Positive reinforcement is a great way to boost the morale in your office and increase the motivation that we sometimes find ourselves reaching for but not quite able to grasp. When we are recognized for good behaviour, it encourages us to continue to strive to maintain that standard and even exceed what is expected of us.

An article by Chris Joseph on Chron answers the question “Why Is Positive Reinforcement Important In The Workplace?”  He breaks it down into four main beneficial reasons for implementing positive reinforcement:

1. Provides A Sense of Worth

2. Encourages Good Behaviour

3. Improves Workplace Morale

4. Helps Employees To Fit In

Finding motivation can be difficult for anyone, especially once we reach a level of comfort in a job. This is why it’s so important to continue to acknowledge people’s efforts so that they feel a reason to consistently improve. The saying “there’s always room for improvement” is very applicable to business, as we are needing to always stay one step ahead of our competition. In order to be continually improving, we need to be thinking about ways to improve, setting goals, and reaching them. Setting up objectives in Daylite is a great way to set timelines and keep track of your goals as a company.

By incorporating positive reinforcement, it gives your employees that extra push to reach goals on time, and to go over and above their job description. I used to think that going above what is asked of you in a job is what everybody did because it makes sense to want to get ahead and do a good job. Unfortunately once I entered the work field, I realized that not everybody cares about going above and beyond. Some people are happy being complacent and doing just what is asked of them, no more and no less. By incorporating positive reinforcement, it makes people rethink what their goals are and sparks the fuel of motivation.

I heard of a really cool incentive plan that Johnny Wilde from LOW uses to encourage his employees. Johnny encourages his employees to bring their favourite mug to work and when he notices something they’ve done well, he tosses a quarter in their cup. The purpose is to reward his employees every time they do something well. It also results in some healthy competition between employees as they develop skills and are motivated to learn ways to improve in order to be rewarded. From the boss’s perspective it’s a win-win because they can easily part with a few quarters in order to gain high quality work, and the employees have a monetary gain. It is a good way to change the perspective of being scolded by the boss and instead being rewarded for the good things that are accomplished. Johnny feels that this way “people will do things for the pleasure of doing them instead of for the fear that might arise from not doing something.”

Incentives don’t always have to be monetary related. You can have a team oriented incentive such as having an office lunch if a specific goal is met as a company. Incentives can also be self esteem boosting by verbally incorporating positive reinforcement in the form of a statement like, “thanks for speaking up in today’s meeting! That was a great idea!” The more positive feedback employees get, the more they want to succeed to continue to gain more positive feedback. It’s an upward cycle.

Coffee can be our best friend in the morning and is a nice way of flicking the ‘on’ switch in our brain. In an interesting article from Thirdage.com lists the Seven Foods That Help You Think. So if you’re at your max for cups of coffee per day, and still want a way to speed up the sparks between neurotransmitters, try incorporating some of these foods into your diet:

1. Fish – Fish is full of Omega-3 fatty acids which help with brain function and has been proven to enhance memory. If you’re like me and don’t like fish (with the exception of sushi…Mmmm sushi), there are also Fish Oil supplements that you can take

2. Bananas- Bananas have been proven to enhance memory due to being high in potassium, magnesium, vitamin C, and fibre. They also contain Vitamin B6 which enhances the production of serotonin and dopamine, and helps you concentrate as well as making you happier! More bananas= (better memory + more smiles)

3. Coffeeeeee! – There are so many things to love about coffee. It tastes great, pairs lovely with anything chocolate flavoured, enhances memory, energizes, and has been proven to enhance long-term memory for women (for men… well you will just have to continue to rely on Daylite to remind you of your meetings and appointments)

4. Spinach – Popeye had it right! Spinach is one of the healthiest leafy greens there is. Full of antioxidant, magnesium, iron, and vitamin B12, it’s spinach to the rescue to help increase concentration and reduce the risk of brain diseases such as Alzheimer’s.

5. Berries- Not only are berries delicious and great for smoothies, they are also antioxidants and they can help to improve spatial memory and learning. So if you’re like me and have a terrible sense of direction, try incorporating more berries into your diet. You can even combine some of these brain foods like throwing in some strawberries in a spinach salad.

