Since I work for a small business and many of us are Industrial Engineers (the efficiency people) we are all about doing things effectively and efficiently. I think my favorite tool is following the SCRUM process, an agile tool for project management.

To greatly oversimplify, we specify a short period (in our case 3 weeks) then compress an entire project development process into those 3 weeks (each 3 week period is called a sprint):
1) We start with a prioritized backlog of all the internally and externally motivated items we would like to accomplish, each with a rough estimate of the resources required. Then we amend and reprioritize that list based on what we have learned recently.
2) We select from the top of that prioritized backlog the tasks that we feel can be accomplished in the next sprint and create a plan to do it.
3) Every day we have a short "stand-up" meeting to discuss progress and resolve any impediments.
4) At the end of each sprint we discuss what has been accomplished and how we can improve the process for next time.

This process, as well as many other innovations, has resulted in more than a 10x (1000%!) productivity increase versus essentially the same group doing a similar set of tasks in a different company and environment. We are always working on the most important things and we are incredibly responsive to our customers.

While this process is designed for software development, it can easily be used outside those bounds. See the results yourself at http://www.simio.com to see what can be accomplished by a small group in only 3 years.

Robert Keahey

IT, Business and Social Strategist/Commentator, SummaLogic LLC

Posted on Sept. 28, 2011

I spend a lot of time researching trends, technologies, companies, people, etc. Keeping up with all that data is quite a challenge! I use MindManager from Mindjet (www.mindjet.com). I find that it helps me to effectively organize thoughts and ideas. It also has nice integration with the MS Office suite and has a built-in browser that allows you to link websites to your mind-map. Bunches of templates are available to help you get started.

Mindjet also offers Mindjet Connect, a collaboration environment that allows multiple people to share and collaborate on topics captured in MindManager.

Susan Lannis

Time Liberation Agent, ORGANIZATION Plus! Inc

Posted on Sept. 28, 2011

My mind - I use it to think about every task and project. A little time devoted to just thinking before plunging into the day saves me a ton of time and energy. As a time liberator, I encourage my clients to spend a few minutes thinking before they start the day and before they start each task. Staying conscious and making conscious choices throughout the day is a huge producitivity booster.

Steve Smith

Founder, GrowthSource Coaching

Posted on Sept. 28, 2011

Alyssa,

This is an area that I work with my clients on daily. While I'm a fan of many of today's 'tech' gadgets (PDAs and such) I find that keeping account of my time that's used for getting really important things done is most valuable to me. I use my Outlook calendar to assign 'time blocks' for the tasks I want to accomplish most, just like I would assign time to meet with a client or work on a client's project. I find that allocating time to important things first, allows me to stay clear of the minutae that never really goes away. It also allows me to block off time for my family and myself without feeling guilty.

Bob Gallo

The LIfestyleMagician!, Self-Employed

Posted on Sept. 28, 2011

I guess, I'm a bit old fashioned. While I have a PDA, I just use it to store contact information so I can look up numbers while I'm out and about. When it comes to managing my time and productivity, I'm a pen and paper person, I use my Daytimer. I've tried to use my PDA and other such tools but they are more of a distraction. Since my business is all about building relationship I also use an online contact management system to keep in touch with my customers and prospects. I also agree with Susan Lannis's comment about using our minds and taking time to think about what we want to accomplish.