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February 2011

11 posts

Scents That Increase Brain Power: Energize, Relieve Stress, Sleep Better...

During the course of any given day at the office, you undoubtedly drink coffee to help you stay alert, or try deep breathing exercises to calm your nerves after a particularly harrowing staff meeting. But what if there was an easier way to regulate your moods and trick your brain into performing to its peak potential?

For many people, one simple life hack that can bring about an almost instant improvement in productivity is aromatherapy. By simply smelling the correct scents, you can lower your blood pressure, sharpen your mind, and improve your outlook on life.

The Science of Aromatherapy

According to the University of Maryland Medical Center, aromatherapy as a science had its start in the early 20th century. “René-Maurice Gattefossé, a French chemist, discovered the healing properties of lavender oil when he applied it to a burn on his hand caused by an explosion in his laboratory. He then started to analyze the chemical properties of essential oils and how they were used to treat burns, skin infections, gangrene, and wounds in soldiers during World War I.”

The process is still not well understood by modern doctors and scientists, however. According to the experts at UMMC: “Some experts believe our sense of smell may play a role. The “smell” receptors in your nose communicate with parts of your brain (the amygdala and hippocampus) that serve as storehouses for emotions and memories. When you breathe in essential oil molecules, some researchers believe that they stimulate these parts of your brain and influence physical, emotional, and mental health.”

What Scents Are Best For You?

The majority of aromatherapy benefits fall into one of four categories: Energizing/Invigorating, Stress Relief, Sleep Aids, or Mood Elevators. By placing a few drops of these essential oils into a diffuser in your home or office, you can feel the benefits of being exposed to these healing scents. Switch up the essential oils at a moment’s notice to trick your brain into performing the tasks you need to accomplish.

Here’s a breakdown of some of the most popular scents, along with their benefits:

Energizing/Invigorating: Orange, Rosemary, Lemon.

Stress Relief: Jasmine, Lavender, Ylang Ylang, Clary Sage.

Sleep Aids: Lavender, Chamomile, Sandalwood, Vetiver.

Mood Elevators: Mint, Basil Oil, Bergamot.

So on a day when you need to improve your mental focus, you might want to eat an orange at your desk, and leave the rind nearby where you can smell it. Conversely, if you need to ensure a good night’s sleep before a big presentation that’s got you stressed out, consider sleeping with a lavender sachet under your pillow, or setting up a lavender essential oil diffuser in your bedroom about half an hour before you plan to hit the hay.

You can use diffusers or nebulizers to aerate the oil. Alternatively, you can apply some essential oils directly to the skin to reap their benefits. Make sure to read the directions carefully before using any essential oils to make sure you are going to use it in a way that will give you maximum benefits.

Where Can I Get This Stuff?

You can purchase essential oils online, or at your local health food store. Alternatively, you can purchase whole fruits, herbs, or flowers from your local supermarket or an herbalist/new age shop in your area.

Depending on whether the product is organic or not, you should be able to pick up a tiny jar of essential oil (about 1 fluid ounce of product) for between $2 and $10. Certain essential oils are more expensive than others, of course.

Not all essential oils are created equal, however. According to Dr. Brian Lawrence, “For an essential oil to be a true essential oil, it must be isolated by physical means only. The physical methods used are distillation (steam, steam/water and water) or expression (also known as cold pressing, a unique feature for citrus peel oils). There is one other method of oil isolation specific to a very limited number of essential oil plants. This is a maceration/distillation. In the process, the plant material is macerated in warm water to release the enzyme-bound essential oil. Examples of oils produced by maceration are onion, garlic, wintergreen, bitter almond, etc.”

Conclusion

The next time you need to manipulate your brain into doing what you’re trying to tell it to, consider using the practice of aromatherapy as a life hack to increase your productivity. Our sense of smell is deeply tied to our memories and to our moods, so having a couple of vials of essential oil on hand can really help to improve brain function and tap into your hidden energy reserves. It may seem kind of new age-y, but tapping into your sense of smell can center you in a way that will really help you to seize the day.

