their team. Kanban boards also help improve flexibility, and collaboration also becomes easier. 

Perhaps best of all is that Kanban boards are very easy to use and very affordable. In most cases, a simple whiteboard or similar will do with post-it notes used as cards that can easily be moved from column to column. Digital versions are also available, which makes them even easier to use, and some Kanban board software platforms are even available for free, albeit with limited functions.

 

Photo by Eden Constantino on Unsplash

 

 

 

 

6 Ways to Become An Accountable Teammate

6 Ways to Become An Accountable Teammate

People work much more effectively as a team when compared to working as a group of individuals. However, in order for teamwork to be effective, each member of the team must do their part. If just one member of the team falters, it can adversely affect the whole group, and projects can be delayed or even worse.

One way to help ensure that all team members are participating is for all team members to accept accountability for their roles. Once team members are accountable, they know they’re responsible for certain tasks while the rest of the team understands their and others’ roles in the group.

This leads to the question of how you can become an accountable teammate, and this article looks to answer that question.

1. Work Efficiently

As a member of a team, individuals have the responsibility of ensuring they’re working efficiently and effectively. Otherwise, tasks might be delayed or not completed to the required standards. However, a lot of people may not be working efficiently without being aware of it.

To help you ensure you’re working efficiency, you can use time tracking software like the PK4 TimeTracker to monitor how much time you’re spending on particular tasks. The results are often surprising, with people finding out that they’re spending a lot of their time on unproductive jobs. Knowing this information then allows you to make adjustments to get your productivity back on track. 

2. Avoid Excuses

If you’re responsible for something that goes wrong – own it. Hold your hand up, acknowledge that you’re at fault and look to rectify the issue as soon as possible. One of the worst things you can do is to make excuses, and you should definitely avoid blaming other people.

You should also ensure you make people aware of the situation as soon as possible. You might find it tempting to keep it quiet in the hope it’ll work out, but this is only likely to make the matter worse. Instead, speak up about any project delays straight away so you can use teamwork with your colleagues, enabling you to fix the problem as soon as possible.

3. Embrace Failure

As a famous Scotsman once quipped, even the best-made plans can go wrong. This won’t necessarily be your fault or anybody else’s, while at other times the reason for the failure might be down to you. Don’t shirk away from such failures. Instead, you should embrace them. While failure obviously has its downsides, it can also be treated as an opportunity.

Once you embrace a failure, you can then own it and deal with it. Embracing a failure also helps you do one of the best things you can do in such a situation, which is to learn from it. When you are embracing your failures, working to correct them and learning from them, you become an accountable member of the team.

4. Declare Your Responsibilities

For teamwork to be effective, it’s important that everybody know who is responsible for what. That way, if something is behind schedule or gets done badly, people know who to turn to. If nobody is accepting responsibility for the role then there’s nobody to turn to, potentially making it very difficult to accept the situation.

To be an accountable teammate, you should declare your responsibility upfront so everybody knows who to speak to should they need to. This can also benefit you because people know who to approach to help prevent a problem from happening, if needed. Not only should you declare your responsibilities, but your teammates should do also.

5. Set Targets

All team members should set themselves targets that help ensure they deliver what is needed, and on time. You should also share your targets with your teammates so everybody knows what is expected of each other as well as themselves.

Another advantage of setting targets is that it helps the team as a unit tell if they’re being realistic and will contribute to successful project management. Setting targets together as a team gives everybody the opportunity to speak out if they feel the plan is flawed in any way.

6. Provide Regular Updates

Providing regular updates on your progress helps to ensure everything is going according to plan. Not only will providing updates help let your teammates know you’re on target, but it’s also an opportunity for you to update yourself. If something isn’t to specification or if it’s running late, then regular updates allow you to fix issues before they become a serious problem.

Providing regular updates will also help make it clear to others what your role is, thus ensuring you maximize your accountability and provide a strong teamwork ethic. Of course, the rest of the team should also provide regular updates making project management easier.

