Advertising
Advertising

4 Tech Tips to Keep Ahead of the Game for New Entrepreneurs

4 Tech Tips to Keep Ahead of the Game for New Entrepreneurs

    Thinking about starting a business or trying to make some cash out of the web? Technology can enable people and it can just as easily distract. We’ve got a few tips for you to consider to cut down on those distractions and costs and get more done, more efficiently and more effectively.

    These tips all center on one thing: technology, whether it involves a specific device or just the way you use tech, computers and the internet in general. Enjoy.

    Save time with Skype

    It’s becoming increasingly common advice: swap an expensive phone plan for a cheap – or free, if you do things right – Skype solution. And it’s true. You can save a whole heck of a lot of money thanks to Skype and solutions like it.

    Advertising

    But while most people are talking about the money you can save, I think there’s something better for entrepreneurs to get out of Skype. The combination of instant messaging and VoIP allows you to control your communication methods better than any old phone line. Can’t or don’t want to take a call? It’s certainly not worth breaking your concentration if you’re on a roll.

    With Skype you can divert incoming calls to instant messaging and deal with requests and questions at a time of your own choosing. Corresponding via text allows you to focus on a main task while you take their message. But for those who prefer to talk by voice, deferring the call is still a good idea.

    Most calls take a while to get to the point; time that, even if minute from a perspective of quantification, is taking your mind further from the tasks and issues that you need to deal with. Shifting the mental gears is a time-expensive task. Filtering calls through instant messaging means the pretext for the call has been set and you can get right to the point and back to work.

    I personally prefer to communicate via text because it’s swift and doesn’t use as much attention quota.

    Advertising

    Install a GPS Unit

    Install a GPS unit in your car or grab a PDA phone that has this handy technology built in. If you go the PDA route, make sure you get a mount for it installed in the car you’re most likely to use for business purposes. When you’re starting a business, you want – need – to deliver the best impression for potential, more established business partners. While being punctual is just something that all people need to do no matter what their level of experience or degree of establishment is, you don’t have a reputation to precede you and need to go the extra mile to develop one.

    By using GPS you guarantee that you won’t get lost, late and end up irking the other party, or even having the meeting canceled. Any technology that enables you to respect the time of others as fiercely as you defend your own is a good one.

    Get a Virtual Assistant

    So hiring a VA isn’t really tech, but it has the word “virtual” in it, right? The topic of virtual assistants has crawled its way into this article because you can free up hours of your time that would’ve been spent at the computer beforehand.

    Depending on who you talk to, virtual assistants can be hired from as little as $5 an hour and you can have them take care of a whole range of things:

    Advertising

    • Monitor your emails and only send you those that need personal attention. You should set up another email account such as assistant@yourname.com and direct correspondence there, rather than giving anyone access to your own account.
    • Send standard form emails for you – fielding the same questions from customers, despite having a FAQ that covers them? You don’t need to cut and paste your standard “Have you checked our FAQ?” letter to them all when there’s a virtual assistant assigned to the task.
    • Research topics you need to be informed on, write or speak about.
    • Manage your calendar appointments and contacts, so that you don’t lose upwards of an hour each day just planning it.

    And there are about half a million other things you can delegate if you sit down and brainstorm the topic. This is the best investment you can make in technology – freeing up the time you have to spend with it (even if that just gives you more time to spend with it in less menial ways).

    Create a News Filter

    Keeping informed takes up huge chunks of time for some people. The most popular methods of dealing with information are the least efficient.

    The first thing you can do is see how much of the information you consume truly is important. For instance, let’s say that you’re the typical web-worker or online entrepreneur and you’ve subscribed to a whole bunch of feeds relevant to your field. You keep up with these feeds because if you don’t, you’ll miss something really important, but in between those occasional high-priority stories, how many are you consuming that aren’t important ‘just in case’ or ‘just because’ they’re there?