Additional Reading

If you’re interested in learning more, check out:

A World of Aromatherapy

The National Association of Holistic Aromatherapy

Essentials of Aromatherapy

via lifehack.org

Feb 24, 2011
#productivity
FAQ Payment Processing (video)

Any user can create unlimited workspaces. We charge according to the number of users on a workspace, and those with 3 or more people qualify for a Premium or Platinum plan.

To upgrade a team workspace:

  1. Go to Settings, near your avatar.
  2. Select the Subscriptions tab.
  3. Order one workspace OR buy a bundle of 2 or more workspaces.
  4. Enter credit card information and enter quantity of workspaces, if applicable.
  5. Click Continue to process your payment.

For more info on our plans, check out the pricing page or the following post about pricing. Feel free to send questions to contact[at]producteev.com.

Feb 23, 2011
#features & product
Très chic: a task detail with style

If you logged on to Producteev today, you may have noticed the sleek updates to your task details. If you haven’t taken a firsthand look at the changes, you should definitely check them out. Once you click on a task, you will find that major task details are more simple and organized.

What you may not have noticed, however, is the retractable task activity. Click on a number on the left side of the task detail to expand all relevant activity. Click on the number again to collapse.

With so many recent additions to the UI, it’s becoming pretty hard to work without us. Wouldn’t you agree?

Feb 21, 2011
#features & product
A little known gem: the Smart Label Manager

Yoav Feuerstein, one of our fave followers, shared how helpful the Smart Label Manager has been for him.

You may benefit from the feature if you have a long list of labels taking up the left sidebar. The nifty Smart Label Manager displays your 5 most used labels in one click. To activate:

  1. Go to Workspace Administration in the footer (or click the cog icon near Labels)
  2. Under the Label tab of Workspace Adminstration, click Turn on (blue button)

If you use a feature that we haven’t highlighted, tell us on facebook or twitter. You could uncover the next hidden gem!

Feb 17, 2011
#features & product
7 Foods You Should be Eating + 9 More Staff Picks #productivity

Instant De-Stress Tips: 7 Foods You Should be Eating Right Now

How To Stay Motivated When You Hate Your Job

Habits That Simplify & Relaxify My Workday

How To Stay Positive In The Office

How To Ergonomically Organize Your Workspace

5 Time Managment Tips for Busy People

What To Do About Busy Work?

How To Stop Being An Interruption Magnet

10 Things You Forgot You Learned in College

365 Simple Pleasures to Brighten a Year

Bon Appetite & Happy Task Managing!

Photo credit: Molly Sheridan

Feb 16, 2011
#productivity #staff picks
FAQ Account Setup: Invitations (video)

Although account setup seems tricky at first, it is merely a matter of becoming familiar with your options. Here is more info on how to set up a team workspace.

Invite a team member/collaborator from the left sidebar via:

  • Add a person link
  • People tab (cog icon or Workspace Administration)

You can invite the following groups:

  • People on your contacts list (with whom you already share another workspace)
  • New people by entering their email address

If a team member/collaborator has trouble receiving an invitation, see this post about improvements just for admins.

Feb 15, 2011
#features & product
A Fun Look at What Our Workspaces Say About Us

A few weeks ago we shared an article about What Your Workspace Says About You.

Below are photos of our desks and a few of the possible inferences. Can you guess whose desk each one is?

  • paper stacks - this person spends a lot of time processing documents and serving as the organization’s record keeper
  • mega screens - s/he means business!

  • headphones - this person has a need for quiet so s/he can get in the zone
  • pen & paper - s/he blends old school tools and therefore isn’t that geeky

  • snacks - this person needs to frequently recharge those batteries, this hints at having high-energy work
  • phones - s/he spends a great deal of time on the phone, who could that be?!

  • charts, graphs, etc. - this data-driven individual plans with a purpose
  • tins of crackers & candies - like the above post suggests, s/he invites people to hang out and may serve as supervisor

  • random bottles - not sure what this means, what do you think?
  • multiple devices - s/he manages multiple platforms and therefore is the most geeky ;)

What does your desk say about you? We’d love to hear!

