How to Build the Best Productivity System for Your Business | Magic Assistant Blog

How to Build the Best Productivity System for Your Business

How to Build the Best Productivity System for Your Business

Business owner checking business productivity

A productivity system is a set of guidelines and processes that help you identify goals and establish a routine for accomplishing them. A good productivity system, implemented with the right business integration tools, improves organizational efficiency by providing structure to the different practices your business relies on.

With several different approaches and tools to implement them, it can be tough to figure out what system works best for you. So, where do you start?

Guide to setting up your own productivity system

  1.  Assess your tasks and goals

    Before you do anything else, study your day-to-day work. Write down all the things you do and eliminate the ones that aren’t helping you make any progress. Apply the Pareto Principle (80-20 rule) and focus on 20% of the tasks that can give you the best results. Then, cut or delegate the other 80% of your tasks that don’t give you much in return.

    By doing so, you can focus on your core and build a system around the tasks that contribute to your goals. You can also organize them according to their importance to highlight to which one needs your utmost attention.

  2.  Establish your virtual workplace

    Now that you have a set of priorities, create a digital workplace where you and your team can collaborate effortlessly. Find tools that suit how you work and what you need.

    For example, you could use a combination of apps like Notion, Todoist, Freedom, and Flow to keep track of tasks and boost productivity. Manage your workflow by using different business integration tools such as Slack, Google Workplace, and Calendly.

    A good workplace should not only support your processes but also be quick to set up and easy enough to learn, especially for new team members. If it takes more than an hour to establish and master it, you’re doing it wrong.

    It should be flexible enough to accommodate team members with different working styles. This way, anyone can adapt to the system with relative ease.

  3.  Calibrate your system

    You should be able to smoothly scale your productivity system. Make it a habit to examine your system so you can make tweaks and updates accordingly. Look into quantifiable factors such as how much time you spend working on tasks and what tools are useful in accomplishing them.

    The Pareto Principle can also be applied in reviewing your system by asking yourself if 20% of a certain process in your system or a productivity tool brings you 80% of the results.

    Lastly, to ensure that your productivity system is effective, delegate tasks to the right people. Avoid sloppy work or project delays by defining your goals, deadlines, and specs. Having open communication for any clarification will also help in improving your system for your next projects.

Team collaborating on a project

Top business integration tools you can use

Streamline your workflows and automate processes through business integration. There are many productivity tools geared toward startups and small businesses.

For project management: Asana

Asana is a project management app that helps your team stay focused on the tasks at hand, hit deadlines, and accomplish goals. It helps create and manage projects, as well as allows team members to communicate in threads through different boards.

With its free membership option, you can organize, manage and track projects and tasks with up to 15 colleagues. It can also be integrated with other workplace tools such as Slack, Microsoft Teams, and G Suite.

For scheduling: Calendly

Calendly is a virtual booking app that allows you to schedule meetings, appointments, and events with team members, clients, and other organizations. It automatically checks for conflicts in schedules in any calendars from other sources you sync with it (such as Office 365, Google, and Outlook).

Moreover, it is fully optimized for phones, tablets, and desktops for easier access. It can even be embedded into your website so people can easily book an appointment.

For digital enterprise management: Google Workspace

Formerly known as G Suite, Google Workspace provides a suite of office software for messaging, meetings, documentation, and other tasks for everyone in your organization. It is one of the easiest productivity tools to use and provides the best collaboration features.

Nearly as powerful and flexible as Microsoft 365, this cloud-based office suite is accessible and works the same in any browser. It also allows for real-time collaboration and a complete record of all the revisions made in the documents. This makes it ideal for businesses of all sizes.

For communication & collaboration: Slack

Communication is a key part of a business. Slack provides real-time conversations between individuals and teams in the company. It enables you to group team members into chat rooms for project discussions, announcements, and even informal chats.

Team members can customize their own settings and search through a record of all the files and conversations they have. There are also many project management integrations you can use with Slack to manage your workflow in one platform.

Add Magic to your productivity system

Magic Assistant on a Virtual meeting

Build a seamless productivity system with Magic. Incorporate multiple services in your processes using Magic’s Business Integration. Already have a system? No problem—Magic works with the most widely used tools, such as:

  • Messaging
    • Slack – Simply mention @magic to delegate tasks
    • Telegram – Chat with a virtual assistant directly on your phone or computer
  • Video Conferencing
    • Google Meet and Zoom – Invite your Magic assistant to your meetings to take minutes and go to the next action
  • Sales Support
    • Salesforce – Clean up your current list and add new leads directly to your CRM
    • LinkedIn – Modify your account into an automated sales tool without logging in
    • HubSpot – Get new leads into your CRM with a 24/7 sales assistant
  • Project Management
    • Asana – Assign any task to Magic directly
    • Trello – Invite Magic to a board so anyone can easily delegate tasks
    • Google Workplace (G Suite) – Collaborate with Magic using any Google tool
    • Basecamp – Add Magic in the app to work alongside your team
  • Marketing & E-Commerce
    • Shopify – Manage and maintain your store on autopilot
    • Mailchimp – Create email campaigns and automate replies with Magic
  • Hiring
    • LinkedIn – Let Magic automatically find and contact candidates on the platform
    • Calendly – Schedule and be notified of interviews with the help of Magic
    • Upwork – Let Magic handle the hiring legwork and manage contractors effortlessly

Devoting your time and energy to set up a productivity system with business integration can yield valuable results. It provides an increase in operational efficiency and better company data analysis all while being cost-effective.

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Written by

Li Ramos

Li is a writer at Magic devoted to capturing stories that provide insights and spark conversations. By working remotely, she makes the most out of her time as a Magician and a hobbyist in art, poetry, and baking. She loves to help people in any way she can but also enjoys quiet time for meditation.

Magic upgrades your life with a 24/7 personal assistant. If you have a business, Magic gives you an on-demand remote workforce whenever you need it. Try Magic now!

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