    Usually, the feeds you find necessary to subscribe to are simply those that are most popular and, via social proof, considered most important in your field. They may not be news-based at all. Or, they’re entirely news-based and thus conform to the 24-hour news cycle and deliver too much “news” that isn’t important and you don’t need to read about.

    Advertising

    After you come to this realization it’s easier to cut down on subscriptions to only those that are strongly relevant, don’t publish with great frequency and don’t miss important news. This may mean gathering a few that sometimes overlap, but that’s better than a total overdose.

    The more technically involved way of creating a news filter via feeds is to use Yahoo! Pipes or a similar service to craft conditional feeds that only deliver entries based on a certain set of conditions. The most basic use would be to take a popular news site that covers only the most important news in a variety of fields and filter by certain keywords to extract just one field, or even better, by author where you know that he or she specifically covers one topic’s big news.

    The way you filter news is up to, and limited by your imagination (okay, and the technology), but as long as you’ve got a system in place to weed out most of the filler, you’ve used technology to reclaim a whole bunch of time.

    And a bonus tip: make liberal use of off switches. When it’s not essential that you keep your phone or computer on, do it – keep the work-life boundaries clear. This is where so many entrepreneurs go wrong; they can’t see the forest for the trees and decimate their home and personal life in pursuit of riches.

    Good luck!

    More by this author

    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

    How to Master the Art of Prioritization The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services How to Use Parkinson’s Law to Your Advantage

    Trending in Featured

    1 3 Techniques for Setting Priorities Effectively 2 How to Master the Art of Prioritization 3 How to Stay Motivated and Reach Your Big Goals in Life 4 How to Stop Procrastinating: 11 Practical Ways for Procrastinators 5 11 Reasons Why You Aren’t Getting Results

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on July 8, 2020

    3 Techniques for Setting Priorities Effectively

    3 Techniques for Setting Priorities Effectively

    It is easy, in the onrush of life, to become a reactor – to respond to everything that comes up, the moment it comes up, and give it your undivided attention until the next thing comes up.

    This is, of course, a recipe for madness. The feeling of loss of control over what you do and when is enough to drive you over the edge, and if that doesn’t get you, the wreckage of unfinished projects you leave in your wake will surely catch up with you.

    Having an inbox and processing it in a systematic way can help you gain back some of that control. But once you’ve processed out your inbox and listed all the tasks you need to get cracking on, you still have to figure out what to do the very next instant. On which of those tasks will your time best be spent, and which ones can wait?

    When we don’t set priorities, we tend to follow the path of least resistance. (And following the path of least resistance, as the late, great Utah Phillips reminded us, is what makes the river crooked!) That is, we’ll pick and sort through the things we need to do and work on the easiest ones – leaving the more difficult and less fun tasks for a “later” that, in many cases, never comes – or, worse, comes just before the action needs to be finished, throwing us into a whirlwind of activity, stress, and regret.

    This is why setting priorities is so important.

    Advertising

    3 Effective Approaches to Set Priorities

    There are three basic approaches to setting priorities, each of which probably suits different kinds of personalities. The first is for procrastinators, people who put off unpleasant tasks. The second is for people who thrive on accomplishment, who need a stream of small victories to get through the day. And the third is for the more analytic types, who need to know that they’re working on the objectively most important thing possible at this moment. In order, then, they are:

    1. Eat a Frog

    There’s an old saying to the effect that if you wake up in the morning and eat a live frog, you can go through the day knowing that the worst thing that can possibly happen to you that day has already passed. In other words, the day can only get better!

    Popularized in Brian Tracy’s book Eat That Frog!, the idea here is that you tackle the biggest, hardest, and least appealing task first thing every day, so you can move through the rest of the day knowing that the worst has already passed.

    When you’ve got a fat old frog on your plate, you’ve really got to knuckle down. Another old saying says that when you’ve got to eat a frog, don’t spend too much time looking at it! It pays to keep this in mind if you’re the kind of person that procrastinates by “planning your attack” and “psyching yourself up” for half the day. Just open wide and chomp that frog, buddy! Otherwise, you’ll almost surely talk yourself out of doing anything at all.

