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How to Be More Productive In Your Business

How to Be More Productive In Your Business

productive-dude

    I’m frequently asked about productivity. My clients are often desperate to be more self-disciplined, less “lazy” (their word, not mine), and want to know how to get more work done in less time. As a small business owner or entrepreneur, you wear so many hats and have so many things to do, it often seems overwhelming. As a result, some just give up, while other work non-stop, perpetually feeling like they’re drowning. Today, I’m offering several strategies that you can easily implement so that you can stop feeling lazy, start getting more accomplished, and, as a result, increase your income.

    1. Step away from judgment.

    Something I see frequently is that when people finish the day and haven’t accomplished as much as they’d hoped to or planned to, they end up judging themselves. “I’m so lazy!” “How can I be so inefficient?” are common thoughts and statements. Often, we are our own harshest critics, and this kind of thought process can lead to some substantial, mindset-related roadblocks to your success. In fact, judging yourself harshly can impact your confidence and self esteem, which are factors that heavily influence the likelihood that you will succeed in your business. So the first thing I recommend is to stop judging yourself so harshly and give yourself a break.

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    2. Make a decision.

    There’s one decision that is more important than any other. It’s the decision that you are going to make your business work, no matter what. That means you make the decision to put in whatever effort is required to make your business a success. This decision is paramount to taking your business to the next level. Make this decision once and you’ll start thinking differently about your time. Each decision will flow from this one moment. As a result, you’ll start to notice that you handle your time differently and are more productive.

    Now let’s get into some “nitty gritty” solutions that are less mindset-oriented and more practical:

    3. Examine the current state of affairs.

    It’s crucial that you know where you currently stand. Keep a time journal for one week and see where the bulk of your time goes. Track everything you do and how long it takes, and include the time spent checking e-mail, surfing the internet, and watching TV. At the end of the week, examine the current state of affairs. What are you spending the most time on?

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    Next, ask yourself what things are you spending time on that you don’t need to spend time on, or that you can eliminate? And what things can you do more of? Note that the things you do more of should be income-generating, and you should try to do less of the things that don’t bring in money.

    4. Eliminate “time clutter.”

    As you examine your time journal, look for time leaks and time clutter. Time leaks are when you spend a little bit of time here and there, not realizing that those little bits of time add up to a big chunk. For example, you may see that you spent a few minutes checking e-mail or the internet several times throughout the day. If that’s the case, add up those minutes and see how much time it accounts for. Say you spent 15 minutes checking your e-mail or surfing the web every hour (this is not uncommon, so don’t be too surprised if you see this in your time journal). That little 15 minutes actually adds up to two hours in the course of a workday. If you just checked your e-mail once in the day, it probably wouldn’t take two hours. Check it twice, and you might only spend a total of 30-45 minutes on e-mail.

    Time clutter, on the other hand, is when your time gets cluttered with personal tasks that are irrelevant to your work, and this can suck a lot of productivity out of your work. For example, the internet can be a powerful piece of “time clutter.” When you track your tasks in your time journal, make sure when you record web surfing that you notate what type of surfing you’re doing. If you were, for example, searching for information for a client, that’s “work surfing” versus “personal surfing” (i.e. watching a funny video on YouTube or chatting with a friend on Facebook). Isolate what you’re doing and when and figure out if you’ve got time leaks and/or time clutter, then figure out how to plug the leaks and tidy the clutter, and you’ll be amazed at how much more productive you can be.

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    5. Incorporate systems and tools.

    What systems that are working do you have in place currently? What systems aren’t working? What kinds of tasks trip you up and seem to take the longest? What tasks are you avoiding that really need to get done? This is a good time to start incorporating systems and tools to help increase your productivity.

    Research systems of time management to see what works best for you. For some, the Franklin Covey planner system works brilliantly. For me, this is one of the hardest things to manage – I find that I spend more time planning than I do working – but I know many people find it to be a phenomenal program. Tony Robbins’s Rapid Planning Method is another great system people like. For me, it’s as simple as the saying on a little cross-stitch wall hanging that I inherited from my mom: “Eat a toad first thing in the morning, and nothing worse will happen to you for the rest of the day.” Whenever possible, I do my toughest task first, and then the rest of my day is a breeze. My point, however, is that there are many, many systems, and none is one-size-fits-all. So try out a few and see what works best for you.

