10 Ways to Increase Productivity & Have Better Time Management

Photo shot in Malacca sometime early 2009. Hazy evening sky with the sun about to set.

My friend Moonshi from Singapore has this to share with the M&Y group. I think it is an interesting and worthwhile read, so I am reproducing it here in its entirety.

Dear M&Y graduates,

Currently, my business serves several hundred Clients in Asia-Pacific including names like Kuwait Finance House, JVC, Hitachi, Aussino, Temasek, Sun Microsystems, Charles & Keith and many others. After tuning my CRM system and getting my weekly business and management reports, I now know that 85% of my clients are small-medium business, 10% are medium-sized businesses and 5% are the multi-nationals.

After much observations, I realized that many small businesses are struggling to make their business successful. Most small business owners I met says that they feel that they are working very hard and yet they still don't see the results they desire. After speaking to more than 50+ SME bosses, I realized most of the issues are around cash-flow management, the boss trying to do everything on his own and there is no systems or technologies to support the boss to leverage himself.

Maybe some of you want to grow your business to the next level of success. Maybe you want to increase profit by 5% per annum without stress. Maybe you want to create a job within your own business with no stress of reporting to a boss. Whatever your situation, let's take a look at several ways to increase productivity and have better time management which I am applying in my life and my business.

Increasing Productivity

1. Build your team: Have you ever heard of the 80/20 rule? In business, 20% of your business activities yield 80% of the results. You need to determine which tasks are in your top 20%, and eliminate and/or delegate the rest as a means of increasing productivity and experiencing better time management. Unfortunately, many small business owners fail or don't grow to the next level because they don't take advantage of small business resources like building a good team. An excellent way to get started is to hire an assistant or outsource some of your non-core business activities e.g. book-keeping, accounting, administrative work (non-revenue generating activities), computers and network management, etc.

2. Cultivate marketing relationships: Create a referral program that is easy for any Aminah, Robert or Ah Leong to refer businesses to you. Referral programs is one of the resources for entrepreneurs to increasing productivity and better time management. These referrals invest their time promoting your products or services in exchange for a commission on the sale. In addition, find other entrepreneurs with complementary businesses and collaborate on services or create product bundling. You get more breakthroughs and unique perspectives when you are not working on business development alone.

3. Leverage on technology and systems (this is my company's expertise): Any business can be dissected into two major parts: Vision (what do you want) and Systems (how will you do it to get it with everyone aligned to it). Entrepreneurs are usually challenged by the "How will you get it" part and skip this extremely crucial step. Increasing productivity by systemizing your business is one of the critical resources for entrepreneurs. Systems will save you time, reduce errors, simplify tasks, enhance communication, keep you organized and help remember important things to get done. What is a system? A system is basically a task that you do to perfection from A to Z and you are able to document it, step-by-step that even a 10-year old or a 50-year old can do without having to ask you a single question and he/she can do it to the perfection as if you are doing it yourself. Then, apply the law of leverage to make it happen faster, better and cheaper. Now to apply the law of leverage to a system, you need technology that has all the processes built-in, guide the user on the step-by-step process, do validations to verify the input information is correct while allowing many people to do the same tasks and process at the same time to create repeatable results! Want to know more about systems? Contact me :)

4. Get a Business Mentor or Hire a Productivity & Systems Expert: A business coach or productivity expert are tremendous resources for entrepreneurs. These professionals will help you make things happen, develop steps to help you reach your goals, and provide you with the necessary support and structure you need to utilize better time management and realize your business goals. In Singapore, I am blessed as the Singapore Government have many funding and grants to help businesses grow. As such, I can help my clients and tap on these grants to reduce their investments to implement systems and get technology-leverage". Refer to www.spring.gov.sg, www.business.gov.sg and www.wda.gov.sg for details.

5. Get to the core of your revenue-generating activities: These activities provide valuable payoff in the long run. They are based on your priorities, values and goals and are the activities you love doing and do best. I also say it differently - If you love what you do and do what you love, you are in the right track to help others while being fairly rewarded for your services. In turn, these tasks that you love doing create immense value for your clients.

Now you may have discovered several ways of increasing productivity. The next challenge is this, unless you know the steps and keys to better time management, you may not achieve the desired results you want. We all have 24-hours a day. Most of us sleep about 8-hours, work for 8-hours and manage other aspects of life the other 8-hours - including running errands, chires, getting up and preparing to go to work, commuting, taking breakfast, lunch, dinner and managing our lives. Since there are only so many physical human hours in a day; start focusing on specific areas that are consuming your time.

