by Ace Concierge | Virtual Assistant | Oct 10, 2013 | Productivity, Small Business, Time Management
You have heard it before, being busy is NOT an indication of being productive. Sure, the time goes by, but what did you really accomplish? Did your tasks and projects get you closer to your goals or just help to pass the time.
Organization is one key component to your productivity and time management. You may be hearing: blah, blah, blah, but it is the truth. We read about it all of the time, but do you implement any measures to bring you back to focus?
What are your daily objectives? Trolling Facebook, Pinterest and Twitter updates don’t really count. They may be good distractions and provide entertainment, but how do they help you operate your business?
There are some simple straightforward, no brainer things you can do every day. They don’t cost anything, they will only help you invest more in yourself, your business and your time. Maximize your time to work smarter, not harder.
Productivity KISS
- Wake up early
- Establish morning rituals
- Determine your goals
- Create a To Do list
- Make action steps
- Plan your strategy and priorities: do the most important/most difficult task first.
- Engage or create your team
- Brainstorm and mindmap
- Don’t lose focus: maintain discipline and work ethic
- Figure out where you waste your time
- Time block to batch process your tasks and projects: for example, set aside 30 mins each morning to attack your email. Do this 2-3x per day
- Create an editorial and social media calendar
- Set aside time each week to write your blog posts and content curation
- Keep and sync a calendar with your mobile devices
- Use a timer or app to stay ON task
- Tune out distractions and notifications: every interruption adds more time to your task.
- Know and set time/space boundaries
- Never stop learning new tools or methods. Times change.
- Network with like-minded people
- Maintain a positive attitude about work and life
- Take timed breaks to refresh, but get back to work: no zombies allowed
- Keep everything in its place. An organized workspace is an organized mind with no wasted time.
- Think quality productivity
- Be aware of your core genius and outsource your low payoff activities
- Use project management tools that work for you! If you don’t like an online program, then at least use a basic spreadsheet. I love Teambox.
- Update and use your policies and procedural systems to maintain efficiency
- Do NOT multi-task: it is distracting, harmful to your brain and impedes productivity
- If you telecommute or work from home: change up your office environment: try a café or library
- Automate daily routine items: no need to continually recreate the same efforts every day. This also applies to SOME of your social media efforts. Notice I said some. Never automate personal engagement. That is not social at all
- Store things in the cloud so you can access them when you are away from your computer
- Learn some keyboard shortcuts
- Remembering passwords is a PITA: store them online and keep them safe with LastPass
- If you are working with a team, utilize Dropbox or Google docs to share content and easily review revisions
- Procrastination kills time!!
- Use news aggregators with keywords, favorite RSS feeds and topics to avoid hunting for your daily digital news. It is a time waster. Suggestions: Feedly, Prismatic, Tagboard
What tips can you add to this list?
by Ace Concierge | Virtual Assistant | Oct 9, 2013 | Delegation, Small Business, Virtual Assistant
Operating your own business is a dream. You know all of the ins and outs; what is required; the nuances; your target markets; you have it down pat from sunrise to sunset. It is all second nature that you could run it in your sleep if you had to.
While there is nothing inherently wrong with this scenario, ask yourself is it productive? Is it efficient? Are you and your company operating at 100% in order to experience growth?
I would venture a guess that your responses are probably teetering more toward the “No, not exactly” versus “We are the best and on target to triple our revenues.”
Many of my clients have been in your position, realizing they are not poised for growth and they want to move from entrepreneur to more of a small business status. As I have stated before, being able to effectively delegate represents a readiness and growth mentality. You must relinquish much of the day to day tasks in order to be able to focus on your “real” business goals. “Entrepreneur, Fire Thyself.”
“The whole transition from working in the business to working on the business means letting go of what you’re comfortable doing. You always need to be thinking big and challenging yourself.” Mary Jo Gorman, member of the 2011 North American class of Entrepreneurial Winning Women.
There are several steps or processes to be able to arrive at this juncture and once you do, it is still a matter of understanding and learning how to work with a virtual assistant, when you have always done everything on your own.
I get that! I really do.
- It took me a few years before I was ready to delegate
- I had always done it
- No one could do anything better or faster
- Why should I write out all of my policies and procedures when it is quicker if I just manage it on the spot?
I am over that and value the freedom and ease of having a tremendous virtual assistant. I don’t need to do every single task or project. If I was so bogged down in each and every daily business operation and activity, I wouldn’t have the time to build my business, provide personalized service, work ON it rather than IN it and I wouldn’t have enough hours in the day to write a blog post. I would be a slave to the clock and the company. That is not the kind of business dream I have.
Clients have asked what should they outsource and what is the best way to work with a virtual assistant.
Outsource anything that
- Doesn’t directly generate revenue
- Isn’t your core genius
- Represents administrative tasks
- You don’t like to do
- You don’t want to do
- Is too tedious
- Takes up too much time
- Provides a low payoff
Here is an exercise that may shed some light on your time spent versus invested: for one week track every task and project that you work on.