    Do you spend a lot of time on Twitter, trying to build your web presence? Use TweetLater or HootSuite, tools that allow you to schedule your tweets up to a year in advance. Write all your tweets for the month in an hour and schedule them ahead of time, and you’ll save a lot of time. There are other great social media tools you can use as well to enhance your productivity. Use GizaPage to organize all of your social networking platforms into one location, so you aren’t constantly logging into multiple sites.

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    6. Outsource wisely.

    What kinds of tasks trip you up and seem to take the longest? What tasks are you avoiding that really need to get done? These are often the tasks that are the hardest, the ones you don’t do as well, and the ones that aren’t as interesting. And many of these tasks can be outsourced at a very reasonable rate. As I recently noted in my e-zine, the economics of outsourcing make it a wise, economical choice for many business owners. Let’s look at the math: Say you charge $100/hour to work with your clients. If you worked 40 hours a week, you’d earn $4,000 a week, right? Except that you can’t generate $100/hour for all 40 hours in a week, because you’re doing non-income-generating activities like updating your web site, accounting, marketing, etc. So you’re lucky if you’re working with clients 20 hours a week, which means you’re probably earning $2,000 a week.

    What if you could hire someone who could manage most of these tasks, and what if you could hire someone who charged less than you do per hour? If it only took you two hours a week to manage this person (or multiple persons), you actually could work at income-generating activities 38 hours a week, increasing your revenue to $3,800/week. And since you’d hire someone who does these things every day, they could probably do in 5-10 hours what takes you 20 hours to do. Find the right person and you’ll pay far less than your $100/hour rate. So instead of 20 hours of your time and about $2,000 out of your pocket, it would take 2 hours of your time and would cost you about $200.

    Going back to the $3,800 you earned in this example week, if it cost you $200 to get that work done, you’d still pocket $3,600, and that’s $1,600 more than if you did all that work on your own. Can you see how outsourcing doesn’t just save you money, it actually helps you earn more money?

    Important note: You actually have to spend the time you free up working with clients, or the math doesn’t pan out. If you pay someone $200 to manage your business tasks, but still only work 20 client hours, now you’re making $1,800 per week and you’ve lost money. However, if you outsourced to free up your time so you can spend more time with your family, then you’ve accomplished your goal. Know what your goal is and why you’re outsourcing before you do it!

    If you want to increase your productivity, make a decision to do so, stop judging yourself harshly, and start implementing systems, tools, and outsourcing to improve your productivity. Meanwhile, reduce time leaks and time clutter and you won’t believe how much you’ll accomplish!

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    Last Updated on February 20, 2019

    How to Get Promoted When You Feel Stuck in Your Current Position

    How to Get Promoted When You Feel Stuck in Your Current Position

    Are you stuck in the same position for too long and don’t really know how to get promoted and advance your career?

    Feeling stuck could be caused by a variety of things:

    • Taking a job for the money
    • Staying with an employer that no longer aligns with your values
    • Realizing that you landed yourself in the wrong career
    • Not feeling valued or feeling underutilized
    • Staying in a role too long out of fear
    • Taking a position without a full understanding of the role

    There are many, many other reasons why you may be feeling this way but let’s focus instead on getting unstuck.

    As in – getting promoted.

    So how to get promoted?

    I’m of the opinion that the best way to get promoted is by showing how you add value to your organization.

    Did you make money, save money, improve a process, or some other amazing thing? How else might you demonstrated added value?

    Let’s dive right in how to get promoted when you feel stuck in your current position:

    1. Be a Mentor

    When I supervised students, I used to warm them – tongue in cheek, of course – about getting really good at their job.

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    “Be careful not to get too good at this, or you’ll never get to do anything else?”

    This was my way of pestering them to take on additional challenges or think outside the box, but there is definitely some reality in doing something so well that your manager doesn’t trust anyone else to do it.

    This can get you stuck.

    Jo Miller of Be Leaderly shares this insight on when your boss thinks you’re too valuable in your current job:[1]

    “Think back to a time when you really enjoyed your current role. I bet there was a time when this job was a stretch for you, and you stepped up to the challenge and performed like a rock star. You became known for doing your job so well that you built up some strong “personal brand” equity, and people know you as the go-to-person for this particular job. That’s what we call “a good problem to have”: you did a really good job of building a positive perception about your suitability for the role, but you may have done “too” good of a job!”

    With this in mind, how do you prove to your employer that you can add value by being promoted?

    In Miller’s insight, she talks about building your personal brand and becoming known for doing a particular job well. So how can you link that work with a position or project that will earn you a promotion?

    Consider leveraging your strengths and skills.