Better Time Management

6. Doing Something More Than Once: I am a personal believer that if I have to do something more than once, I want to systemize it. In essence, I handle things only once by evaluating every task that comes my way, deciding what to do with it, and prioritizing my to-do list. I use MS Outlook to schedule my time, make appointments with myself for all my daily tasks and meetings and plan my time up to 2-weeks in advance. Once I've started a task, I keep at it until it's done. If I cannot complete it in a day, I break the task into several days and work on it up to 4-hours per day. When I come back to an unfinished task, I take extra time to re-familiarize myself with it and figure out where I have left off. Successfully completing a task, no matter how small, gives me a great sense of accomplishment and encourages me to take on other tasks that come my way.

7. Stop Multi-Tasking: Many people try to do more than one task at a time. From my personal experience, I am kidding myself thinking that I'm getting lots done. When nothing gets your full attention, errors creep in. In the long run, you end up spending more time undoing those mistakes. Stop trying to do it all at once. By giving your undivided attention to one thing at a time, you'll be much more productive.

8. Expect and Manage the Unexpected: Unexpected or unwanted events occur that demand your time and energy. Practicing better time management means taking care of disruptions by scheduling time in your day for the unexpected. Give yourself a window of opportunity to face "surprise" issues, and be open-minded about accepting support when needed. I always have "spare-time" every day to manage "the unexpected" from Clients, staff or new opportunities.

9. Ruthless Time Management: Practicing grrreeeaaattttt time management means being ruthless with what you spend your time on and how you spend it. You need to set boundaries; identify the time wasters throughout your workday; schedule blocks of time to work on tasks, and make and keep appointments. Only do the tasks directly related to your small business goals and invest your time only on what you love and do best. If you have calls that are not important to your goals, get your assistant to take a message and call back when you are available. This is where the "spare-time" comes in handy.

Ultimately, your goal should be to create work-life balance to ensure you are spending your time and efforts increasing productivity in a way so that you can take time off to rejuvenate and recharge your batteries without compromising your success. Creating a calendar of your ideal workweek is an excellent way to do this. I personally make sure that I don't work beyond 6.30 PM everyday unless there are important and urgent matters that needs immediate attention or a new project that spans different timezones.

10. Slow Down to Move Ahead Faster: Take the time needed, by slowing down, to evaluate your options, to deliberate on ideas and create a plan for your business goals and lifestyle. Then, design your business accordingly. Not only will this result in increasing productivity, but it is the epitome of better time management.

I hope my practice and sharing can create some new strategies for you to increase your productivity, and key aspects of better time management. I guarantee that if you put this information into practice, you will work smarter and achieve greater success!

Till then, be your best, stay passionate and...

Stay driven!
Moonshi Mohsenruddin | CEO | CommGate, Inc.
Inspiring Change, Empowering Businesses through technology-leverage.

Happy Birthday Baby Mia

Baby Mia turns one in a few days time and her parents are trowing her a birthday bash. I've been invited. It's to be held at the El Shaddai Home along Old Klang Road.

Ramadan may not have been on Terence and Jana's minds, but if this is not in keeping with the spirit of the season, I don't know what is.

Ramadan Mubarakh

Photo of the moon taken outside my home at about 11.30 p.m. on August 8, 2009.

Wishing all Muslims everywhere an auspicious and blessed Ramadan. May this Ramadan bring us closer to Islam, free of all superstitions and false notions.

What we scatter matters ..

I was at the corner grocery store buying some early potatoes. I noticed a small boy, delicate of bone and feature, ragged but clean, hungrily apprising a basket of freshly picked green peas.

I paid for my potatoes but was also drawn to the display of fresh green peas.. I am a pushover for creamed peas and new potatoes.

Pondering the peas, I couldn't help overhearing the conversation between Mr. Miller (the store owner) and the ragged boy next to me.

'Hello Barry, how are you today?'

'H'lo, Mr. Miller. Fine, thank ya. Jus' admirin' them peas. They sure look good.'

'They are good, Barry. How's your Ma?'

'Fine.. Gittin' stronger alla' time.'

'Good. Anything I can help you with?'

'No, Sir. Jus' admirin' th em peas.'

