{"id":41446,"date":"2020-03-03T00:00:00","date_gmt":"2020-03-03T00:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/productivity-systems\/"},"modified":"2025-07-03T03:36:49","modified_gmt":"2025-07-03T10:36:49","slug":"productivity-systems","status":"publish","type":"post","link":"\/us\/en\/blog\/productivity-systems\/","title":{"rendered":"Choosing the right productivity system: a guide for small businesses"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">If you\u2019re an employee at a small or medium-sized business, you\u2019re probably focused on being as productive as possible. After all, you\u2019re the little guy\u2014a David in a world full of Goliaths.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And as we all know, David didn\u2019t topple Goliath by being bigger or stronger\u2014he did it by being more efficient.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But without a plan or a system in place, \u201cproductivity\u201d is often just a pipe dream. Something we\u2019d all like to be, sure, but how do we get there? So, how can today\u2019s small businesses empower the Davids in their ranks to get as much done as possible with what they have?<\/span><\/p>\n<figure id=\"attachment_3766\" aria-describedby=\"caption-attachment-3766\" style=\"width: 840px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"size-large wp-image-3766\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image1-87-1024x270.png\" alt=\"\" width=\"840\" height=\"221\" \/><figcaption id=\"caption-attachment-3766\" class=\"wp-caption-text\">\u201cHow to be more productive\u201d Google search volume, 2004\u20132020<\/figcaption><\/figure>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">In this post, we\u2019ll look at:<\/span><\/p>\n<ul style=\"font-size: 15px;\">\n<li style=\"font-weight: 400;\"><a href=\"#How productivity is defined\"><span style=\"font-weight: 400;\">How productivity is defined<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#A history of productivity systems\"><span style=\"font-weight: 400;\">A history of productivity systems<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#9 productivity systems used by businesses\"><span style=\"font-weight: 400;\">9 productivity systems used by small businesses<\/span><\/a><\/li>\n<\/ul>\n<p><a name=\"How productivity is defined\"><\/a><\/p>\n<h2 style=\"padding-top: 35px;\">What is \u201cproductivity?\u201d<\/h2>\n<p><span style=\"font-weight: 400;\">The standard definition of productivity is \u201ca means of measuring efficiency.\u201d\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To measure productivity, you simply look at how much you\u2019re getting out of something (units of output)\u2014this could be the amount of goods created or money you made\u2014and then divide it by how much you put in (units of input)\u2014this could be time, money, or material goods:<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-3767\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image2-73.png\" alt=\"Productivity formula\" width=\"529\" height=\"195\" \/><\/p>\n<p><span style=\"font-weight: 400;\">For example, if you made $10,000 (units of output) from 20 hours of work (units of input), your productivity equals to $10,000 divided by 20 hours, which is $500 per hour.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For knowledge workers, that can sometimes be difficult to define\u2014they can produce assets that are difficult to measure and frequently work on collaborative teams that can make individual contributions hard to gauge. It\u2019s not as simple as just dividing units of output by units of input.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are actually a few ways to measure productivity (more on <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/productivity-metrics\/\" target=\"_blank\" rel=\"noopener noreferrer\">productivity metrics<\/a>) for knowledge workers\u2014it\u2019s just a matter of clearly defining the metrics that you want to measure and then making sure those are communicated and monitored.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, let\u2019s assume we\u2019re looking at a sales employee. You can measure their impact to the business in a number of ways:<\/span><\/p>\n<ul style=\"font-size: 15px;\">\n<li><b><b>Volume-based: <span style=\"font-weight: 400;\">Let\u2019s say your business simply prioritizes your sales agents completing as many calls as possible, regardless of the outcome of those calls. If that\u2019s the case, agents are likely to simply focus on completing the highest volume of calls possible, which is the metric they\u2019ll be measured and evaluated by.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"> \u201cProductive\u201d employees would be measured by the number of calls completed over a set amount of time.<\/span><\/b><\/b><\/li>\n<\/ul>\n<ul style=\"font-size: 15px;\">\n<li><strong>Conversion-based:<\/strong> <span style=\"font-weight: 400;\">If you want to optimize for impact, you could instead measure by the number of deals closed rather than the number of calls completed. This would encourage sales agents to focus on calling the customers most likely to convert, rather than just chasing a number of calls that may or may not convert at all. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">Productivity by this standard might be measured by the amount of closed accounts compared to the number of calls made.