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?
by Ace Concierge | Virtual Assistant | Aug 27, 2013 | Productivity
Buried under a mire of paperwork, To Do lists, daily administrative tasks and long range projects can be the crazed life of any entrepreneur. Just how much can one person successfully and effectively manage?
In thinking about all of the various hats you toss in the ring every day, which one is the most important?
- Marketer?
- Sales Rep?
- Bookkeeper?
- Social Media Manager?
- Receptionist?
- Travel Agent?
- Content Curator?
- Graphic Designer?
- IT?
- Event Planner?
- Customer Liaison?
This list is short and probably doesn’t even come close to fully accessorizing your head. While we love colors and fashion, the constant switching on and off of duties is counterproductive, wastes your valuable time and doesn’t represent your core genius. They are the low payoff activities that are necessary to run your business but do they require YOUR attention?
If you made a list of tasks that are associated with each category, what would your day look like?
Pretty overwhelming I am sure.
Have you considered tracking your day? Keeping a spreadsheet or notebook of EVERYTHING you do on a daily basis to keep your business operating smoothly, generating income, grooming current customers and converting leads? It seems daunting, but it is an exercise to make you more aware of your time and energies spent.
Where should you fully invest your efforts?
Here’s your challenge: test out the concept for 3-5 days and see what is on your list. If you would rather have a little digital help, Rescue Time will show you how you spend your time on the computer. You still may need a pen and pencil or the keyboard, but aren’t you curious where the day goes?
Review and analyze your data. What do you see? Any common themes? Did you miss any deadlines or appointments? Was something only half finished or not really in your expertise? Did you have any time for yourself? Downtime is important to refresh and get clarity but if you are busy flopping hats on your head and watching the clock tick, you forgo some well-deserved leisure.
Consider this: Are you tired and burnout? Is it time to delegate to increase your efficiency and productivity?
You may be facing some roadblocks to delegating but you can easily overcome your objections and learn about the benefits of working with a remote team.
Image credit: profitablegrowth.com
by Ace Concierge | Virtual Assistant | Aug 2, 2013 | Productivity, Time Management
Are you looking to increase your productivity and efficiency? Maybe get back on track to do more or better manage your time? There are hundreds of articles posted daily and it can be overwhelming to read and/or implement different tools or platforms. You have to find the one that works best for you and use it.
We can read and test with all best intentions but unless we begin to create new habits, committing to a goal, the tool won’t take effect. It is up to you to dedicate your time and energy to learning which one you will apply.
I know I have personally tested a variety of To Do lists, task reminders and project management applications. Some have fallen by the wayside while others have become SOP. I have made these part of my daily routine, for both myself and my clients. Without proper time management and organization, time would be lost and there could be a sense of chaos or overwhelm.
There are many professed gurus suggesting their best methods and time tested tools, but whatever you choose, it must work for you.
- You must want to be more industrious and systematized.
- You must be ready for change.
- You must utilize the application until it becomes second nature.
We search every day, every week for new articles and suggestions and here are few from this week.
6 Secrets Of Super Productive To-Do Lists
3 Threats to Effective Time Blocking and How To Solve Them
How To Manage Your Time
Project Lists: 8 Steps to Crush Your Chaos
The Science of Productivity (video)
Small Business Success Podcast: Time management, Delegation & Empowering Your Core Genius
Time management tips: 5 beliefs that limit productivity
Time Tracking for Productivity
So there you have it: a few tips, tools and commentary to guide you toward a little deeper efficiency.
Can you become a Productivity Maven?
by Ace Concierge | Virtual Assistant | Jun 22, 2013 | VZWBuzz Lifestyle Blogger
Smartphones keep us linked to the digital world, enchanting us with apps, communication tools and connectedness. Almost everything is made possible at the swipe of button. Traditional cell phones have seen their demise as we continue to become more technologically advanced, wanting increased mobility, ease of use, smaller devices, fun and useful applications and more ways to stay connected.
I can remember my very first mobile phone from Verizon in the 80’s. It was a bag phone – large and cumbersome. I certainly couldn’t hide this monster in a purse or pocket. This is a far cry from today’s sleek options.
My new Nokia Lumia 928 is a Windows based phone which mirrors my laptop. Like my computer, I can arrange the live tiles and apps to my start screen. There is no searching and wasted time looking for what interests me most. There are a few features of the Lumia that have really sparked my interest.
- PODCASTS: I have now downloaded 521 podcast episodes on business, health, bodybuilding and leadership. I was so excited with this discovery, being able to have the opportunity to listen and learn at my leisure. As a virtual assistant, I am at the computer long enough, every day that having the podcasts on my phone gives me more mobility to listen anywhere, anytime. If the computer is open, I feel as though I should be working, but with the extensive list of music, podcasts and audiobooks, I am able to enjoy my time and share with others.
- THE SCREEN: How I love being able to see and read the screen when I am outdoors. It is clear, bright and visible. I don’t have to hide under a beach towel to read a client email or text message. It has been a challenge and frustration with other phones but the Lumia’s screen is “so bright, I gotta wear shades.”
- CAMERA AND VIDEO: are absolutely tops, brilliant in colors and clarity. “The Nokia Lumia 928 has the most advanced low-light smartphone camera. The unique combination of Optical Image Stabilization and a Xenon flash allows you to capture the best low-light photos.” There is also the option to add motion to your still photos with Cinemagraph. I had taken an evening photo on the deck with a candle and other background images. With a few swipes, the candle shimmered and extended its glow to other objects in the picture.
- IN-TUNE RADIO: stations from around the world live streaming via Wi-Fi!! There are so many options and genres of music. I love diversity. The other night, I found a classical station and pulled up the covers for a peaceful slumber. ZZzzzz.
What applications and features entice you to purchase a phone or help you be more productive?
If you want to learn more about Verizon, follow the hashtag #VZWBuzz. It is a great community to learn about products, stay updated on live chats and engage with other Verizon users.
Disclaimer: I do participate in the VZWBuzz Community offers and opportunities for devices from Verizon Insider.
by Ace Concierge | Virtual Assistant | Jun 6, 2013 | Social Media, Virtual Assistant
Managing your business can take an army and you can’t do it alone, but who should you trust to help you with your business operations? Your proprietary documents? Trade secrets? Login credentials? Client lists?
An established, entrepreneurial virtual assistant. You need a vested partner who understands what it takes to run a company.
You need a “weapon of mass production.” A virtual assistant will help you to effectively manage and execute your business dealings at a great cost savings too because you only pay for project time. There are no hidden costs, insurances, training, equipment or “benefits.”
A VA can be your brainstorming partner, your sounding board for your ideas and innovations.
A VA will seek out other vendors and collaborators.
A VA is your right arm and second pair of eyes for editing, proofing and creating documents.
A VA will help manage your calendar and appointment scheduling.
A VA is your researcher for content curation.
A VA keeps your ears on social media trends and analytics for your brand.
A VA enables YOU to focus on your core genius – the tasks that you do best.
A VA is your time manager.
What are you waiting for?
Isn’t it time you stopped doing all of the low payoff activities that demand your attention but don’t generate income?
