by Ace Concierge | Virtual Assistant | Jun 11, 2014 | Organization, Time Management
Feeling a sense of overwhelm and chaos during your day? Think about your time management and organizational skills. If you do not manage your time or keep things in their place, this may generate undue stress in your life and diminish productivity. You’ve all been there and felt the weight of the day pressing down hard as the clock keeps ticking away. Things are piling up. You feel as though you are being productive but in actuality, you are spinning the wheels and only putting out fires or moving from one thing to the next without truly accomplishing anything meaningful.
The reason time management gadgets and systems don’t work is that these systems are designed to manage clock time. Clock time is irrelevant. You don’t live in or even have access to clock time. You live in real time. Joe Matthews, Don Debolt, Deb Percival
Hitting the panic button, you hop on the track of overdrive, further increasing the craze. It can be an endless cycle only causing further anxiety and frustration.
STOP and slow down. It’s time to assess the situation, your goals, and desired outcomes.
Examine your project and task list. What does it look like to you?
Are there real deadlines or did you create your own crisis with personally imposed limits?
I know I have done this, but at the end of the day, I realized, with an AH-HA moment, that I did it to myself with self-imposed deadlines. Not every single thing is a must-do at this very moment. If you begin to try and tackle every sticky note, your focus and efforts are diminished. Your efficiency is decreased leaving you with a sense of dread for the next day. The next list.
“Time management” takes discipline and commitment. There are many hindrances to time management but they all relate back to how you regulate your life and productivity levels. It is a matter of the daily choices you make and how you set your priorities. If something is that important to you, then you will get it done; otherwise, you will make excuses. Your success depends on getting the most out of each day.
Task Management Tips:
- What are the priorities? The absolutes that must be done today?
- Triage those by order of importance.
- How many of these items must ONLY you do or can you delegate any of them?
- After you determine these first three, then create your action steps for each.
- Breathe again and take a few minutes to realize you can do this.
- Jump into the fire and set a timer, giving yourself 30-60 minutes of dedicated focus (At the ping of the timer, take a short break).
- Tune out distractions.
- Disable notifications: Stay away from Facebook, Twitter, Pinterest, and text messages – whatever your nemesis may be at this moment. You have work to do that requires 100% of your brainpower without multi-tasking.
“You cannot run at full throttle when applying your mindset to all of the different things running through your head. Focusing is the key to manifesting your desires.” – Stephen Richards
Thinking in terms of real-time actions and your goals for the day will help to ensure you better manage yourself and your time. Creating your routines, processes, and systems will keep you on task and being productive; otherwise, the day may seem like a tornado of activity with a shattered foundation and half done To-Do list. Your business can’t operate at this level and neither can you. Get a handle on your task management and revel in an environment of enhanced productivity.
What keeps you sane? Sound off and share your tips on managing your To-Do lists and projects.
by Ace Concierge | Virtual Assistant | May 15, 2014 | Life Thoughts, Time Management
How often do you tune out and turn off technology?
While you all “live” online, conducting your business and connecting with others, it’s important to be able to disconnect and be in the present moment as this is where real memories are made. Granted, your digital presence is essential to creating the online experience for your customers, colleagues and network, but there are times when you should be truly present in the real world experiencing all that it has to offer. There are no do overs or scrolling back through posts and articles to see what you missed.
I was gifted with an incredible visit from my dad and his girlfriend for 6 whole days. It was their first visit since my move to North Carolina almost 5 years ago. As a virtual assistant with a few secret weapons and a VA of my own, I managed the fundamentals, scheduled client work and planned way in advance, enabling me to step away and thoroughly enjoy time with family. Sure, I worked some in the very early morning and in the evenings, but time is too precious to let it slip away with an incessant need to be connected, troll social channels, read industry articles or waste valuable moments online.
We ate, shared, laughed, loved, hugged, rested, visited tourists spots, beaches, stayed overnight with friend, shed a tear and made new memories.
Treasures of a lifetime. Irreplaceable.
When we were leaving a restaurant on our last night together, we walked by a couple, not talking or engaging, but glued to their phones. I looked at them and said to the young woman as she looked up and caught my gaze, “I hope you are texting each other.”
Oh the horror of my comment!! She looked at me, sneered and grunted some type of response.
Prioritize what you value most. People. Family. Loved ones. Friends. These are what matters most and when given the opportunity to be in their company, what transpires online cannot compare to the rich relationships you can nurture. It isn’t just merely out of respect to put down your phone, but the sheer value of spending personal time, engaged and sharing real communications.