<\/span><\/li>\n<\/ul>\n<ul style=\"font-size: 15px;\">\n<li><strong>Revenue-based:<\/strong> <span style=\"font-weight: 400;\">Optimizing yet again, we could go one step further and say that the volume of deals closed no longer matters, but the amount of revenue those deals brings in does. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">By this standard, sales agents would be focused on the <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/happy-customers\/\" target=\"_blank\" rel=\"noopener noreferrer\">happy customers<\/a> spending the most on your business\u2014objectively the best way for your agents to be spending their time.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Using the examples above, let\u2019s assume we have a sales agent who completes two calls in a week, resulting in one closed deal worth $20,000 in revenue. By the first and second measures, they would likely be considered a failure at worst and an underperformer at best.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But by focusing on revenue, which arguably (or maybe inarguably) has the biggest impact on your business, this employee is definitely productive compared to an employee bringing in less than $20,000 with more calls.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Regardless of role or department, by defining the metrics that matter most to your business and aligning those with individual roles, your employees will know what to optimize their production for.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And how do they do that? With productivity systems!<\/span><br \/>\n<a name=\"A history of productivity systems\"><\/a><\/p>\n<h2 style=\"padding-top: 35px;\">A history of productivity systems<\/h2>\n<p><span style=\"font-weight: 400;\">As long as there has been work, there have been Davids\u2014individuals focused on achieving their goals by making the most of the resources available to them. But, for the most part, these gregarious heroes of the workforce haven\u2019t been able to just <\/span><i><span style=\"font-weight: 400;\">will<\/span><\/i><span style=\"font-weight: 400;\"> productivity into existence\u2014they\u2019ve relied on tools to help them get more done. (We&#8217;re guessing they couldn&#8217;t just Google &#8220;<a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/simple-steps-to-boost-your-teams-productivity\/\" target=\"_blank\" rel=\"noopener noreferrer\">productivity tips<\/a>&#8221; back then.)<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Benjamin Franklin, by all accounts a pretty productive guy, was a Founding Father and a prolific inventor. He founded the first volunteer firefighter company, hospital, and homeowner\u2019s insurance company in the United States\u2014and was also a renowned philosopher and orator. He may have also invented the first productivity framework with his (now famous) to-do list titled \u201cWhat good shall I do this day?\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The list helped him map out his day, and probably helped contribute to the discovery of electricity and the invention of bifocal glasses.<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-3768\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image5-45.png\" alt=\"Schedule of day-to-day tasks\" width=\"621\" height=\"853\" \/><\/p>\n<p><span style=\"font-weight: 400;\">The quest to be more productive continued in the early 1900s when department store owner John Wanamaker created the Wanamaker Diary, which helped a population that was increasingly shifting to industrial work keep better track of their days. Pretty cool stuff:<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-3769\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image4-54-761x1024.png\" alt=\"The Wanamaker Diary\" width=\"761\" height=\"1024\" \/><\/p>\n<p><span style=\"font-weight: 400;\">There would be few innovations to productivity tools beyond daily planners and calendars until the advent of the internet and mobile devices in the 1990s, including PDAs such as the Palm Pilot.<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-3770\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image3-60.png\" alt=\"Palm Pilot\" width=\"302\" height=\"355\" \/><\/p>\n<p><span style=\"font-weight: 400;\">These days, productivity systems, tools, and apps are everywhere, helping millions of individuals and businesses around the globe better plan, prioritize, and manage resources.<\/span><br \/>\n<a name=\"9 productivity systems used by businesses\"><\/a><\/p>\n<h2 style=\"padding-top: 35px;\">9 productivity systems for small businesses<\/h2>\n<p><span style=\"font-weight: 400;\">Life for today\u2019s knowledge workers is increasingly busy and hectic, with an ever-growing list of personal and professional obligations, so it\u2019s little surprise that so many productivity systems have sprung up to help them navigate them.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Broadly defined, productivity systems are any collection of processes, tools, and habits that people employ in the pursuit of being more productive. Productivity systems can encompass both physical tools, internal values and beliefs, and guiding frameworks to help the individuals and businesses using them achieve the end result of getting more done at the end of the day.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019ll look at some of the more popular ones here and explain how they can be used in your business.