If you consider all of the duties you carry out in a day, what number of of them could possibly be automated? Fairly than spending time on tedious duties, it can save you time and give attention to extra necessary issues by establishing a handful of automation.
From managing emails to duties to your crew, let’s have a look at a number of automation that may improve your productiveness each day.
1. Handle Emails With Ease
If there’s one factor that takes up time, it’s emails. Checking your inbox, replying to messages, composing new emails, and preserving all of it organized is a time-consuming course of. However, with an automation or two, you possibly can regain a few of your valuable time for different duties.
Let’s have a look at a number of methods to automate e mail administration utilizing two common instruments, Microsoft Outlook and Gmail.
Set Up Guidelines or Filters to Transfer, Mark, or Label
Do you know which you can robotically take actions on emails you obtain in Outlook and Gmail? Transfer messages to sure folders, mark emails as learn or necessary, or tag messages with a class or label. Every of those actions may also help you manage your inbox and spot the emails you want rapidly with out lifting a finger.
To arrange a rule in Outlook, go to “File -> Handle Guidelines and Alerts.” Choose “New Rule” after which use the Guidelines Wizard to stroll via the method. You possibly can choose a rule template, select the situations, choose the actions, optionally add exceptions, after which activate the rule. Then, sit again and let Outlook manage your incoming messages.
To arrange a filter in Gmail, choose the gear icon and select “See all settings.” Go to the “Filters and Blocked Addresses” tab and choose “Create a brand new filter” on the backside. Enter the situations and select the motion(s) you wish to take. Then, let the rule you arrange handle your incoming emails for you.
Take a second to evaluate the entire situations and actions accessible to your favourite e mail app. There could also be one that you simply didn’t understand existed.
Create Computerized E mail Replies
Computerized replies can be utilized for greater than whenever you’re out of the workplace. In each Outlook and Gmail, you possibly can ship an computerized reply template based mostly on situations you arrange. Though it might take a couple of minutes to arrange initially, this automation can prevent from constantly typing the identical e mail or repeatedly copying and pasting from one you’ve despatched.
To make use of an Outlook template as a reply, arrange a brand new rule as described within the above part. Within the record of actions, choose “Reply utilizing a selected template,” click on “a selected template,” and choose the template’s identify. Full the remaining steps for the rule and also you’re set.
To make use of a Gmail template as a reply, arrange a filter as described above. Within the motion record, choose “Ship template” and select the template identify within the drop-down record. Add every other actions you want, click on “Create filter,” and that’s all there’s to it!
Tip: You possibly can arrange totally different templates for numerous forms of replies to automate much more responses.
2. Schedule Social Media Posts
Posting on social media could also be common for private conditions however may be tremendous necessary for enterprise ones. For entrepreneurs, bloggers, advertisers, entrepreneurs, and rather more, these posts on Fb, Twitter, Instagram, LinkedIn, and the remaining at the moment are a part of regular enterprise.
With instruments created particularly for serving to you keep linked, purposes like Buffer and Hootsuite can take a lot of the work out of posting at these prime instances. As an illustration, for those who put aside time to compose all your posts without delay, simply pop them into one in every of these instruments, schedule them, and also you’re accomplished.
Buffer and Hootsuite additionally provide further enterprise companies to associate with your social media posting. Check out Buffer’s plans and options in addition to Hootsuite’s choices to see which works finest for you.
3. Set Up Recurring Conferences or Occasions
It might appear to be a easy factor, however many individuals don’t benefit from the recurring occasion characteristic of their calendar software. Outlook Calendar, Google Calendar, and others present this selection to avoid wasting you time and remove the chance of forgetting to schedule a gathering.
When you’ve got a every day, weekly, month-to-month, and even yearly occasion like a gathering, convention, city corridor, or seminar, you possibly can merely set it and overlook it. When the time comes for the subsequent prevalence, you’ll robotically obtain a reminder.
To arrange a recurring occasion in Outlook Calendar, double-click the date and time to arrange the occasion. Click on “Make Recurring” within the element window and select when to repeat the occasion. You possibly can choose the time, recurrence sample, and the variety of instances to repeat it.
To arrange a recurring occasion in Google Calendar, double-click the date and time to arrange the occasion. On the prime of the element display use the “Doesn’t repeat” drop-down record to select the recurrence. You possibly can select from choices like every day, month-to-month, weekly, yearly, or arrange a customized schedule. Then, arrange the notification beneath.
Bear in mind, you possibly can create recurring occasions for all the pieces from conferences and convention calls to lessons and exercises.
4. Create Repeating Duties or Reminders
Similar to establishing recurring occasions in your calendar, you possibly can create repeating duties or reminders in your favourite to-do app. For each private and enterprise conditions, these useful instruments make sure you received’t overlook a factor, maintain you on process, and supply a pleasant “ping” when one thing is due.