The love of one on one. Eye contact. A personal touch. Body language. Intimate nuances that can’t be reproduced by a keystroke.
Unplug!
Do yourself and those in your immediate presence a favor and tune out.
Turn off the notifications.
Live in the moment.
Share the love of those you are with.
Time passes too quickly and in a flash, can be lost while you are too busy being engrossed with technology.
There is no replacement for human interaction and a good solid hug.
Love the ones you’re with!!
by Ace Concierge | Virtual Assistant | Apr 24, 2014 | Organization, Productivity, Time Management
How many times have you thought that you need more hours in your day or an extra pair of hands? You know the feeling, looking at your desk, your calendar, your Smartphone, your inbox…. Ugh, it is overflowing with things that need your attention. You can’t torch it. You can’t ignore it, but you can implement a few systems and processes to help you better manage the overwhelm and chaos, moving you to increase your productivity.
For every minute spent organizing, an hour is earned. – Anonymous
The Notorious To Do list
The first step toward success is to be cognizant of the level of disturbances which you allow into your day. It could revolve around the daily notifications you receive regarding text messages, emails, news alerts, phone calls or any other immediate interruption that diverts your focus from the task at hand.
- Are you able to turn off or lower the volume of the notifications?
- Can you schedule 3-4 times throughout the day to review/respond to emails?
- Do you need to respond immediately to each byte of data that crosses your desk or your Smartphone?
Tips
- Prioritize and set deadlines.
- Know which projects require the most time and your undivided attention.
- Create your boundaries for working hours and “publicize” them.
- Tune out distractions.
- Stay on task.
Is Your Inbox Abundant with Clutter?
In 2011, it is estimated that there were 3.146 billion email accounts and 2.8 million emails sent and received every day. Wow!
Email has become the most predominant mode of office communications whether it is a quick hello or dissemination of corporate materials, contracts, projects and data. It is a necessity that we cannot live without.
Some inboxes can look like a nightmare of messages and To Dos if not properly maintained or left unchecked for an extended period of time. We are all busy working and managing the flow of information and business operations that it can just become an inconvenience to take the time to delete, file, schedule or otherwise take some form of action with each email. If you continually shy away from inbox management, it not only becomes unruly like a bad hair day, but it fosters a lack of productivity and organization. Who can afford that?
Have you ever spent wasted minutes or hours feverishly searching for an email that contains an important document? It becomes a frustrating unproductive endeavor that is a gross misuse of your valuable time AND time is money.
PING!! A new email is awaiting your attention.
- Schedule time to check your email at various intervals
- Make sure you have appropriate folders and filters for filing.
- Is it urgent?
- Can it be completed in 2-3 mins?
- Can you flag it to read later?
- Have you set up rules/alerts
- Delete it if it isn’t necessary and won’t add any value.
- If there is an attachment, download it and save it in the appropriate document folder
- Forward it with instructions to your virtual assistant
- If it is an appointment, drag it to your calendar
- Have separate email addresses for personal and business use
My Documents
You are inundated with digital paper that requires action and filing. Creating folders is a simple task to ensure your documents are organized and easily found. It can prove very time consuming if you have to scroll through one larger receptacle looking for a needed document. Sure, you can do a broad search but when proper file management is established, you can save a great deal of time and aggravation. Let your digital filing system mirror a physical filing system.
Tips:
- Create folders and sub-folders
- Use short names
- Be diligent about filing
- Separate current and completed works
- Archive older, unneeded documents – store in a separate folder, USB or cloud storage
- Create shortcuts or links to documents you use more consistently. Maintaining a single copy ensures you are always using the most current version.
- Delete unnecessary files
- Create shortcuts of your most used documents and save them on your desktop.
- If you routinely share documents with a group, consider using Google Docs, Teambox, Dropbox or another online sharing tool for collaborating.
- Save your data and make sure you always back up your computer
Taking the time to organize and streamline your office operations, even if it is just your email and documents, will help to increase your efficiency and productivity – which saves you time and money. The less time you must spend rummaging through folders and emails, the more time you have to devote to the your vital business operations and daily procedures.
Have a time and place for everything, and do everything in its time and place, and you will not only accomplish more, but have far more leisure than those who are always hurrying. – Tryon Edwards
Make organization a habit, not a one hit wonder. Get into a rhythm everyday and stick with it, just like you would with any lifestyle habit.
by Ace Concierge | Virtual Assistant | Apr 17, 2014 | Entrepreneur, Productivity, Small Business, Time Management
Entrepreneurs are always strapped for time! You need more. Want more. Gotta have it but you need to realize the value of your time and how to best use every second, all 86,400 of them.