<\/span><\/p>\n<h3 style=\"color: #434343; padding-top: 20px;\"><span style=\"font-weight: 600;\">1. Getting Things Done<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The most famous and long-lasting productivity system, Getting Things Done (or GTD) is a system developed by David Allen and made famous through a bestselling book. GTD essentially works by freeing the multitude of to-dos from inside your head and getting them out into the open where they can be prioritized.<\/span><\/p>\n<h4 style=\"color: #666666; padding-top: 15px;\"><strong>How it works:<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">The framework is split into five steps:\u00a0<\/span><\/p>\n<ol style=\"font-size: 15px;\">\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Capture (where you capture everything you have to do in one list)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Clarify (ask yourself questions about every item to break out specific tasks or steps)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Organize (once tasks have been clarified, prioritize, group, and add due dates)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Reflect (frequently check your list to adjust necessary dates, remove redundant tasks, and update priorities as required)<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Engage (start tackling that list!)\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">The simplicity of this system has made it a global hit, with over 1.6 million copies of the book sold.<\/span><\/p>\n<h3 style=\"color: #434343; padding-top: 20px;\"><span style=\"font-weight: 600;\">2. Kanban<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A favorite of development teams everywhere, Kanban (or signboard) is a methodology developed by Toyota to improve manufacturing efficiency. Though most often associated with lean manufacturing, Kanban has gained popularity in other disciplines and industries thanks to the adoption of <\/span><a href=\"https:\/\/en.wikipedia.org\/wiki\/Agile_software_development\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Agile methodology<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h4 style=\"color: #666666; padding-top: 15px;\"><strong>How it works:<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Using a digital tool (like Trello or Jira) or a more hands-on approach (like a whiteboard or sticky notes), list out your projects on individual posts or cards and assign them to a category (such as to-do, backlog, doing, or done.)\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By visualizing everything that needs to get done in one list, you\u2019ll get better visibility into your to-dos and be able to prioritize and complete work more effectively. This methodology has been widely adopted by software development because of its ability to help teams visualize work and reduce work-in-progress time:<\/span><\/p>\n<figure id=\"attachment_3771\" aria-describedby=\"caption-attachment-3771\" style=\"width: 840px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"size-large wp-image-3771\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image7-31-1024x628.png\" alt=\"Kanban Board\" width=\"840\" height=\"515\" \/><figcaption id=\"caption-attachment-3771\" class=\"wp-caption-text\">Hat-tip to <a href=\"https:\/\/www.wrike.com\/blog\/kanban-template\/\" target=\"_blank\" rel=\"noopener noreferrer\">Wrike<\/a><\/figcaption><\/figure>\n<p>&nbsp;<\/p>\n<h3 style=\"color: #434343; padding-top: 20px;\"><span style=\"font-weight: 600;\">3. Time Blocking<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As interruptions mount in the knowledge economy, their impact becomes more dramatic. It\u2019s estimated that interruptions from work, whether in the form of questions, new requests, and notifications (like a new email) cost workers 40\u201360% of their time and the US economy <\/span><a href=\"https:\/\/lib.store.yahoo.net\/lib\/bsx\/basexcostpayes.pdf\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">$588 billion dollars each year<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Time blocking (or timeboxing) is gaining popularity as businesses and employees attempt to stave off distractions and ensure more time is spent focused on high-impact tasks.<\/span><\/p>\n<h4 style=\"color: #666666; padding-top: 15px;\"><strong>How it works:<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">If you\u2019re a fan of color-coded calendars, this is the system for you. Time blocking means adding absolutely everything to your calendar and making sure every task and to-do is accounted for and assigned a specific amount of time.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The benefit of this is two-fold: First, you get a visual representation of your to-do list on a tool that\u2019s already on you most of the time (your calendar). Secondly, by assigning specific times to every task, you reduce the risk that tasks will turn into a massive time-suck and eat up your entire day. Once your time is up, you\u2019re on to the next one.<\/span><\/p>\n<figure id=\"attachment_3772\" aria-describedby=\"caption-attachment-3772\" style=\"width: 736px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"size-full wp-image-3772\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image6-36.png\" alt=\"Time blocking, color-coded calendar\" width=\"736\" height=\"599\" \/><figcaption id=\"caption-attachment-3772\" class=\"wp-caption-text\">Hat-tip to <a href=\"https:\/\/clockify.me\/timeboxing\" target=\"_blank\" rel=\"noopener noreferrer\">Clockify<\/a><\/figcaption><\/figure>\n<p>&nbsp;<\/p>\n<h3 style=\"color: #434343; padding-top: 20px;\"><span style=\"font-weight: 600;\">4. The Action Method<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The Action Method begins with a simple premise: everything is a project. Whether referring to creative campaigns, career development, or managing your finances, everything should be approached from a project mindset.