Those of you familiar with Stephen Covey’s The 7 Habits of Highly Effective People will recognise the term Quadrant II manager. This ideal manager recognises that time spent on the important but non-urgent aspects of their business are the most vital for success. The Quadrant II manager spends time during the workday on long-term planning, developing relationships and training staff to take on delegated tasks. They spend virtually no time answering email or attending meetings.
Many entrepreneurs operate solo; they’re the cook, maitre d’, busboy and bottle washer of their business. Many have families to attend to and are desperately trying to keep all the plates on the tray without dropping any. I believe that’s why so many businesses fail. There’s no way to manage that kind of chaos. If you work night and day and still feel you’re accomplishing nothing, stop, take stock and try a new approach.
I’m going to assume that you have a long-term (five years) and shorter-term (six months to one year) vision for your business. Your daily activities and actions are guided by this vision, so it’s critical to start with a solid blueprint. This big vision will be accomplished in small steps, taking action consistently over time. Once you acknowledge that you can’t do everything you think you should do, ask the question: “What is the best use of my time and energy today?”
Beth and James Hood, co-founders of Where’s the Map.com, a site that helps high school and college students make their transition into the working world, have one- and five-year plans for the company’s income, products and impact. They break down that vision into smaller pieces that I call spokes, and these determine their daily actions. For example, they have a long-term goal of being sought-after speakers on college campuses. The spoke they are working on is “Build a national platform for speaking.” Activities might include: Create a speaker and press kit, schedule 10 radio interviews a month, add 1 000 people per month to the website, and refine presentation skills.
Each day they make a list of the six most important things they can do to move forward on their spoke. The actions are simple, small and measurable. They put no more than six on the list at a time. Then they schedule two hours during the day when they turn off their phone and focus on those six steps. If they don’t finish, they roll the items over to the next day, focusing on the carry-over items first. They also have spokes for the deeper values in their lives: their marriage, their home and physical environment, service to the community, spiritual practice, etc. Each has action items. In this way, the Hoods accomplish six steps toward their long-term goal each day. At the end of the day, they can measure their productivity in small, consistent actions. The list becomes a diary of accomplishments, and they can refer to it for motivation.
Juggling Your Projects
Take an inventory of everything you do in your day and make the following lists:
- The projects I’m currently working on.
- The roles I’m handling in my life and business. Be honest and list them all.
- All the things that are on your mind that you aren’t getting to.
Now, looking through the filter of your long-term goals, which of these roles and projects emerge as priorities? Which are the ones that if you paid full and consistent attention to would make the biggest difference in your feelings of vitality, your relationships and your financial success? If you take these top priorities and apply the method outlined in the section above, you’ll see an immediate increase in energy and productivity. Doing “enough” is a decision. If you’re clear on your vision, have balanced your priorities to include health, relationships and inner work in addition to your business, and you are taking small, consistent actions each day, you are doing the best you can. Act as if you’ve done enough, acknowledge yourself, rest and rejuvenate, and watch your results expand.
(Infographic) 9 Productivity Mistakes You’re Making In The First 10 Minutes Of Your Day
From setting goals to drinking coffee, these bad morning habits might surprise you.
There are a number of things you’re probably doing every morning that are actually hindering your productivity.
If you’re an avid coffee drinker, you might be surprised to find out that drinking coffee between 8 and 10 a.m can make you more stressed throughout the day. That’s because caffeine early in the morning interferes with the time that the stress hormone, cortisol, is peaking in your body. It’s best to get your fix between 10 a.m. and 2 p.m.
When you get into the office and try to jump right into the top of your to-do list, you might find yourself confused and not very productive. When you don’t let your brain empty and refresh before starting a project or task, it loses a sense of control, becomes overwhelmed and ultimately, makes you less productive. Something else to avoid is checking email or social media right when you wake up. Typically, after checking your inbox, it takes a person at least 25 minutes to get back into a productive state. If you start your day off reading and responding to email after email, it will take you a long time to get back on track.
Another surprising mistake is setting self-imposed goals. Setting goals and deadlines for yourself might seem like an obvious productivity hack, but it turns out, that’s not the case. Instead, share your deadlines with others and you’ll feel more pressure and responsibility to get things done.
Check out resume.io’s infographic below for more productivity mistakes you’re likely making in the first 10 minutes of your day.
This article was originally posted here on Entrepreneur.com.
Workflow And Business Efficiency – 5 Strategies You Ignore At Your Peril
Emails alone don’t cut it as an efficient way to communicate with team members. You’re not still depending on email, are you?
