by Ace Concierge | Virtual Assistant | Mar 25, 2014 | Delegation, Productivity, Small Business
Part of being effective during your work hours is the discipline to spend time on what is truly important even if other things try to steer you off course. Efficiency is learning about your awareness to, acceptance of and ability to determine your real work, the actual tasks and projects that propel you forward versus time suckers, bad habits, procrastination or other low payoff activities that take you away from your personal and professional aspirations. It is a continual building process and without a strong sturdy foundation, you may find yourself with a few cracks, leading to disaster, lost time or missed opportunities.
What are you putting off today and WHY? There are things we hate to do or aren’t all that much of a priority, but what happens when you continually push things under the rug? For one, your To Do list multiplies to such great lengths that some activities just get buried at the bottom.
Procrastination List or To Do list?
Go look at your list, your calendar or wherever you record your tasks and projects. I’ll wait.
How long have some of the items been on the list? Are there any you just file in your head to do, but never make it to a list to get done?
Be honest!! What are you going to do about it? And WHEN?
Stop running away from your lists and responsibilities.
Learn to take action and manage your procrastination.
Melanie Benson Strick, America’s Leading Business Optimizer gives you tips on how to SQUASH your procrastination habits. They are very simple and easy to implement today! Read what she has to say and see if you can’t change up a few of your activities and get more important things done.
“When you find yourself procrastinating high payoff activities because you don’t have time or don’t enjoy doing them, its time to activate a more powerful approach to getting things done.
Here are the four ways to squash procrastination and get her important tasks done:
Delegate. My favorite way to handle tasks that must be done but that drain my energy is to delegate those activities to someone else who enjoys doing them. My motto is if someone can do it better, faster or cheaper than me, get it off my plate.” Melanie Benson Strick
Click to learn about Melanie’s other three suggestions: successconnections.com
What are YOUR tips to manage procrastination?
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 | Feb 4, 2014 | Productivity, Small Business, Time Management
You can’t “manage” your time but you can learn to better manage yourself. “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.
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. 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.
“People are always trying to find ways to save more money, but saving time may be the true mark of success.” Geoff Williams
Get a handle on your time, your interruptions, your distractions and your data overload. 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 disruption that diverts your focus from the task at hand. Learn to be fully engaged with whatever you are working on and give it 100% of your focus, otherwise, it may only get half done or be done inefficiently. Decide what is most critical and stop multi-tasking. It diminishes your productivity, may change your brain chemistry and increase your error rate.
Another substantial detraction from your efficiency level is the organization of your office space. When you create a more structured environment you become more efficient and effective. You are no longer scrambling to locate important papers, files, emails or even your keys. Your time management increases as does your personal and professional productivity. Your setting is not just about physical space but mental as well. If you reside in chaos or mayhem, it does transmit into your work habits and daily living.
Being busy, doesn’t equate to being productive. You could be wasting your time and energy doing menial tasks or simply procrastinating. Focus on real work that gets you closer to your goals. Ask yourself, “Does this serve my goals? Is it getting me closer to completion?”
“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.
Time Management:
When you learn to manage yourself, you will better manage your time.
- Turn off notifications
- Set priorities and goals
- Don’t procrastinate
- Time block your day and schedule
- Organize your data
- Institute systems and processes
- Develop a routine
- Set boundaries
- Use your calendar for appointments and To Dos
- Use action steps for items on your To Do list
- Stop multi-tasking
- Keep your workspace orderly
- Use news aggregators for your RSS feeds
- Automate social postings
- Schedule time to engage in social media and stick to it
- Check email at specific intervals
- Learn to say no
- Get appropriate amounts of sleep
- Know your most productive time of day
- Delegate
“He who every morning plans the transaction of the day and follows out that plan, carries a thread that will guide him through the maze of the most busy life. But where no plan is laid, where the disposal of time is surrendered merely to the chance of incidence, chaos will soon reign.” Victor Hugo
What steps are you ready to implement in order to become more productive and manage your time? Sound off!!
by Ace Concierge | Virtual Assistant | Jan 28, 2014 | Entrepreneur, Virtual Assistant
Entrepreneurs and small business owners alike are extremely busy building, generating, troubleshooting and growing their organizations to scale and own a piece in their market share. It can take an army to build a business; a team to orchestrate your success and manage each facet of your internal systems and processes.