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The Action Method was developed to help creatives move from the idea phase into the action phase with priorities, due dates, and assignments).\u00a0<\/span><\/p>\n<h4 style=\"color: #666666; padding-top: 15px;\"><strong>How it works:\u00a0<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">The Action Method involves breaking projects into three categories:\u00a0<\/span><\/p>\n<ol style=\"font-size: 15px;\">\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Action items<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Backburner items<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Reference items<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Action Items are the steps you take to get the project done. Backburner Items are good ideas that might not necessarily be needed for THIS project.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And Reference Items are resources and information you need to complete the project\u2014for example, creative briefs or email templates. By breaking each individual project down into these three categories, your business will be able to get more of them done.<\/span><\/p>\n<h3 style=\"color: #434343; padding-top: 20px;\"><span style=\"font-weight: 600;\">5. The SMART Method<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The SMART Method revolves around goal-setting in a way that turns big, ambitious ideas into measurable individual goals that keep people accountable. The SMART method is pretty popular, and widely used across organizations today.<\/span><\/p>\n<h4 style=\"color: #666666; padding-top: 15px;\"><strong>How it works:<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">SMART is an acronym standing for \u201cSpecific, Measurable, Attainable, Relevant, and Time-Bound.\u201d The SMART Method mandates that every business goal be tied to a specific objective, be able to be measured, be realistic, be relevant to business success, and should have a time limit placed on it.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example: \u201cI want our sales team to achieve $400,000 in new recurring revenue in this quarter\u201d is a SMART goal, and looking at projects through this lens can help teams realistically figure out how they will measure success.<\/span><\/p>\n<h3 style=\"color: #434343; padding-top: 20px;\"><span style=\"font-weight: 600;\">6. MoSCoW Method<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The MoSCoW Method is a prioritization framework that can help people with choice paralysis (or prioritization problems) get more done by figuring out what really matters. Consider it a simplified version of the Eisenhower Matrix (more on this one below).<\/span><\/p>\n<h4 style=\"color: #666666; padding-top: 15px;\"><strong>How it works:<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">It\u2019s not just a clever name: the \u2018MoSCoW\u2019 stands for \u201cMust, Should, Could, Would.\u201d Write down absolutely everything you have to do today (or this week, or this month).\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Then, go through the list and identify each as a Must (this is a non-negotiable and must be done), a Should (this is something that you need to do, but it\u2019s not critical that it happen right now), and a Could (something that you\u2019d like to do, but is unnecessary at this moment and can definitely be put off).\u00a0<\/span><\/p>\n<h3 style=\"color: #434343; padding-top: 20px;\"><span style=\"font-weight: 600;\">7. Eat The Frog<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Eat The Frog is a productivity system founded on the belief that people will get stuck on one item that they hate doing, allowing it to derail their entire project\/workload\/job\/life. If you\u2019re a person that routinely misses deadlines on important projects, this may be for you.<\/span><\/p>\n<h4 style=\"color: #666666; padding-top: 15px;\"><strong>How it works:<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">List out all of your daily tasks, then rank them from most difficult to easiest. Structure your days by tackling the most difficult tasks first and the easiest last; you\u2019ll find that this helps fend off procrastination on important projects, improves the quality of your work (because you\u2019re tackling important tasks while your energy is high), and your general mood improves (because you got the hardest work out of the way first.)<\/span><\/p>\n<h3 style=\"color: #434343; padding-top: 20px;\"><span style=\"font-weight: 600;\">8. The Pomodoro Technique<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Remember that stat about distractions and interruptions above? Well, what are you supposed to do if the distractions are coming from <\/span><a href=\"https:\/\/tvtropes.org\/pmwiki\/pmwiki.php\/Main\/TheCallsAreComingFromInsideTheHouse\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">INSIDE THE HOUSE<\/span><\/a><span style=\"font-weight: 400;\">? The Pomodoro Technique is a great system for helping remain focused and rewarding yourself with distraction time after periods of uninterrupted work.