An inefficient business can cost you a lot more than just growth – it can affect your revenue, too. According to a report by IDC, your business runs the risk of losing 20 to 30 percent of your revenue due to inefficient systems.
Unfortunately, many companies still struggle to implement the right systems to improve their workflow. Others have it worse, because they have no systems. In those situations, projects take ages to be completed, more time is spent on menial tasks and teams never seem to get enough done during work hours.
If that describes your company, your company’s profits may start to plummet, too.
Every successful business, then, has clearly defined systems to help the business run like clockwork. Improved workflow, better management and business efficiency save time, increase the bottom line and ensure a higher profit margin.
In fact, in an article on ContractZen, Tim Cummins, president of the International Association for Contract & Commercial Management, wrote that, “The average corporation could boost its bottom line by almost 10 percent if it invested in improving the quality of contracting.
For many companies – especially those in more complex, project-based industries – the prize could be much higher – perhaps as much as 15 percent.”
Related: Become A Life-Hacker
Unfortunately, some companies fail to provide systems that put users first, taking a negative toll on those companies’ workflow and efficiency. The good news is that they’re only five strategies away from turning this around:
1. Automate all you can
From email lists, bookkeeping, invoicing and contract management, to social media posts and payrolls, almost everything can be automated. For a business that aims to be more efficient, automation is a must.
Automation doesn’t just save you time, it can be the one strategy that can guarantee explosive growth and higher conversion rates. According to this Lead Generation Marketing Effectiveness study, 63 percent of companies polled that were outgrowing their competitors said they had automated their marketing.
Automating monotonous tasks that have to be repeated several times during the day helps you be more productive in tasks that require your personal attention.
2. Invest in customer-relationship management software
It’s not uncommon to find businesses that are barely able to keep up with their leads. Some waste hours hunting the low-quality leads instead of focusing their energy on those ready to buy. Here, a customer relationship management (CRM) solution linked to these businesspeople’s network phone system is a great way to enhance customer communications.
Customers value businesses that provide excellent customer service. A CRM solution increases the ability to keep track of customer information, monitor leads and provide efficient delivery. Businesses can provide for their customers’ needs faster and make effective business decisions. With CRM, businesses can also keep their focus on quality leads that will drastically improve conversion rates.
3. Set up a task-management system
Emails alone don’t cut it as an efficient way to communicate with team members. Email makes it difficult to carry everyone along. However, setting up task-management software like Slack, Trello or Asana makes it much easier to have everyone’s tasks in one place and ensure that everyone is carried along in the project.
Task-management software helps members of a team track their progress and ensure that everyone is working on their tasks.
4. Sync your calendar with that of everyone else on your team
How many times have you had to reschedule appointments because you didn’t know you had other meetings lined up for the day?
Aside from leaving negative impression in clients’ mind, this error makes you less productive. Having to go back and forth until you have settled on an appropriate date can be cumbersome especially when different time zones are involved. So, do this instead: Sync your personal calendar with your work calendar, and make sure that everyone in your team is synced to the latter, too.
This will ensure sure that everybody is “on the same page” in terms of appointments and deadlines. Google Calendar can help you do just that. Once everyone is synced up, any change in the calendar will be seen by everyone so they can manage their own appointments.
5. Block out chunks of time
Constant interruptions hamper your workflow. Imagine having to deal with turning over a project on a deadline while you’re stuck in a series of meetings throughout the day. It can get very difficult to focus on completing your most urgent tasks.
Block out chunks of time on your calendar for uninterrupted work. It’s better to schedule a series of meetings in one day than to spread them throughout the week.
If you’re creating content, block out one day to create all the content you’ll use for the week. That way your business will run more efficiently.
Related: 3 Reasons You Should Embrace Change
Wrapping it up
With the right strategies, you can turn your business around to make it efficient and lucrative. Automating your processes, setting up the right software and remaining focused on the tasks at hand will go a long way to help you do this. But just as with every good strategy, you need to remain consistent and give it time to do its magic.
This article was originally posted here on Entrepreneur.com.
How To Multitask Like Tim Ferriss, Randi Zuckerberg And Other Very Busy People
Nine entrepreneurs tell us how they get it all done.
Think you’re busy? Take a look at Guy Fieri‘s calendar. Or a U.S. Army general’s. Or an in-demand teenage actor’s. Or the CEO of a globally recognised company’s.
Some of the busiest people on the planet took time out of their days to tell us how they get it all done. Take note!
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