Entrepreneurship requires 150% dedication, focus and effort. It is not a part time endeavor to embark upon while meandering through life. If you are choosing to operate a business, then you must live and breathe your corporation, from top to bottom, every day. A strong interrelated component to your company is your online world and reputation as a solid and reputable organization. Your customers are online every single day and you need to be where they are, serving them and providing solutions.
“Nothing in the world can take the place of persistence. Talent will not; nothing is more common than unsuccessful men with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination are omnipotent. The slogan ‘press on’ has solved and always will solve the problems of the human race.” Calvin Coolidge
Social Media Marketing is essential platform as part of your marketing mix. Consumer buyer behavior reflects their consistent quest for up to the minute information about your company’s products and services. People buy from people and customers prefer the immediacy of the web, the data they can search, the recommendations they find and a community for their voice. You need to not only have an online presence but to be actively listening to your prospects, colleagues, partners, competition and clients.
“Companies need to realize how important it is to integrate social into every part of their marketing and communications plans of 2014.” Lindsay Bell & Laura Petrolino – Arment Dietrich, Inc.
Keeping a tidy and productive digital office necessitates a visible online presence with consistency and frequency or your voice will get lost within the noise and fundamental chatter. Building and maintaining your networks takes a lot 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.
Managing your online presence, social channels AND daily business operations requires an extensive amount of time, energy and triaging of tasks and projects. Some days go much smoother than others, averting the challenges and roadblocks.
When you are hit with a few time bombs, take a step back or six, and ask yourself, what is the competition doing that I’m not? Why do they seem to effectively manage their day to day operations and business systems with such ease and simplicity?
They may just have a secret weapon that you don’t. A vested and dedicated partner.
A Virtual Assistant
“If you want to grow your business past a certain level, you’ve got to add more people. You’ve got 24 hours in the day, and you’re never going to get more. So if you need to take care of more stuff. . .because that’s what you need to do to grow a business—do more stuff—you’ve got to add other people’s 24 hours. You’ve GOT to delegate!” Laura Roeder
What does your competitor know that you don’t?
- Too many hats reduce their focus on their core mission. It isn’t about the fashion statement but getting things done.
- There is another entrepreneurial expert who can support their business, brainstorm ideas and share in the passion of building their business.
- They want to work ON their business rather than IN it.
- They understand the virtual assistant offers different strengths and brings a different skill set to the digital world.
- The Virtual Assistant uses a variety of tools and platforms to help enhance and expedite daily tasks and systems.
- They don’t need to stay updated on every single new tool or platform.
- They are better able to prioritize and accomplish their goals.
- Work life balance isn’t just a phrase but an important lifestyle decision.
- Social media is time suck and they need support to gain greater visibility and notoriety.
- An extra pair of eyes and “brain matter” benefits the editing and proofing process.
- Valuable and rich content curation takes hours of time and they want to focus on building relationships instead.
- They would rather be in the field networking and meeting clients than managing their appointment scheduling and reminders.
- They are able to be more organized and have increased time management to focus on what is important, rather than on what needs to be done.
- They save money by delegating because they only pay for project time, not benefits, insurances, training, office supplies or taxes.
- In order to make money and experience the ROI from their online activity, they value and understand the opportunity to partner with an executive Virtual Assistant.
“You cannot grow your business all on your own so stop trying to. It’s time for you to trust others to help you. Without delegation your business will be limited by your own time and energy.” Matthew Swyers
What will be your secret weapon in 2014 to help you drive your business and meet your goals? If you’re looking to take your business to the next level, you’ve got your Ace right here.
by Ace Concierge | Virtual Assistant | Jan 21, 2014 | Delegation, Entrepreneur, Small Business, Virtual Assistant
I learned to delegate!
Many grew up with the mentality, “If you want something done right, you’ve got to do it yourself.” Well, this is just is one big bowl of misunderstanding and attitude adjustment. There comes a time when you must cut the apron strings and fly.
As an entrepreneur, the CEO of your company, you have a limited number of hours to work both IN and ON your business. Constantly flipping your hats not only takes time, but a shift in focus, a reorganization of your priorities and it disrupts your workflow. You may end up overlooking important business details or even client needs because you are buried in the trenches instead of running the front line. Focus on the high payoff activities that model your organization’s vision, foundation and core competencies.