You can learn to maximize your productivity and feel like a rock star. I’m not talking about just being busy as that isn’t efficient. There is a difference between just using up some time, watching the hours tick by, and truly cranking out some real work that has an impact.
There’s always plenty of tips and tools you can enlist but it really comes down to you and what you are willing to do to best leverage your time, output and true success.
It is a choice. Everyone has the exact same amount of time in their day so it is about how you invest in it. Invest in you.
Achieve your goals and master your To Do list and projects for your greatest accomplishments or merely float through the day, kinda hoping things magically get done. Don’t operate your business like it’s in Disney Land.
You all need some downtime, nap time, and some time, BUT, don’t expect to realize winning results without a plan, focus, and dedication. It just doesn’t happen. Simple as that.
Victory comes at a cost.
Pay it or concede.
Productivity Simplicity
- Determine what is most important: in your day, in your life, in your business. That’s what you need to be doing.
- Make a plan: to achieve these important tasks and milestones. List out action steps.
- Priorities: have them. Understand them. Commit to them.
- Allow time for diversions: it always happens. A sink hole or you are somehow sidetracked but with proper planning, you are prepared.
- Set realistic timelines: if you don’t, you may be scrambling and only half finishing your lists or not putting in 100%. If you can’t give it your all, then it is half ass. Do you want that??
- Tick tock: don’t be ruled by the clock. It doesn’t tell you if you are being more efficient and productive. Your output does. 9-5 doesn’t mean anything if you are just “busy.”
- Create your goals: this helps to keep you on target daily, weekly, monthly. Revisit your list and revise as needed.
- Eliminate your distractions: there is nothing worse than the ping of a notification, TV, phone, etc that will detract your focus. Tune out and turn off. It’s okay. You won’t lose anything but you have everything to gain. Be in the moment and nowhere else.
- Don’t multi-task: it really does impede your productivity, decrease your brainpower, and limits your true attention to get one thing right. Put the emphasis on one project, one task at a time.
- Ask yourself, “how or does this serve my goals?” If something doesn’t really serve you, then STOP!
- Be accountable: yes, your day and how you manage your time is up to you. Own it. Do it.
- Timers: they work! Set a timer for 30 minutes that you will devote to the time on task. Don’t stop. Don’t stray. Just do it. At the end of those 30, take a 5-minute break and then hit it again.
- Break the chains: don’t be a prisoner to your email. Check it at set intervals.
- Review time: every night, review your day, and set your goals/action steps for the following day.
- Sing ME ME: yes, you must give back to yourself and establish a healthy work-life balance. Schedule in a time that is away from work; away from must do’s and have some fun. Refresh and refocus. Your brain needs it.
Michael LeBoeuf: “Waste your money and you’re only out of money, but waste your time and you’ve lost a part of your life.”
There are posts every day about what the most productive people do, 5 minutes to increase your productivity, how the top 10 entrepreneurs get things done, 30-second productivity boost; the list is endless but no matter what the post suggests, it is up to you to find and implement the tips and tools that you will use. The ones that resonate the most to help you increase your efficiency, work-life balance, time management, and productivity. Unless you are ready for a change, to kick it up to rock star status, then all of the recommendations are worthless.
You choose the productivity hacks that work for YOU.
by Ace Concierge | Virtual Assistant | Mar 12, 2014 | Productivity, Time Management
Empower yourself for higher performance. Hopefully you are not spinning out of control, missing deadlines and leaving a pile of projects on a wait list.
If you want to be more productive, then you have to make some changes. It takes planning, effort and some realization of where and how you spend your time. Chances are that at the days end, you take time to review what you accomplished and what still remains on your To Do list. If your list is still a bit longer than it should be and you are scratching your head, wondering how does everyone else get so much done, realize that you are not alone.
You can improve. You can increase your productivity.
“When we’re busy, we see that as being productive, when productive is really narrowing down what we need to do.” Cathy Sexton, time management specialist.
Your productivity is partially based on your time management which requires discipline and commitment. There are many hindrances to time management but how you regulate your life, the “time” choices you make and your priorities establish your productivity output. If something is that important to you, then you will get it done; otherwise, you will make excuses. Your success depends on getting the most out of each day.