    2. Move Big Rocks

    Maybe you’re not a procrastinator so much as a fiddler, someone who fills her or his time fussing over little tasks. You’re busy busy busy all the time, but somehow, nothing important ever seems to get done.

    Advertising

    You need the wisdom of the pickle jar. Take a pickle jar and fill it up with sand. Now try to put a handful of rocks in there. You can’t, right? There’s no room.

    If it’s important to put the rocks in the jar, you’ve got to put the rocks in first. Fill the jar with rocks, now try pouring in some pebbles. See how they roll in and fill up the available space? Now throw in a couple handfuls of gravel. Again, it slides right into the cracks. Finally, pour in some sand.

    For the metaphorically impaired, the pickle jar is all the time you have in a day. You can fill it up with meaningless little busy-work tasks, leaving no room for the big stuff, or you can do the big stuff first, then the smaller stuff, and finally fill in the spare moments with the useless stuff.

    To put it into practice, sit down tonight before you go to bed and write down the three most important tasks you have to get done tomorrow. Don’t try to fit everything you need, or think you need, to do, just the three most important ones.

    In the morning, take out your list and attack the first “Big Rock”. Work on it until it’s done or you can’t make any further progress. Then move on to the second, and then the third. Once you’ve finished them all, you can start in with the little stuff, knowing you’ve made good progress on all the big stuff. And if you don’t get to the little stuff? You’ll have the satisfaction of knowing that you accomplished three big things. At the end of the day, nobody’s ever wished they’d spent more time arranging their pencil drawer instead of writing their novel, or printing mailing labels instead of landing a big client.

    Advertising

    3. Covey Quadrants

    If you just can’t relax unless you absolutely know you’re working on the most important thing you could be working on at every instant, Stephen Covey’s quadrant system as written in The 7 Habits of Highly Effective People: Powerful Lessons in Personal Change might be for you.

    Covey suggests you divide a piece of paper into four sections, drawing a line across and a line from top to bottom. Into each of those quadrants, you put your tasks according to whether they are:

    1. Important and Urgent
    2. Important and Not Urgent
    3. Not Important but Urgent
    4. Not Important and Not Urgent

      The quadrant III and IV stuff is where we get bogged down in the trivial: phone calls, interruptions, meetings (QIII) and busy work, shooting the breeze, and other time wasters (QIV). Although some of this stuff might have some social value, if it interferes with your ability to do the things that are important to you, they need to go.

      Quadrant I and II are the tasks that are important to us. QI are crises, impending deadlines, and other work that needs to be done right now or terrible things will happen. If you’re really on top of your time management, you can minimize Q1 tasks, but you can never eliminate them – a car accident, someone getting ill, a natural disaster, these things all demand immediate action and are rarely planned for.

      Advertising

      You’d like to spend as much time as possible in Quadrant II, plugging away at tasks that are important with plenty of time to really get into them and do the best possible job. This is the stuff that the QIII and QIV stuff takes time away from, so after you’ve plotted out your tasks on the Covey quadrant grid, according to your own sense of what’s important and what isn’t, work as much as possible on items in Quadrant II (and Quadrant I tasks when they arise).

      Getting to Know You

      Spend some time trying each of these approaches on for size. It’s hard to say what might work best for any given person – what fits one like a glove will be too binding and restrictive for another, and too loose and unstructured for a third. You’ll find you also need to spend some time figuring out what makes something important to you – what goals are your actions intended to move you towards.

      In the end, setting priorities is an exercise in self-knowledge. You need to know what tasks you’ll treat as a pleasure and which ones like torture, what tasks lead to your objectives and which ones lead you astray or, at best, have you spinning your wheels and going nowhere.

      These three are the best-known and most time-tested strategies out there, but maybe you’ve got a different idea you’d like to share? Tell us how you set your priorities in the comments.

      More Tips for Effective Prioritization

      Featured photo credit: Mille Sanders via unsplash.com

      Read Next