“Exponential growth is possible when we give up trying to do everything ourselves and allow others to leverage THEIR genius to help us grow.” Melanie Benson Strick
Consider what and who suffers while you try to feebly grasp on to every responsibility, system and process.
At what cost do you realize that it isn’t prudent nor an effective solution to retain every job function in your company? If your goal is to scale, then delegating is one simple tool to enable you to commit and dedicate to your company; your passion!
Building a company requires a team and as one person, while as incredible as you are, you are still not a “team.” We can successfully build your online team to take you to the next level. Solo-preneur doesn’t mean lonely or alone. You have an option, a teammate: enter the executive virtual assistant.
“Almost all of my business transactions are conducted via e-mail and occasionally phone. It really doesn’t matter where my assistant is located. No one knows the difference. I’m convinced that virtual assistants are the future. Honestly, it’s one of the best decisions I ever made.” Michael Hyatt
Outsourcing is not a new age concept. It is a dose of reality especially within the digital community. You might be surprised at just how many people and companies outsource components of their daily business operations and social media. They get it. They want to grow and flourish and to do this, it means giving up some control and trusting in another entrepreneur (Virtual Assistant).
“Do what you do best and outsource the rest.” Robert G. Allen
Delegating Exercise:
(No heavy lifting required) whether you use your computer or paper and pen, the choice is yours, just do it. Design it how it will best flow for you but just track the data. Use sticky notes if you want.
Column one: items that represent working ON your business. (all of the things it takes to manage and propel your business forward……)
Sub-columns: every day, every week, monthly and yearly
Track the time spent on each
Column two: items that represent working IN your business (social media management, administrative, calendaring, writing, curating content…..)
Sub-columns: every day, every week, monthly and yearly
Track the time spent on each
In a week’s time, what does your tally look like? In your honest review, did you spend more time working IN your business rather than ON it?
- What was accomplished?
- Did you meet your goals?
- How many projects were completed?
- Did you engage with clients?
- Were you able to close any sales?
- Did you initiate consults?
- Write new strategies or brainstorm ideas?
- Revise your business plan?
- Create or consider other revenue streams?
- Design new products or services?
- Innovate?
- Think outside the box toward your long term growth potential?
- Read white papers?
- Review the competition?
- Collaborate with colleagues?
- How must time did you allocate to social media? Or get sucked in to the black hole?
- Is social media management the best use of your time (excluding engagement)?
- Did you forget anything or miss an appointment?
- Procrastinate yet another day/time?
- How many tasks were interrupted?
- Did you miss any opportunities?
This simple, yet effective exercise should leave you with a list of tasks and projects you should delegate. They do NOT represent your core genius, but are actually a hindrance to your growth.
I am sure you have your goals written down somewhere. Compare your long and short term goals to everything you worked on this week. Does your work support your vision and aspirations?
You know you need to start delegating if:
- You spend 7-10+ hours online, curating, scheduling and managing your social media and it takes away from time with clients, colleagues, partners etc.
- You need to implement some systems to streamline your business processes
- You have wished for a like-minded brainstorming partner
- You are ready to scale, but don’t have enough hours in the day.
- You find it hard to concentrate and stay focused because there is too much for one person to do.
- You have some projects or platforms that are barely started or only half finished.
- You lay awake at night wondering how you will manage everything.
I don’t think you started your company to stagnate but instead, it is time to actualize your dream and go for it. There is too much at stake for you to stay here, doing what you have always done, day in and day out. If you want different results, then you need to change the experiment.
Give up a few things on your list and experience the benefits of delegation. Partnering with a virtual assistant is a results oriented approach for you and your business. Our intellectual property from years of experience, research and education is invaluable and can be right at your fingertips when you choose to incorporate our expertise into your business operations.
“The first rule of management is delegation. Don’t try and do everything yourself because you can’t.” Anthea Turner
- Consider the sacrifices of holding on to EVERYTHING you do.
- What would you focus on if you have had 5-10 more hours per week?
- How would you change your daily processes and systems?
- Do your daily business operations scream for your undivided attention?
Can you afford NOT to delegate?