“What is it that successful entrepreneurs do differently from the rest? How do they accomplish more in the same twenty four hours that are gifted to all?” Brett Relander
Brett Relander’s post: How to Increase Your Productivity as an Entrepreneur clearly outlines 7 simple tips to help you become a more effective and efficient entrepreneur. They are every day cheats you can implement to enhance your productivity and stop wondering how other entrepreneurs are getting it all done. You can do it too!
1. Know your priorities, set long-term goals and break down your activities to achieve your prioritized objectives. With clear targets in mind, you are well-positioned to focus on present jobs and plan for future work. With defined objectives, day-to-day work can be organized in a streamlined manner.
Click to read more: brettrelander.com
by Ace Concierge | Virtual Assistant | Mar 11, 2014 | Social Media, Time Management
Keeping a tidy and productive digital landscape necessitates a visible online presence with consistency and frequency or your voice will get lost within the noise and fundamental chatter. To build and maintain your networks it requires a great deal of time, energy and focus. There are literally hundreds of social channels to choose from, which can be overwhelming. You need to evaluate and understand your audience, where they hang out, what they want and what they consume. There is no one size fits all solution but if you aren’t putting in the time, implementing a plan and using the resources, then you may be spinning the hamster wheel and simply wasting valuable hours.
Sourcing your infinite online follower audience is a low-cost way to propel your small-business brand into the global digital world. Establish your brand with social media to cultivate relationships as well as strengthen existing ones. Your social media efforts are the architectural structure can lead to brand recognition, credibility, a positive customer experience, brand advocates, increased web traffic, search rankings and word-of-mouth marketing.
A social presence exceeds just a few posts on various channels; it is a two-way conversation. Interaction. Collaboration. Education. Communication. Community. Be strategic and formulate a viable plan that you will follow. We all have the same amount of time in our day but it is up to you on how you will invest and leverage your hours, skills and expertise.
You are the soul master of your time and productivity. If you do not have systems and processes in place, your efficiency and effectiveness will suffer. Design and create the habits geared toward your goals of success and business growth. There will be distractions and obstacles tossed in your path, but if you have a contingency plan, in addition to your ace preparation and planning tactics, you will not be so easily waylaid. Writing out your daily plan of attack and time allotment is more than just an exercise in futility. It is your company’s operation manual to streamline your social media operations, ensuring greater targeted success and focus. While it may feel like drudgery or busy work, it is time INVESTED not wasted. Consider it a vital part of your business plan. The strategies and tactics contained in this document also enable you to turn over the responsibilities of your SMM and take a vacation or a few days off without being tied to your computer or Smartphone. There’s a novel idea!
“So during those first moments of the day, which are yours and yours alone, you can circumvent these boundaries and concentrate fully on spiritual matters. And this gives you the opportunity to plan the time management of the entire day.” Menachem Mendel Schneerson
- Create your systems and strategies for your business and your online presence.
- Refine and revisit both to ensure you are on target and meeting your goals.
- Choose a few networks and ACTIVELY engage in conversations
- Don’t spread yourself too thin or you will not grow your communities.
- Have a daily list of activities for each social network
- Know and work productively at your best time of day.
- Understand that social media is an investment that will reward you but you must do the time.
- Find and USE tools that will enhance your productivity and efficiency.
- Set aside time each day for building relationships and monitoring your social networks.
- Evaluate small business success tips.
- Automate some of your content but NOT your conversations with tools like Buffer, Hootsuite, Tweetdeck, Everpost, or Do Share
- Use an editorial calendar to help keep you targeted on content, networks, themes, posting times and metrics.
- Learn to unplug and focus.
- Don’t try and multi-task your way through your day.
- Write remarkable, valuable content.
- Curate and share using content discovery tools
- Use a WordPress Content Curation Theme & Plugin like Curation Traffic™ to save time and add your personal commentary
- Know where and how to syndicate your blog posts in addition to your social networks; i.e. Triberr, bizsugar, inbound.org, Technorati, Alltop and business2community.com
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Add your profile to Twitter directories
- Know your core genius and outsource the low payoff activities.
The key take away is a PLAN to implement and stick to in order to save some time and be more efficient with your social media marketing.
If you find all of this to be a little overwhelming, your day is already full, or you would rather focus ON your business rather than IN it, we are here to assist you with your social media management. Drop us an email, find us on Twitter, Facebook, LinkedIn, or Google+.
Talk to you soon and thanks so much for reading our post. If it resonates with you or you know someone who could use a few tips, please feel free to share.