Become an Accountable Team Member and Enhance Your Career

Being an accountable team member provides various benefits to your team by helping to ensure projects are completed successfully. Perhaps even better is that accepting accountability is beneficial for you.

Accepting accountability will help make you a valuable team member, meaning you provide a positive contribution. Being adept at teamwork and contributing will likely be noticed and, hopefully, rewarded with promotions and positions that will help to further your career.

What’s more is that becoming accountable isn’t necessarily difficult, and it can even help to make your job easier. Make sure you’re spending your time effectively, embrace failure so you can learn from it, be open about your responsibilities, and do what you can to contribute to overall project management. Don’t forget that you should expect the same from your teammates also.

If you have any other tips on becoming an accountable team member, do share it with us in the comments. Would love to hear from you.

Photo by StockSnap on Pixabay

 

See Your Productivity Soar with the Eisenhower Matrix

See Your Productivity Soar with the Eisenhower Matrix

The Eisenhower matrix is named after the USA’s 34th president, Dwight D. Eisenhower. Not only was Eisenhower a president, but he was also a five-star general, Supreme Commander of Allied forces in WWII, and he even created NASA. He was a busy guy who got a lot done in his life, so he knew a thing or two about work productivity.

Eisenhower had the incredible ability to sustain his productivity not just for weeks or months, but for decades on end. So it’s no surprise that his methods for task management, time management and productivity have been studied and copied by scores of people.

During WWII, the then general was quite busy with many tasks on his plate. After all, work management when commanding the forces of several nations during a fierce war will be a demanding job. So, to help him improve his work management, he devised the system now known as the Eisenhower Matrix.

The Mere-Urgency Effect

The mere-urgency effect is a common phenomenon. The phenomenon is that people tend to prioritize urgent tasks rather than how important they are. So, for example, you might prioritize a Zoom call over more serious matters for no other reason than the appointment is quickly approaching. The result is that the less important tasks become neglected, thus impacting your work productivity.

The Eisenhower Matrix is also based on the Pareto Principle. The Pareto Principle says that 20% of input can achieve 80% of output if you practice efficient task management. However, most people and businesses tend to spend 80% of their input to achieve just 20% of their output. The Eisenhower Matrix helps overcome this by prioritizing the tasks that help you get the most important tasks done first.

How The Eisenhower Matrix Works

The Eisenhower Matrix works by diving tasks into four categories.

⦁ Urgent and important

Tasks that fall into this category are prioritized to be done before anything else.

 ⦁ Not urgent but important

 You should schedule these tasks for before the deadline approaches, but after urgent and important categories.

  ⦁ Urgent but not important

 Tasks that fall into this category should be delegated to somebody else. 

 ⦁ Not urgent and not important

In most cases, these tasks should be deleted. They will only take valuable time and give little to nothing back in return. 

One of the great things about the Eisenhower Matrix is that it can be used for broad productivity plans (“What should I accomplish this month?”) and for smaller, daily plans (“What should I do today?”).

One of the key advantages of the Eisenhower Matrix is that it helps you to stop wasting time on unproductive tasks, leaving you with more time to focus on more productive tasks instead. Such tasks tend to be menial and time-consuming, making for poor time management.

Another advantage of the Eisenhower Matrix is that it helps you visualize which of your tasks is more important and encourages you to work out how important each task is. For example, if you need to know where to place a particular account, you may be encouraged to work out how much you are profiting from that account. If the account is not earning you enough money, it can be delegated to somebody in a junior position or closed altogether.

The monetary value of a particular task is not the only thing to consider – time tends to be a far more valuable commodity. However, tracking time spent on tasks can be time-consuming, which would make it counter-productive considering we’re trying to improve your time management. One solution is to use time tracking software like the PK4 TimeTracker that will help track your time automatically. Not only will the software make it easy for you to track how long you spend working on particular tasks, but it also gives you comprehensive reports that tell you exactly what you are spending your time on. 

