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How to Be More Productive In Your Business

How to Be More Productive In Your Business

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    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 January 2, 2019

    7 Steps For Making a New Year’s Resolution and Keeping It

    7 Steps For Making a New Year’s Resolution and Keeping It

    Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

    Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

    Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

    Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

    1. Just pick one thing

    If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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    Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

    Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

    2. Plan ahead

    To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

    Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

    Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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    3. Anticipate problems

    There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

    4. Pick a start date

    You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

    Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

    5. Go for it

    On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

    Your commitment card will say something like:

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    • I enjoy a clean, smoke-free life.
    • I stay calm and in control even under times of stress.
    • I’m committed to learning how to run my own business.
    • I meditate daily.

    6. Accept failure

    If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

    If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

    Perseverance is the key to success. Try again, keep trying and you will succeed.

    7. Plan rewards

    Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

    Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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    Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

    Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

    Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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