Note the time spent. What wasn’t completed, what was overlooked, any appointments missed, activities half completed, which ones generated revenue. How many low payoff activities usurped your time?
At the end of the week, review it. What should you move off of your plate?? It should be very clear.
What every day operations are you involved in that also aren’t the best value of your time? Sure, they are necessary, but do YOU need to do them?
Working with a Virtual Assistant (Best idea ever!)
After you have chosen your vested virtual partner be ready to experience outstanding results.
- Understand your daily processes and business operations
- Be well aware of your core genius and high payoff activities
- Clearly outline your goals
- Know what you want to outsource: for example, content curation, proofing/editing/uploading of blogs, email and calendar management, social media and project management
- Outsource one offs, projects, administrative tasks and daily business operations
- Establish your workflow
- Define specifics, desired outcomes, expectations and deadlines
- Prepare documents to support the processes you use to complete tasks. You may also discover that your VA has some other efficient tools and ideas as well. Be open for discussions
- Accountability and communications are a must for success and satisfaction
- Provide valued, honest feedback
- Trust the VA you have chosen – avoid the need to micromanage
- Expect to participate in monthly strategy calls to brainstorm, share ideas and talk about your business
- If they are to interact with your clients or vendors, create an email address for them at your domain
- Recognize that you are part of a TEAM, investing in your partnership and business
- Every month, review what is working and what isn’t. Consider outsourcing additional operations management or projects while you may decide to pull back others
- Continue to foster and nurture your relationship just like you would with an in-house staff member
Thes
e suggested tips may seem a little overwhelming or daunting at first, but once you lay out the foundation or the architecture of your partnership, the coming months and years will prove to be very lucrative for you. It is worth the investment and time to set up your blueprint for success.
If you are ready to talk, let’s give it a shot. Call or send me an email to schedule your free consult.
by Ace Concierge | Virtual Assistant | Oct 4, 2013 | Communication, Customer Service, Small Business
We are never too perfect or the absolute best at everything NOT to ask for feedback from our clients, stakeholders, or teammates. There is always room for improvement and growth on many different levels. Input from your network can offer guidance for better communications, systems and service. When you are passionate about doing your best and providing unsurpassed products and service, then requesting candid feedback is a must.
We need feedback in order to keep ourselves in alignment and not attempt to dance in tunnel vision.
Don’t think of it as criticism, but an opportunity to discover what is working, what isn’t and where you can make corrections, further develop your processes or enhance your performance. If you aren’t asking for input, then you are losing the chance for change.
“Feedback is the food for champions.”
What you do with it is then up to you. Choosing to only ask and then ignore ensures stagnation, a place to remain the same with closed ears. If you want to elevate you and your business, then you need to be prepared to listen, evaluate and take action.
Feedback is a tool to identify strengths, weaknesses, isolate problems, boost execution and improve your operations.
Consider Feedback as a SHARP tool
Specific: when asking for feedback, make sure you request details on what is working and what isn’t. Where did you fail or hit the mark.
Honest: feedback should be nothing but brutal honesty or it is pointless
Actionable: consider each sentiment and statement. Think deeply and take it to heart. What action steps can you implement?
Recovery: know that these learning cues are meant to be authentic, valuable tools, rich with insight to make amends, re-evaluate and upgrade
Progress: feedback allows you the greatest opportunity to instigate change for forward movement. You should feel empowered, like an endorphin rush, with such SHARP information.
Embracing feedback is a gift to you and your business. It reflects your professionalism, your dedication to correcting things and demonstrates your desire for exemplary customer service. Follow up on concerns and implement action, letting your responders know you are committed to change and improvement based upon their helpful feedback.
Leverage feedback to deliver value and exceed expectations.
by Ace Concierge | Virtual Assistant | Sep 30, 2013 | Delegation, Productivity, Small Business
Business growth depends on your ability to leverage time, money, expertise and “human” power. As you have probably discovered, it is virtually impossible to manage every single task, system and project in your business, all by yourself. There just aren’t enough hours in the day to operate at 100% effectiveness, 100% of the time. Even with your action lists and priorities, you only have two hands and one pair of eyes. Your income is limited by your time.
Can you just imagine how freeing it would feel to be able to count on someone else for support? A team partner? Someone who is vested in the success of your business while still saving you money?
The answer for your small business?
Leverage the power of other people’s strengths and time so YOU can get more done: focus on your core genius to scale your business to the next level. Think of all of the everyday mundane tasks that while necessary, do not represent direct in-pocket revenue for you. Why do you use your valuable time for these low payoff activities?
“Within the first 6 months I added a virtual bookkeeper and personal assistant. I went from making about $4,500/month to making over $15,000/month.” Melanie Benson Strick
- What tasks do you perform on a daily basis that actually generate income?
- What projects or business operations are required, but are not money makers?
- Which of the two take up most of your day?
- What is on your plate, that shouldn’t be part of your steady diet?