    Let’s say that project you do so well is hiring and training new entry level employees. You have to post the job listing, read and review resumes, schedule interviews, making hiring decisions, and create the training schedules. These tasks require skills such as employee relations, onboarding, human resources software, performance management, teamwork, collaboration, customer service, and project management. That’s a serious amount of skills!

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    Is there anyone else on your team who can perform these skills? Try delegating and training some of your staff or colleagues to learn your job. There are a number of reasons why this is a good idea:

    1. Cross-training helps in any situation in the event that there’s an extended illness and the main performer of a certain task is out for a while.
    2. In becoming a mentor to a supervisee or colleague, you empower then to increase their job skills.
    3. You are already beginning to demonstrate that added value to your employer by encouraging your team or peers to learn your job.

    Now that you’ve trained others to do that work for which you have been so valued, you can see about re-requesting that promotion. Be ready to explain how you have saved the company money, encouraged employees to increase their skills, or reinvented that project of yours.

    2. Work on Your Mindset

    Another reason you may feel stuck in a position is well explained by Ashley Stahl in her Forbes article. Shahl talks about mindset, and says:[2]

    “If you feel stuck at a job you used to love, it’s normally you–not the job–who needs to change. The position you got hired for is probably the exact same one you have now. But if you start to dread the work routine, you’re going to focus on the negatives.”

    In this situation, you should pursue a conversation with your supervisor and share your thoughts and feelings. You can probably get some advice on how to rediscover the aspects of that job you enjoyed, and negotiate either some additional duties or a chance to move up.

    Don’t express frustration. Express a desire for more.

    Share with your supervisor that you want to be challenged and you want to move up. You are seeking more responsibility in order to continue moving the company forward. Focus on how you can do that with the skills you have and will develop with some additional projects and coaching.

    3. Improve Your Soft Skills

    When was the last time you put focus and effort into upping your game with those soft skills? I’m talking about those seemingly intangible things that make you the experienced professional in your specific job skills:

    An article on Levo.com suggests that more than 60 percent of employers look at soft skills when making a hiring decision.[3]

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    You can bone up on these skills and increase your chances of promotion by taking courses or seminars.

    And you don’t necessarily need to request funding from your supervisor, either. There are dozens of online courses being presented by entrepreneurs and authors about these very subjects. Udemy and Creative Live both feature online courses at very reasonable prices. And some come with completion certificates for your portfolio!

    Another way to improve your soft skills is by connecting with an employee at your organization who has the position you are seeking.

    Express your desire to move up in the organization, and ask to shadow that person or see if you can sit in on some of her meetings. Offer to take that individual out for coffee and ask what her secret is! Take copious notes and then immerse yourself in the learning.

    The key here is not to copy your new mentor (think Jennifer Jason Leigh in “Single White Female.” Just kidding). Rather, you want to observe, learn and then adapt according to your strengths. And don’t forget to thank that person for their time.

    4. Develop Your Strategy

    Do you even know specifically WHY you want to be promoted anyway? Do you see a future at this company? Do you have a one year, five year, or ten year plan? How often do you consider your “why” and insure that it aligns with your “what?”

    Sit down and do an old-fashioned Pro and Con list. Two columns:

    Pro’s on one side, Con’s on the other.

    Write down every positive aspect of your current job and then every negative one. Which list is longer? Are there any themes present?

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    Look at your lists and choose the most exciting Pro’s and the most frustrating Con’s. Do those two Pro’s make the Con’s worth it? If you can’t answer that question with a “yes” then getting promoted at your current organization may not be what you really want.

    The two most important days in your life are the day you are born and the day you find out why. –Mark Twain

    Mel Carson writes about this on Goalcast that many other authors and speakers have written about finding your professional purpose.[4]

    Here are some questions to ask yourself:

    • Why is it that you do what you do?
    • What thrills you about your current job role or career?
    • What does a great day look like?
    • What does success look like beyond the paycheck?
    • What does real success feel like for you?
    • How do you want to feel about your impact on the world when you retire?

    These questions would be great to reflect on in a journal or with your supervisor in your next one-on-one meeting. Or, bring it up with one of your Vital Work Friends over coffee.

    See, what you might find is that being stuck is your choice. And you can set yourself on the path of moving up where you are, or moving on to something different.

    Because sometimes the real promotion is finding your life’s purpose. And like Mastercard says, that’s Priceless.

    More Resources About Career Advancement

    Featured photo credit: Razvan Chisu via unsplash.com

    Reference

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