'Would you like to take some home?' asked Mr. Miller.

'No, Sir. Got nuthin' to pay for 'em with.'

'Well, what have you to trade me for some of those peas?'

'All I got's my prize marble here.'

'Is that right? Let me see it' said Miller.

'Here 'tis.. She's a dandy.'

'I can see that. Hmm mmm, only thing is this one is blue and I sort of go for red. Do you have a red one like this at home?' the store owner asked.

'Not zackley but almost.'

'Tell you what. Take this sack of peas home with you and next trip this way let me look at that red marble'. Mr. Miller told the boy.

'Sure will. Thanks Mr. Miller.'

Mrs. Miller, who had been standing nearby, came over to help me.

With a smile she said, 'There are two other boys like him in our community, all three are in very poor circumstances. Jim just loves to bargain with them for peas, apples, tomatoes, or whatever.

When they come back with their red marbles, and they always do, he decides he doesn't like red after all and he sends them home with a bag of produce for a green marble or an orange one, when they come on their next trip to the store.'

I left the store smiling to myself, impressed with this man. A short time later I moved to Colorado , but I never forgot the story of this man, the boys, and their bartering for marbles.

Several years went by, each more rapid than the previous one. Just recently I had occasion to visit some old friends in that Idaho community and while I was there learned that Mr. Miller had died. They were having his visitation that evening and knowing my friends wanted to go, I agreed to accompany them. Upon arrival at the mortuary wefell into line to meet the relatives of the deceased and to offer whatever words of comfort we could.

Ahead of us in line were three young men. One was in an army uniform and the other two wore nice haircuts, dark suits and white shirts...all very professional looking. They approached Mrs. Miller, standing composed and smiling by her husband's casket.


Each of the young men hugged her, kissed her on the cheek, spoke briefly with her and moved on to the casket. Her misty light blue eyes followed them as, one by one, each young man stopped briefly and placed his own warm hand over the cold pale hand in the casket. Each left the mortuary awkwardly, wiping his eyes.

Our turn came to meet Mrs. Miller. I told her who I was and reminded her of the story from those many years ago and what she had told me about her husband's bartering for marbles. With her eyes glistening, she took my hand and led me to the casket.

'Those three young men who just left were the boys I told you about.

They just told me how they appreciated the things Jim 'traded' them. Now, at last, when Jim could not change his mind about color or size....they came to pay their debt.'

'We've never had a great deal of the wealth of this world,' she confided, 'but right now, Jim would consider himself the richest man in Idaho ..'

With loving gentleness she lifted the lifeless fingers of her deceased husband. Resting underneath were three exquisitely shined red marbles.

The Moral :
We will not be remembered by our words, but by our kind deeds. Life is not measured by the breaths we take, but by the moments that take our breath.

Today I wish all of you a day of ordinary miracles

~ A fresh pot of coffee you didn't make yourself...
An unexpected phone call from an old friend ....
Green stoplights on your way to work...
The fastest line at the grocery store...
A good sing-along song on the radio...
Your keys found right where you left them.

Remember - IT'S NOT WHAT YOU GATHER, BUT WHAT YOU SCATTER THAT TELLS WHAT KIND OF LIFE YOU HAVE LIVED!


a very touching story - thanks TT for the email

The Power of Interpretation

Several centuries ago, the Pope decreed that all the Jews had to convert to Catholicism or leave Italy ..


There was a huge outcry from the Jewish community, so the Pope offered a deal. He'd have a religious debate with the leader of the Jewish community. If the Jews won, they could stay in Italy ; if the Pope won, they'd have to convert or leave.

The Jewish people met and picked an aged and wise rabbi to represent them in the debate.

However, as the rabbi spoke no Italian, and the Pope spoke no Yiddish, they agreed that it would be a 'silent' debate.

On the chosen day the Pope and rabbi sat opposite each other.

The Pope raised his hand and showed three fingers.

The rabbi looked back and raised one finger.

Next, the Pope waved his finger around his head.

The rabbi pointed to the ground where he sat.

The Pope brought out a communion wafer and a chalice of wine.

The rabbi pulled out an apple.

With that, the Pope stood up and declared himself beaten and said that the rabbi was too clever. The Jews could stay in Italy !!!

Later the cardinals met with the Pope and asked him what had happened.