6. Ginkgo Biloba- Known as the ‘brain herb’, ginkgo biloba increases blood flow to the brain, which increases the nutrients being brought to your brain and results in better concentration and improved memory. Ginkgo biloba is derived from the ginkgo tree, so your best bet on where to get some would be from a health food store in capsule form.

7. Whole Grains- Last but not least, whole grains are a brain stimulator and help with memory because they are full of fibre and vitamin B6. Whole grains help with blood flow to the brain as well as blood circulation through the brain. Some great sources of whole grains are quinoa, brown rice, oatmeal and popcorn. So next time you’re at the movies, grab a bag of popcorn, it may help you to remember that hilarious line from your favourite scene.

Having a well balanced diet is key to keeping your brain on it’s toes (so to speak). The more nutrients you put in your body, the more nutrients your brain absorbs. While I can’t promise that eating a spinach salad with berries and fish will automatically result in a genius idea, eating healthier foods will help to improve the way your brain functions. And a happy brain will thank you in ways such as remembering and digesting information better.

We hear people say it all the time (whether it is referring to relationships with a spouse or friend, or whether it is referring to a work relationship) the key to building strong relationships is the big C (no, not C for cookie), COMMUNICATION.

We communicate with people everyday, but with the increased use of technology and a decrease in face-to-face interaction, we have to ask ourselves honestly, do we really know how to communicate effectively?

Keeping your contacts organized with Daylite can make it easier to track and continue communication between you and others, whether that be clients, coworkers or partners. Keeping in touch with people on a regular basis is important when establishing and maintaining relationships. With Daylite Mail Assistant you can essentially ‘paper clip’ your contacts together, and link all your e-mail correspondence so you can easily get an up to date look at your contact history. I’m sure it has happened to all of us in the middle of a busy day when we have a billion things on our mind and then… we get a call from someone and think…’Great! Thanks for getting back to me…why did I call you again??”  With a few clicks, you can find that out with the help of Daylite. Check out this tutorial video for a more comprehensive understanding for how Daylite Mail Assistant can help you.

An interesting article from smashingmagazine.com titled ‘Why Can’t We(bbies) Be Friends?’ by Rick Sloboda gives some insight into team effectiveness, and the key role of communication.

Sloboda explains how proper communication can help you:

• Increase productivity
• Avoid and solve problems
• Enhance working relationships
• Promote personal satisfaction
• Complete projects on time and on budget
• Create better results and happier clients

Today’s generation is so stuck on texting, e-mailing, tweeting, posting, blogging, etc that it can be easy to forget what the main purpose of communication is….and that is to LISTEN.

Too often we think we are communicating with people, when really we are just waiting for our time to add our two cents (or in some people’s case, their whole buck).

Sloboda quotes Health Resource Network’s Dr Morton Orman on how this mix up of hearing without listening happens:

‘Much of the time when people are speaking to us, our heads become filled with our own personal thoughts and agendas… [we’re] thinking how we’re going to respond. But to listen well, you must put these thoughts aside and “be with” the other person. You’ve got to fully attend to their words and inner emotions. You’ve got to actively work to “put yourself in their shoes” and listen to them speak. And you’ve got to keep your mind open to discover the value or merit in whatever the other person says.’

Communication is essential in everyday life, and can be the saving grace when stress levels are running high in a work environment. Making sure that the lines of communication are open and flowing freely can help keep things running smoothly and ensure that your company runs as an effective unit and everyone feels like an important part of the team

A great way to increase productivity in the work place is by incorporating the 5 elements of Feng Shui. Inc Magazine provides an enlightening article called Feng Shui Tips for the Home Office with advice from Ken Lauher, Feng Shui consultant about the elements of Feng Shui and how to utilize them in your office:

Wood:  

•  Increases creativity, motivation, inspiration & good health
• Commonly represented by green & brown and is balanced best when placed in the eastern corner of the office
• Ideal for lawyers and medical professionals because it symbolizes loyalty
• Plants are a prime example of how to incorporate this element, and also serve as great listeners!                                                                                                                                                                           

Fire:

• Most aggressive element, and therefore increases productivity by promoting passion and excitement
• Represented by the colour red, and is recommended for therapists and artists to promote a lively environment
• Should be placed in the southern area of your workplace for ideal balance
• A candle would be an easy way to add a touch of this element, or if you’re really craving some passion, build a small fireplace for the office

Earth:

• Brings balance and stability to the workplace- don’t confuse this with core balance, for that you need to do crunches!
• Most common colours are… you guessed it; earth colours! Light browns, yellows, orange and sand are earth colours, usually made of clay, brick or ceramic and should be placed in the centre of the office
• Highly recommended for lawyers and accountants because they help strengthen relationships

Metal:

• Brings financial success and can be used with accents of silver, gold, copper or marble
• Should be used in small amounts to keep from throwing off your chi balance- don’t get creedy and turn your whole office gold!
• Ideally placed in the western corner of your office, and is great for anyone wanting to increase the big ‘cha-ching$’ .