Feb 11, 2011
#Inside Producteev #work
Enhancing Productivity By Communicating Effectively - 5 easy tips from Stepcase Lifehack

Untold hours of productivity are lost every month due to simple misunderstandings and communication breakdowns. For some reason, many people seem to have a tough time organizing their thoughts and communicating their desires to their co-workers and employees.

I’m constantly amazed at the number of people who seem to have forgotten the basics of composing a written thought. Even some college grads have no grasp on how to speak/write in a way that moves a project forward.

If you are looking for a way to increase productivity and decrease stress, learning to communicate effectively can be the first step towards smoother workflows, faster turnaround times, and fatter bottom lines. Here are a handful of tips that will get you started.

1. Use clear, concise sentences.

Your goal, whether speaking aloud or composing an email, should be to make yourself instantly and completely understood. To that end, you should avoid using big words, steer clear of run-on sentences, and avoid any unclear phrasing.

You don’t need to use fancy vocab, Latin phrases, corporate buzzwords, or business acronyms to impress your colleagues…and nine times out of ten, using words like that won’t make you any friends. If a smaller, shorter word will do, then by all means, use that instead of whatever $5 word you just looked up in your thesaurus.

Avoid long sentences with multiple clauses and herds of commas. The longer a sentence is, the more confusing it becomes. Always keep that in mind when writing directions or project details for a colleague.

And for the love of God, make sure your phrasing is clear. There’s nothing worse than getting an email from a co-worker that’s so vaguely worded you have no idea what you’re supposed to do with it. If you aren’t sure that an email is clearly worded, step away from your computer for five minutes, and then look it over with a fresh perspective.

2. Keep a written record

Sometimes communicating effectively involves reminding people of what they’ve already told you, and when. Having a written record of all conversations related to a current or past account can be very helpful.

This is easy with email: just make sure never to delete old emails, and use filters for effortless organization. For meetings/calls, make sure you keep clean, easy to read notes that also include the time and date. Audio recording is also an option.

3. Make every comment actionable

Inevitably, there is a time in every person’s career where they get together with a group of colleagues to discuss a project or proposal, and give feedback as a group. It’s important that when you give feedback on a project, you give actionable directions…particularly you are at the top of the foodchain. Otherwise, the project can stagnate and people on your team can lose momentum.

It’s the difference between

“Someone needs to speak with our design team about using a new font.”

and

“Marcy, could you touch base with Jim in Design about our font preferences?”

This ties in with my next point…

4. Make all criticism constructive

“Constructive criticism” is one of those feel-good buzzwords we learn to loathe after high school English class. Nevertheless, learning to give helpful feedback to a colleague will not only improve your interpersonal relations, but also will help to improve the quality of your work.

Constructive criticism is more than just a nicer way of talking to people. By giving clear, focused feedback instead of vague, general notes, people you speak with can really learn to improve their methods and practices in the future.

It’s the difference between:

“This website is a disgrace.”

and

“I see a number of issues here, including the dark green background that makes the text hard to read, and punctuation issues in the first two paragraphs.”

5. Make sure you’re using the right word

Take a moment and review this list of commonly misused words and phrases.

See anything on there that relates to you? If so, you’re not alone.

So consider this: if you’ve been using the wrong words in your personal and business communications, how can you expect anyone to know what you really want? Spell check, grammar check, and the dictionary are your friends.

When in doubt, use them. If you aren’t in doubt, use them anyway.

Conclusion

Communication can be daunting. Many people are afraid of public speaking, for example, showing a link between fear of speech and ineffective communication. However, if you make a conscious effort to put some of these basic principles into practice, I’m sure you will see results very quickly.

So the next time you are crafting an email or preparing for a status meeting with your team, make sure that you are doing your utmost to communicate clearly and effectively. When everyone can understand what you are trying to say, you will find that your working life goes a lot more smoothly.

via lifehack.org

Feb 8, 2011
#productivity
Migrating servers is like mountain climbing: painful but rewarding

We just climbed a great big mountain together! From here, everything’s going to be just fine. :) 

Your patience has been amazing this week. We apologize for the inconvenience with migrating our servers. We did our best to schedule the migration at an off peak time (11:59 p.m. in NY on Wednesday, February 2, 2011), and the team pulled an all nighter. 

