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The 4 biggest reasons you don’t finish projects and how to avoid them

The 4 biggest reasons you don’t finish projects and how to avoid them

When most consultants start their businesses they are scared. Scared that they won’t be able to pay the bills. Scared that when that happens they’ll end up closing their business and heading back to employment with their tail between their legs. This fear brings a bunch of pain in two ways.

First they say yes to terrible clients that treat them poorly. These clients keep asking for more value without wanting to pay more for the value. They treat you as little better than an employee they don’t have to pay benefits to.

The second painful part is that because of all these bad clients with continually changing requests you have a hard time finishing projects. Things continually get backed up and you end up working late into the evening seven days a week. These late nights lead to poor decisions which decrease your ability to finish projects even more.

To help you combat that let’s look at the 4 biggest reasons that projects fail to get completed. With just a bit of planning you can stop them all from happening.

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1. You didn’t scope the project properly

The biggest error most consultants make is they assume they already know what the project is about. They have a single 30 minute call with the prospect and then they send over an estimate based off a few hand written notes. They get the deposit and then get working only to discover there are about 56 extra things and they are all required and as the client talks you realize how they could have assumed they were required.

Unfortunately now you’re backed into a corner and need to complete the project, hopefully.

Solution: Before you can do any project you need to write up a detailed project plan. No the RFP the client sent you doesn’t count nor does the project plane they supplied. Use these documents as a base for your project plan.

Sometimes these sessions to write up a proper project plan are referred to as scoping sessions and what they come down to is going through all the items the prospect has asked for and writing out the deliverables but more importantly the outcomes for each item.

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I say more importantly the outcomes because the outcome is what’s really valuable to the client. They’re hiring you to increase sales, or decrease costs, not to just deliver a feature. At least that’s what they hire good consultants for.

2. You are working with the wrong client

All consultants have had clients that were simply needy. They want a call every day and have 22 new requests which of course should just be included in the original project and where are the 26 things they asked for yesterday? It’s no fun and it sucks the life right out of you, but it’s entirely your fault.

Solution: The solution to this is to establish a solid client vetting process. To do that you need to do a few things.

First, define your ideal client. One of the best resources for this is Micheal Port’s book Book Yourself Solid. If you have a bunch of bad clients now then it’s time to say goodbye to them.

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Second, setup a repeatable system to weed out the clients you don’t want. I use the same set of 9 questions in my initial email to prospects and don’t move forward with the sales process unless I like the answers they provide.

Third, you need to get them on the phone preferably with video to talk about the project. Nothing will give you a better read on the prospect than seeing their mannerisms and if you can’t meet them in person, video is the next best. At the very least you need to hear their voice so pick up that phone and have a call.

3. You just forgot about it

Ever get that email on Monday from a client that’s paid you money wondering where the project is at? You feel terrible because you simply forgot about the project and haven’t been working on it very much.

Solution: The problem here is that you’ve relied on your memory instead of having a reliable project management system to use to manage your projects.

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The simple fact is that if you don’t write it down, it won’t happen. Choose a project management system. It doesn’t matter much what you choose just get a system and use it for all projects.

4. You’re too busy

We love to say yes as consultants. We want to help people and it feels awesome to have people want to work with us. We’re also brought up to be people pleasers, so it’s hard to say NO to prospects.

Sometimes even with a good client vetting process you’re still going to have more good qualified leads than you should be handling. The problem is you keep saying yes and then projects take a bit longer (because they always do) and then you’re running to many projects at once.

Solution: The only solution to this is to say NO more, even if the lead is a qualified lead. One way of saying NO more without actually saying no is to raise your rates. Some of the leads that you previously got will now think that you’re too expensive and just won’t come to work with you anymore.

Another way is to add criteria for your ideal clients. Instead of just working with fitness coaches, only work with Crossfit coaches. That will eliminate some of the leads you would have taken before.

No one wants to leave a swath of ruined projects in their wake. With just a bit of planning and a few processes in place to vet clients and manage projects you can help ensure that you don’t fail to finish projects.

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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