Are you truly cognizant of all of the hours you spend on basic office administration? Project management? Social media? inbound marketing?
This is just a small sampling of what you should be outsourcing so you can focus your time on what you do best. How many of these low payoff activities do you manage every day?
- Triaging and responding to emails
- Creating email templates
- Researching statistics and industry data
- Content curation
- Social media best practices
- Social media automation tips and tools
- Sending out client birthday/holiday cards
- Travel planning
- Editing, proofing blog posts
- Image search and creation
- Uploading blog posts and adding SEO
- Creating systems
- Tracking deliverables
- Generating office policy and procedure docs
- Researching online business tools
- Managing your database
- Creating spreadsheets
- Managing your online newsletter
- Tracking web statistics
- Testing new software
- Interface with team members
- Blog promotion
- Cross promoting your content on social media channels
- Calendar and appointment scheduling
“Exceptional leaders, however, understand the importance of and how to surround themselves with exceptional talent and delegate tasks and responsibility to them.” Peter Gasca
How much more do you think you could accomplish if you outsourced just 5-10 hours per week? I am not suggesting anything new to you or something I don’t do myself. I have a phenomenal virtual assistant and without her tremendous assistance, I would go insane. When you continue to do it all, or attempt to, you become the bottleneck to your growth and expansion. If things are falling through the cracks, you have little time to yourself or you are a slave to your business, it is time to re-evaluate your systems.
What are you willing to give up in order to grow?
If you are interested in testing the waters or learning more, please contact us to discuss your business, operations, systems and how we can partner. Working through any apprehensions about working with a virtual assistant is easy with a little guidance and reassurance.
We can do this together.
by Ace Concierge | Virtual Assistant | Sep 19, 2013 | Time Management
Time management is always a hot topic as we seem to think we have so little time to effectively manage our days and have some semblance of work life balance. You too want to get more things accomplished while the clock keeps ticking and more tasks seem to pile up.
What can you do? Get a handle on your time, your interruptions and your distractions. Thanks to technology and the digital world, we are always connected and being bombarded with data overload. Crush the chaos. It can take all of the discipline you can muster to tune out the influx of information coming at you. Time can be an elusive mystery when you are in a constant struggle to find more of it, so it is up to you to invest in your time, in your life, in your business. The best thing you can do is learn to manage yourself to better manage your time. “Choice management.”
Determine where you want to be and who you want to be when you grow up and then, start planning.
4 Steps to Effective Time Management
Step One
Release your tie to your inbox.
It seems so simple, yet as soon as a notification pops up, off we go. Let’s see what came in. Every email does not need to create a sense of urgency. By continually monitoring your Smartphone and inbox, you generate a stop/start cycle in your work. It distracts you from your most current focus. You can let it go. Schedule specific times during the day to read emails. You can create an autoresponder letting your senders know the times you will be checking your email. You can also apply this to your phone, text messages and other IMs. Each time you stop to read a new message, you not only interrupt your work flow and concentration, but you tack on more time to complete a project, thereby decreasing your efficiency and productivity.
You must manage your Blackberry; do not let it manage you. Many executives check their smartphones throughout meetings and during off-hours. This is not good for concentration, and has a negative impact on decision making. Use it only in bursts: check emails for an hour or so and then put it away so you can focus on the task at hand. Richard Branson
Step Two
Have a plan!! A blueprint for success
Your outline or goal sheet will help to give you a roadmap to accomplish your objectives. When you don’t create a plan or at least a daily To Do list at minimum, your days are spent “willy nilly,” putting out fires, managing what you can remember, they daily influx of projects or the To Dos that are most current. You need a clear direction and plan, outlining your short term and long term goals for success enabling you to prioritize your tasks, projects and desired outcomes. You don’t want to wander aimlessly and miss an important oasis.
Prioritizing is the root of all small business evil. You must take the time to sit down and prioritize your day. Ideally before you leave the office, have a list written for the next day. Once you have a priority of daily tasks being organized becomes easy. Steve Freeman
Step Three
Tomorrow never comes! Tackle it now.
Procrastination is a killer of all things; don’t be fooled by putting something off until you feel like it or think there is a better time to finish up. The time is now, not later. Does your procrastination resemble a little fun on Pinterest, trolling Facebook profiles and your news feed or other types of busy work? Well, just stop right now and realize what you aren’t accomplishing. You are setting yourself up for doom and gloom because when you take the time to review your completed list, nothing got done or was only half managed. Set a To Do timer and commit to it. Forget the non-essentials, your time robbers and FOCUS!! Know what is important and why. Make your list with action steps and stick to it. Create task reminders. Use whatever system works for you, but use a system.
Step Four
Organize!
Organization enhances your time management and productivity. If you have to consistently search for documents,you are wasting your valuable time. File documents, emails, bookmark websites, make lists of your logins and remember everything has a place so keep it there. The more time you spend searching for things, the more time you lose.
You can learn to be more efficient in your time management which will in turn fire up your productivity.
What steps will you institute today?