Easy to Use

The Eisenhower Matrix is also very easy to use. All you need is paper, a pen, a ruler, and your to-do list. Alternatively, you can find an app that will help you to create a matrix electronically.

Using pen and paper, start by drawing a box and splitting it into four separate sections. Then, label the two columns with ‘Urgent’ for the left column and ‘Not Urgent’ for the right column. Next, label the two rows with ‘Important’ on the top row and ‘Not Important’ below.

The top left-hand box should be titled ‘Do’, with ‘Decide’ in the top right-hand box. Give the bottom left-hand box the title ‘Delegate’ and the bottom right-hand box ‘Delete’.

All you need to do now is place your tasks in the appropriate box, and you have an efficient task management structure in place. 

Try the Eisenhower Matrix for yourself

Dwight Eisenhower once said “What is important is seldom urgent and what is urgent is seldom important.

The Eisenhower Matrix  helps you view both your long-term goals and your to-do lists through this prism. This will help you prioritize your days, weeks and even your longer timeframes more strategically and effectively. So if you have a growing list of goals and tasks, drawing an Eisenhower Matrix is a great place to start. Try it as you start the New Year and see if you get a better handle on things.

 

How You Can Benefit from real-time GPS tracking

How You Can Benefit from real-time GPS tracking

Time theft can cause a significant dent in a company’s bottom line. Indeed, a study has shown that employees steal around 4.5 hours from their employer every week on average. And while companies can take steps to monitor their employees in the workplace, it becomes even more difficult when employees are working out in the field. 

Field workers are typically trusted to spend their time productively instead of doing something not work-related. Unfortunately, it is not uncommon for field workers to abuse that trust. For example, some people might choose to do some shopping on their company’s time, or maybe go for a meal. In some cases, field employees might not even leave their homes at all but still charge for time that they did not spend working.

It should also be noted that time theft is not always deliberate. Employees can make mistakes and forget details about their working week if they don’t fill in their timesheets straight away. 

The main headache with monitoring fieldworkers has long been the fact that you just cannot know where they are. It’s often easy for field workers to lie about their location or their timing with no way to check up. However, GPS has provided an effective solution to the problem. 

Modern Tracking Apps are the Solution

 

In the past, GPS tracking hardware would have been prohibitively expensive for most companies and would not represent a solid return on investment, if at all. However, GPS hardware is now very affordable and can be installed on smartphones. Indeed, modern smartphones typically come with GPS already installed, meaning the technology is already available for companies to use.

Of course, having the hardware that tells you where somebody is great, but it’s not of much use without software that helps you make use of information. The good news is that apps like those from PK4 Tech are available on the market that integrates GPS technology to offer valuable information for managers regarding their employees’ whereabouts and behavior. 

Time tracking apps can use a smartphone’s GPS to place the phone’s location at any time. Simply put, a time tracker, in conjunction with a smartphone’s GPS can tell managers where their employees are and where they have been. As a result, the solution helps prevent time theft because employees can no longer lie about their location, while it also helps prevent honest mistakes on timesheets. 

An Effective Deterrent

Not only does GPS time tracking software help prevent time theft, but it also helps to prevent it from happening in the first place. It can otherwise become too easy even for dedicated employees to start taking liberties, so it makes sense to let all your employees know that their location is being tracked.

Remember that it’s also important to educate your employees on why such technology is required so they understand why it is being implemented. Otherwise, it could be easy for them to feel as though they are not trusted and are being spied on, potentially causing morale and productivity to take a hit. Ensure that your employees know that using the technology is not an attempt to spy on their every move but to protect the company overall and provide reports that help improve efficiency.

In-Depth Reports

GPS time trackers can do so much more than just inform managers of their employees’ geographical location. For example, trackers can also keep records on which tasks an employee was working on, such as travelling to a location or carrying out a site survey. You can then use this information to see how efficiently employees are spending their time and what you can do to improve their efficiency further.