Water:

• Bring opportunity and improve communication
• Promotes networking and increases learning, so it is beneficial to all business types
• Common colours are blue and black, and can be objects such as mirrors, mini fountains or anything made from glass such as a fish bowl (because not everyone has room for a fountain in their office)
• Should be placed in the northern end of the office and are great for artist studios because it increases intelligence and concentration
• Also beneficial for lawyers or investors because it promotes trust.

To optimize the benefits of each element, try to maintain a neat and tidy workplace. Throwing a few piles of dirt in the middle of your office, or dumping out your pocket change in the west end of your desk won’t help to increase productivity. Organization helps to restore and maintain balance so that the energy from each element flows freely. Be creative and have fun with the elements that suit your personality the most!

Our partner, Tim Stringer at Learn Daylite was invited to be a Guest Screencaster on Don McCallister’s ScreenCastsOnline and has created an awesome new Introduction to Daylite tutorial.

In this episode, Tim presents fundamental Daylite concepts and walks viewers through a basic installation and customization of Daylite.

This full tutorial includes sections on:

• What Is Daylite?
• Installing Daylite Server
• Daylite Server Admin
• Install Daylite Apps
• Daylite User Interface
• Initial Customisation
• Adding People & Companies

Two more Daylite videos will be released on June 1st offering a more in-depth look at Daylite on both Mac and iOS.

The screencasts are available to all active ScreenCastsOnline members. This is a fantastic training resource and well worth the small investment for the abundance of Mac & iOS training materials available. If you don’t have a membership already, you can choose a plan here.

No one likes spending thousands of dollars on Adwords or spending countless hours in SEO efforts without seeing results. Traffic, considered a key ingredient to a website’s success, is only effective if the website they land on is well designed. The combination of high traffic and great design are essential in converting visitors into paying customers.

What you want to avoid is spending a ton of effort to drive traffic to your website only to have visitors arrive and instantly bounce because your website is unattractive or they have no idea what action to take (usually because there’s too much clutter or too many options to choose from). All your hard work spent driving traffic to your website will be wasted if you don’t keep in mind a single key design philosophy: Simplicity.

Our graphic designer, Alvina Fung has put together a few website tricks that you should consider when designing your company’s website. The idea is to keep your branding strong and consistent while leaving a lasting first impression for your website visitors.

“Our website was heavily influenced by Apple. Apple has more white space, large images and accompanied text that isn’t too long. I’d say the most important thing to keep in mind when designing a website is alignment and cutting back on the content to get your message across as concisely as possible.” -Alvina

People who run small businesses know how important it is to win new business. They also know that simply pitching a prospective client is never enough – it’s just the first step. Few (if any) prospects simply buy what you have when you first contact them.

Most new business happens when you follow up with prospects. That’s why businesses must make followup part of their regular routine.

Ed Gandia co-wrote a book with two other freelance professionals called The Wealthy Freelancer: 12 Secrets to a Great Income and an Enviable Lifestyle. In Chapter 6, “Nurture Prospects Perpetually,” Gandia speaks about the “not today” crowd and how you can stay in touch with them and gain their trust using “a smart, methodical, and sincere lead-nurturing effort… focused on starting and sustaining a meaningful conversation with your ‘not today’ leads.”

This isn’t about the hard sell. It’s about building relationships in which both business and prospect get to know and like one another.

Gandia describes several things businesses can do to nurture leads. He suggests doing things like:

• Developing a library of information your leads would enjoy (articles, books, white papers, podcasts, videos and so on)
• Getting in touch multiple times over the coming months using different channels (snail mail, email, phone and so on)
• Managing your lead-nurturing process

The last point can be tricky unless you have a great customer relationship management tool like Daylite. In Daylite, you can create an opportunity for the prospect, then associate tasks and calendar appointments to that opportunity that fall on specific dates, so you know when to follow up.