In the event you’re a Home windows consumer, you should use Microsoft To-Do. In the event you use a Mac, you should use the Apple Reminders app. Every of those instruments is already there, prepared and ready, to give you the results you want.
To arrange a recurring merchandise in Microsoft To-Do, add the merchandise with a due date, time, reminder, after which click on the “Repeat” button. You possibly can repeat the duty every day, weekly, month-to-month, or select a customized possibility. Click on “Add” and also you’re set.
To arrange a recurring merchandise in Apple Reminders, add the merchandise to your record with a date, time, location, and notes as you want. Click on the Data icon (letter “i”) and use the “Repeat” drop-down field to decide on the recurrence or add a customized one.
In the event you use a special to-do record software, you should definitely verify its characteristic record for a repeating process and reminder possibility.
5. Handle Your Duties or Workforce
Whether or not you’re managing a crew or a undertaking, you can also make use of automation to care for tedious duties that take time. With instruments like Trello, Asana, and Monday.com, you possibly can arrange guidelines to do issues like assign duties, notify crew members, transfer or kind playing cards in an inventory, set a due date, and extra, all robotically.
To arrange an automation in Trello, choose “Automation -> Guidelines” on the prime of your workspace. Click on “Create rule,” choose a set off, select an motion, and put it aside. Better of all, you possibly can arrange automation with each free and paid Trello accounts.
In the event you use Asana, you possibly can create Guidelines or for those who use Monday.com, you may have the Automation characteristic. Every is obtainable with an Asana or Monday.com paid account. On Asana, choose “Customise” after which select “Guidelines.” On Monday.com, click on “Automate” on the prime.
Make sure you evaluate the entire triggers and actions for the device you choose. You would possibly simply spot one thing that’ll prevent much more time!
6. Again Up Your System Information
If you consider a process that’s tiresome but necessary, it’s backing up your knowledge. Your pc and cell system(s) comprise knowledge that’s important to each your private and enterprise life and it’s definitely knowledge you wouldn’t wish to lose. By automating the backup course of, you possibly can guarantee your knowledge is recoverable and there when and for those who want it.
On Android gadgets, you possibly can robotically again as much as Google One and on iPhone and iPad, you possibly can benefit from every day iCloud backups. On Home windows, you possibly can management your backup settings in “Begin -> Settings -> Replace & Safety -> Backup” and on Mac, you should use Time Machine, an exterior drive, and/or iCloud.
Whether or not you employ your gadgets’ built-in instruments or search for a third-party possibility, setting a backup schedule is a strong plan for shielding your knowledge.
7. Create Automated Workflows
For instruments that go even additional with automation for all types of purposes, try Zapier or IFTTT. You possibly can automate all the pieces from social media posts and e mail campaigns to importing recordsdata and logging cellphone calls. The probabilities are virtually countless!
Listed here are simply among the automated duties you possibly can arrange with Zapier and IFTTT:
- Save Gmail attachments to Google Drive.
- Add a brand new card to a Trello board.
- Hold a spreadsheet of Twitter posts.
- Obtain every day reminders for conferences.
- Share Dropbox recordsdata in Slack.
- Monitor work hours in Google Calendar.
- Save Fb Lead Adverts particulars to Google Sheets.
- Add Outlook occasions to Google Calendar.
You possibly can arrange 5 automation known as Zaps with a free Zapier account and use two automations known as Applets with a free IFTTT account. Be certain to check out the paid plans for extra automation and options at costs you possibly can afford.
Regularly Requested Questions
What different productiveness options do Outlook and Gmail provide?
Which period administration methods or instruments can improve productiveness?
There are many strategies for managing your time and the one you employ is a private choice. For a few strategies, you possibly can try the Eisenhower Matrix approach for managing duties. This methodology additionally helps you successfully use your time by prioritizing your workload.
Moreover, you possibly can strive establishing a block schedule to give attention to one process at a time. You propose every day or week upfront by scheduling time for every merchandise in your record. Take a look at our how-to on establishing a block schedule in Outlook Calendar for additional particulars.
What’s one of the best ways to remove distractions that lower productiveness?
Microsoft and Apple have each launched options that can assist you focus and work extra productively. Whether or not in a bodily workplace or the consolation of your own home, you possibly can benefit from these built-in instruments.
On Home windows, try Focus Mode. You possibly can customise the characteristic to cut back the notifications you see within the taskbar in addition to conceal distracting icons.
On Mac, you should use Apple Focus. With it, you possibly can determine which apps to make use of and notifications to obtain throughout your scheduled or manually enabled Focus time.
Picture Credit score: Pixabay. All screenshots by Sandy Writtenhouse.