The Pope said, 'First I held up three fingers to represent the Trinity. He responded by holding up a single finger to remind me there is still only one God common to both our beliefs. Then, I waved my finger around my head to show him that God was all around us. He responded by pointing to the ground to show that God was also right here with us.

'I pulled out the wine and wafer to show that God absolves us of all our sins. He then pulled out an apple to remind me of the original sin.

'He bested me at every move and I could not continue.'

Meanwhile, the Jewish community gathered to ask the rabbi how he'd won. 'I haven't a clue' the rabbi said.

'First, he told me that we had three days to get out of Italy , so I gave him the finger.

'Then he tells me that the whole country would be cleared of Jews and I told him that we were staying right here.'

'And then what?' asked a woman.

'Who knows?' said the rabbi. 'He took out his lunch so I took out mine.'

from JokesWareHouse.com

Thanks TT for the email

A beautiful story.....

I arrived at the address where someone had requested a taxi. I honked but no one came out. I honked again, nothing. So I walked to the door and knocked. 'Just a minute', answered a frail, elderly voice. I could hear something being dragged across the floor.

After a long pause, the door opened. A small woman in her 90's stood before me. She was wearing a print dress and a pillbox hat with a veil pinned on
it, like somebody out of a 1940s movie.

By her side was a small nylon suitcase. The apartment looked as if no one had lived in it for years. All the furniture was covered with sheets..

There were no clocks on the walls, no knickknacks or utensils on the counters. In the corner was a cardboard box filled with photos and glassware.

'Would you carry my bag out to the car?' she said.. I took the suitcase to the cab, and then returned to assist the woman.

She took my arm and we walked slowly toward the curb.

She kept thanking me for my kindness. 'It's nothing', I told her. 'I just try to treat my passengers the way I would want my mother treated'..

'Oh, you're such a good boy', she said. When we got in the cab, she gave me an address, and then asked, 'Could you drive through downtown?'

'It's not the shortest way,' I answered quickly.

'Oh, I don't mind,' she said. 'I'm in no hurry. I'm on my way to a hospice'.

I looked in the rear-view mirror. Her eyes were glistening. 'I don't have any family left,' she continued. 'The doctor says I don't have very long.' I quietly reached over and shut off the meter.

'What route would you like me to take?' I asked.

For the next two hours, we drove through the city. She showed me the building where she had once worked as an elevator operator.

We drove through the neighborhood where she and her husband had lived when they were newlyweds.. She had me pull up in front of a furniture warehouse that had once been a ballroom where she had gone dancing as a girl.

Sometimes she'd ask me to slow in front of a particular building or corner and would sit staring into the darkness, saying nothing.

As the first hint of sun was creasing the horizon, she suddenly said, 'I'm tired. Let's go now'

We drove in silence to the address she had given me. It was a low building, like a small convalescent home, with a driveway that passed under a portico.

Two orderlies came out to the cab as soon as we pulled up. They were solicitous and intent, watching her every move. They must have been expecting her.

I opened the trunk and took the small suitcase to the door. The woman was already seated in a wheelchair.

'How much do I owe you?' she asked, reaching into her purse.

'Nothing,' I said

'You have to make a living,' she answered.

'There are other passengers,' I responded.

Almost without thinking, I bent and gave her a hug. She held onto me tightly.

'You gave an old woman a little moment of joy,' she said.

'Thank you.'

I squeezed her hand, and then walked into the dim morning light. Behind me, a door shut. It was the sound of the closing of a life.

I didn't pick up any more passengers that shift. I drove aimlessly lost in thought. For the rest of that day, I could hardly talk. What if that woman had gotten an angry driver, or one who was impatient to end his shift?

What if I had refused to take the run, or had honked once, then driven away?

On a quick review, I don't think that I have done anything more important in my life.

We're conditioned to think that our lives revolve around great moments.

But great moments often catch us unaware-beautifully wrapped in what others may consider a small one.

PEOPLE MAY NOT REMEMBER EXACTLY WHAT YOU DID, OR WHAT YOU SAID, BUT THEY WILL ALWAYS REMEMBER HOW YOU MADE THEM FEEL.


Life may not be the party we hoped for, but while we are here we might as well dance.

A really beautiful story,
thanks TT

Nikon D90 with Nikkor 50mm f1.8 lens

After I bought my DSLR camera, I was advised to invest in a 'portrait' lens. These are some of my fellow colleagues who posed for me recently, willingly or otherwise.