<\/span><\/p>\n<h4 style=\"color: #666666; padding-top: 15px;\"><strong>How it works:<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Set a timer for 25 minutes. Work straight until that 25 minutes is up. Don\u2019t check email, don\u2019t respond to messages, do not pass Go, do not collection $200. When the 25 minutes is up, take a break for five minutes (check Instagram, grab a coffee, etc.)\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Then, it\u2019s back to work for another 25. Though 25 minutes can be too short a duration to really get into \u201c<\/span><a href=\"https:\/\/dansilvestre.com\/deep-work\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">deep work<\/span><\/a><span style=\"font-weight: 400;\">,\u201d the flexibility of the pomodoro (Italian for tomato, because of the tomato-shaped timer the creator used to track his work) technique means you can adjust it based on your personal preferences (for me, it\u2019s 50\/10).<\/span><\/p>\n<h3 style=\"color: #434343; padding-top: 20px;\"><span style=\"font-weight: 600;\">9. The Eisenhower Matrix<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A more robust version of the MoSCoW Method, the Eisenhower Matrix is a visual representation of the Eisenhower Method, which General and former President Dwight Eisenhower used to prioritize and delegate tasks\u2014and if it was good enough for him, it\u2019s probably good enough for you.<\/span><\/p>\n<h4 style=\"color: #666666; padding-top: 15px;\"><strong>How it works:<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Take a piece of paper and split it into four quadrants (or use <\/span><a href=\"https:\/\/jamesclear.com\/eisenhower-box\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">this template<\/span><\/a><span style=\"font-weight: 400;\">.) The horizontal \u201cX\u201d axis on this graph represents urgency, while the vertical Y axis represents importance. You should end up with four distinct areas: <\/span><\/p>\n<ol style=\"font-size: 15px;\">\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Urgent and Important (do now)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Not Urgent and Important (schedule a time to do it)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Urgent and Not Important (delegate to someone else)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Not Urgent and Not Important (get rid of it)\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Using this matrix, you can easily prioritize your most pressing tasks, and delegate and schedule the rest so that nothing slips through the cracks.<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-3773\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image9-20-1024x768.png\" alt=\"The Eisenhower Matrix\" width=\"840\" height=\"630\" \/><\/p>\n<h2 style=\"padding-top: 35px;\">Bonus tip: Use the right tools to improve productivity<\/h2>\n<p><span style=\"font-weight: 400;\">Here\u2019s the thing. Building a productive workplace doesn\u2019t just mean adopting one (or many) of the systems above\u2014in order to help your team and business be as productive as possible, you have to have the right tools.<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-3774\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image8-27-1024x565.png\" alt=\"RingCentral app communication tool\" width=\"840\" height=\"463\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Because so much of productivity is dependent on clear communication, it\u2019s critical that businesses use the right <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/communication-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">communication tools<\/a>, and allow teams to share progress, provide status updates, communicate goals, or offer timely and relevant information can be the difference between a productive team and an unproductive one.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By pairing the right productivity system with the right communication tools, your business will be able to boost employee productivity and become the giant-killer you were always meant to be.<\/span><\/p>\n<h2 style=\"padding-top: 35px;\">Choosing the right productivity system<\/h2>\n<p><span style=\"font-weight: 400;\">We\u2019re lucky enough to live in an era where there is a wealth of solid options available to businesses and individuals who are trying to be the most productive they can be.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The best productivity system for your business may be one specific choice, or a few stitched together, but by using the tactics described, you\u2019ll be able to make the most of your time and get more done than ever before.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you\u2019re an employee at a small or medium-sized business, you\u2019re probably focused on being as productive as possible. After all, you\u2019re the little guy\u2014a David in a world full of Goliaths.\u00a0 And as we all know, David didn\u2019t topple Goliath by being bigger or stronger\u2014he did it by being more efficient. But without a &#8230;<\/p>\n","protected":false},"author":29,"featured_media":41456,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[237],"class_list":["post-41446","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-productivity"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Choosing the right productivity system: a guide for small businesses | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"Learn about 9 productivity systems and techniques, including kanban and Pomodoro) you can try to get your team (or just yourself) working more efficiently.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" 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