Migration was complete around 4 a.m. Thursday morning and DNS propagation completed for most users around noon. Propagation did take longer than usual, however, and we are sorry that a small percentage of users (about 10%) did not have immediate acccess to the site.

Producteev should be accessible to everyone by the end of the day. You will find that the new servers are dramatically faster and more reliable. We really appreciate your understanding and are sorry for the discomfort from this week’s migration.

If you have any issues, questions, or comments, feel free to email support[at]producteev.com. 

Photo credit: Iwona Erskine-Kellie

Feb 4, 2011
#features & product
The Secret of High & Low Energy Tasks | a #GTD principle

Let’s face it, sometimes you just don’t feel like working.

It seems that no matter what you do, that you can’t get into that productivity zone.

Maybe your energy level is low. Maybe your attitude is off.

You just don’t feel like doing anything.

What do you do when this happens? 

Sometimes You Feel Like it, Sometimes You Don’t

Sometimes you have all the energy in the world.  You feel like you could eat an elephant in one sitting.

Other times you don’t have the concentration or energy to get anything done.

(For me this happens most often on airplanes…)

One of the best strategies to deal with your high and low energy times is to sort your tasks by energy level, as well.

When your productivity is in high gear is the time to get done the things that require the most effort and concentration.

On the other side of the equation, when you are dragging, is sometimes the best time to get done the smaller miscellaneous low effort todos.

For When You’re “On”

When you are on fire, and nothing can stop you, this is the time to attack the big important things on your list.

This is your “in the zone” time, when you are knocking down todos like they are bowling pins.

Ensure that you prioritize your todo list to get to your most important tasks done during this time frame.

Here are some high energy tasks:

  • Creative Work – Creating new ideas takes time and high levels of concentration.
  • Writing – I find I write best when I am “in the zone.”  If don’t feel like writing, it can be hard to get anything down.
  • Brainstorming sessions – Staying on topic to hammer out a plan takes effort and works best with high levels of enthusiasm.
  • Meetings with Clients and Colleagues – You always want to be on your “A”game when meeting with clients and colleagues. Plan your engagements to match your energy levels whenever possible.
For When You Are “Not-So-On”

We all know what it is like to be “out of the zone.”

You don’t feel like doing anything. You feel like you could call it a day.

These are the times to take on low effort tasks that don’t require much concentration or follow-through.

Some great low energy tasks:

  • Reading – Reading is an activity that often gets pushed aside. But, it requires low levels of effort. I find that I actually get my reading done when I do it during periods of low motivation.
  • Filing – Filing papers and email is an essential task that requires low effort. When you aren’t motivated, this can be a great task to attack.
  • Cleanup – I don’t like to clean. But, this is my favorite low energy task. Whether it is the office or even laundry at home, cleaning is a great low energy task.
  • Working Out – Wait a sec, you say… if I don’t have energy, you want me to hit the gym?? Actually, yes! I find that even a short low energy workout can jump start your energy levels. You may surprise yourself once you get in motion.
Match Your Energy

Be prepared for when your energy is high and low.

By separating tasks by energy level, you can be productive during your high and low productivity times.

With a little strategy, you can maximize your ability to get things done …even when you don’t feel like it.

What are your high and low energy tasks?

 

You may also like -

8 Ways To Get Things Done on a Plane

 

Time Shifting vs. the Flux Capacitor

Is Your Week Piling Up on You?

 

7 Ways to Finish Your Week

 

via timemanagementninja.com

Feb 2, 2011
#productivity
Set your clocks: Scheduled server migration Wed Feb 2 11:59pm EST

The good news is: we are moving to an infinitely more scalable server infrastructure tomorrow night.

The slight inconvenience is: we will be offline for approximately an hour on Wednesday, February 2, 2011 beginning 11:59 p.m. Eastern. Please plan accordingly, thank you for understanding.

And thanks to Rackspace Cloud, our new hosting company, for helping to make Producteev a better place.

Feb 1, 2011
#features & product
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