However, what do you do if you contact, say, ten leads a day for a week? You need to recreate the same followup tasks and appointments 50 times that week. You might miss a followup task here or there, presuming you get through all that typing …

Instead of recreating the same tasks and appointments 50 times, you can first create a reusable “template” of those tasks and appointments in a Daylite activity set.

Check out the following Daylite activity set. Its owner can apply it to any Daylite opportunity so that the tasks appear on the right day.

Much of what’s in this illustration is straightforward: you send a prospect a letter on the start day, you call seven days after the start, and so forth.

Wondering why each line in this activity set includes an “@@” instead of a prospect’s name? When you apply this activity set to an opportunity, Daylite replaces the “@@” with the name of the opportunity in each task.

Consider this example: you want to contact a company called “Acme Ltd.” First, you create the opportunity in Daylite and save it.

From a Daylite window, navigate to the Objectives heading, click the All Opportunities link and find the opportunity for Acme Ltd.

From the File menu, choose New, New Activity Set for Acme Ltd. A dialog appears from which you can choose the activity set to apply, the start date and any links you want to create to other Daylite items (maybe to specific contacts at Acme Ltd., for instance)

Once you click the Create button, Daylite creates all 14 tasks for you, replacing the “@@” with the name of the opportunity: “Acme Ltd.”

Compare the three tasks listed above with the first three tasks in the Followup activity set (shown below).

Can you spot the two things Daylite did to create each of these tasks? Daylite:

1. replaced the “@@” in the original activity set with the name of the opportunity (Acme Ltd.) in the tasks.
2. replaced the due dates in the original activity set with actual dates (“on start date” and “7 days after start”) in the tasks.

By creating an activity set like this up front, you can quickly apply the same tasks and appointments to objectives that follow the same sequence of steps. Used strategically, activity sets can save you plenty of time when you organize your work.

In this case, using your own followup system, you can build the relationships you want to turn into new business.

Other notes:

• Activity sets, like other tasks and calendar appointments, aren’t set in stone. You can change the dates on them, add or delete them, to your heart’s content.
• You can apply activity sets to people, companies, groups and projects, as well as opportunities.
• In the above example, you can see the other 11 tasks by clicking “Show more future” below the three tasks shown
• You can use activity sets to automate all sorts of business workflows in Daylite.
• Want to create your own custom activity sets? Follow the instructions provided here.

Stephen Covey wrote The Seven Habits of Highly Effective People years before David Allen published Getting Things Done (GTD). Do you ever wonder if GTD should have been published before Seven Habits?

Both bestsellers explain highly regarded philosophies sought after by millions of people who want to do more with their days. Yet, for all the ethereal wisdom Covey imparts in his tome, it often feels as though he starts Seven Habits readers cruising at 50,000 feet. Covey’s first three habits – be proactive, begin with the end in mind, put first things first – all make perfect sense, of course, but they take clarity of mind to implement.

Maybe the problem stems from his “big rocks in the jar” analogy. Sometimes, dealing with a few pebbles prepares people to handle the big rocks.

Near the beginning of his opus, Allen emphasizes the importance of attaining a state he calls “mind like water.” In a nutshell, you reduce the turbulence in your mind to manageable levels by organizing loose papers, preparing for meetings, prioritizing to-dos and clearing all such minutiae from the runway you’ll use to launch yourself to 50,000 feet.

To keep the runway clear, you need to develop certain habits. For instance, keeping your email inbox empty (or as close to empty as you can manage) and storing all your information in a system you trust both lead to a clear runway.

Here’s the crux: most people and organizations don’t want to spend so much time on their systems that they start to think it might be easier to muddle through their messes. Any worthwhile system must make acquiring and maintaining GTD habits as painless as possible.

Daylite Mail Assistant, for instance, helps people handle what for most is a huge source of incoming information. It quickly generates tasks and events, and lets you link them to contacts and objectives, using just a few clicks inside your Mail window.

If you’re new to both books, read and implement Getting Things Done before you pick up Seven Habits. Working GTD habits into your daily routine will help you clear your mind. Once you get that clarity, you’ll find it easier to launch yourself to Seven-Habits-like heights.