Comprehensive dashboards are also available that help management to see key information at a glance, helping them make fast and impactful decisions. Reports can also be created and distributed automatically, removing much of the manual work that would otherwise be involved.

Summary

GPS time tracking helps to remove many of the issues associated with time theft and employees working in the field. Not only does the technology help managers monitor and record employee data, but it also helps to act as a deterrent. The technology can help prevent deliberate time-theft, while it can also help avoid genuine errors. Remember that it’s important to educate your employees on why the technology is important to prevent a loss of trust.

With GPS time tracking apps, managers are also equipped with information that can help them make informed decisions that will help boost efficiency. Overall, the technology can help prevent time theft, increase productivity, and improve the bottom line. 

 

 

How To Stop Employee Time Theft

How To Stop Employee Time Theft

Most employers would probably like to think that they can trust their employees and employees will be honest for the most part. However, we can never be entirely sure that the people working for us won’t take advantage if given the opportunity. Indeed, a study showed that 43% of employees who have filled in timesheets had exaggerated the length of time they worked. Studies have also shown that around $400 billion is lost every year in lost productivity in the United States, further highlighting the need to address the problem.

Employee time theft comes in several types, and not all of them are necessarily deliberate. Some of the most common include: 

  • Charging for time spent on personal tasks
  • Buddy punching is a practice that involves an employee’s co-worker punching in for them despite the employee not being at work. Buddy punching alone is thought to cost approximately $373 million alone every year
  • Employees deliberately adding extra time to their worksheets
  • Employees not clocking out for breaks
  • Field employees claiming to have been working but performing other tasks, or even staying at home instead
  • Accidentally overestimating time worked.

Time theft is a real problem for many companies, especially in times of uncertainty. However, one of the most significant difficulties companies face regarding employee theft is that it’s challenging to detect. Managers cannot monitor all employees at all times, especially where field workers are concerned, and honest errors can be particularly difficult to identify. However, you can take some steps to overcome the issue.

Establish Clear Policies

One way you can help overcome some of the issues is to put a deterrent in place. Your managers can let employees know that they’re aware of problems like buddy punching and that employees will be reprimanded if caught doing so. The act of bringing up the topic alone can avoid complacency among employees and deter them from punching in for friends. Make sure to be polite and respectful when reminding your employees about your policies, but also make sure that you’re firm. Acting on indiscretions will help to send the message that you will not tolerate time theft.  

Educate Management

Quite often, the signs of time theft are right in front of us, but we won’t spot them if we don’t know what we’re looking for. For example, what might appear to be a case of an employee working later than others could easily mean that they’re not being honest about their time sheet. After all, it’s a lot easier to be dishonest on your time sheets when there’s nobody around because they’ve already gone home for the day.

Educate Employees

In many cases, time theft might be down to misunderstandings that you can easily clear up with simple communication. You should also make it clear to employees when it’s reasonable for them to record to add time and when it isn’t. You can also educate your employees on the potential harm that time theft can cause businesses, potentially even placing their jobs and their colleagues’ jobs at risk.

Use Time Tracking Software

Software like the PK4 TimeTracker will help to ensure that time is tracked accurately and fairly. For example, the buddy punching system won’t work with time tracking software because employees have to be logged into their computers or on their own mobile devices to track time. The system also helps prevent forms from being filled in erroneously, while it also helps management see which tasks their employees have been working on.

Time tracking software will also help ensure time is recorded accurately for field workers. The time tracking app can record an employee’s location through GPS, so you know they were in the right place. The software is also easy for employees and managers to use, while reviewing and approving timesheets is also made simple, further helping to ensure accurately recorded time. 

Overall, time tracker software will help to empower teams to work better and be more productive. Time sheets will more accurately reflect work that has been done while also giving management access to helpful information such as how much time employees spent on particular tasks. Such information will help management see if time is being spent effectively, helping them make their teams more productive while also helping to reduce frustrations.