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7 Ways to Effectively Manage Busy People

busy people

Whether it’s a client, a boss, a friend or a spouse, we all have those one or two extremely busy people in our lives. I’m not talking about the “busy bodies,” but the truly busy, nose-to-the-grind-stone people who are booked almost all day every day with important tasks.

While their exhausting schedules challenge them, they also challenge us with how we can break through the noise to communicate with them. The good news is that it’s not completely impossible to get timely responses from these people. It simply takes managing them in a different way. Here are seven ways to help you effectively manage busy people and their busy schedules.

  1. Use clear and concise messaging

Getting answers from a busy person can be like pulling teeth. Even if they get the time to read your email or listen to your voicemail, they’re usually called away to the next task before they can provide you with the information you need.

Reduce the friction of this process by using clear and concise messaging. Your emails should be brief, to the point and should highlight exactly what you’re asking of them. Dates, times and location should also be bolded or underlined so they pop out. By cutting to the chase, you save them the time of reading through paragraphs to get to the point and increase the chance they’ll have enough time left over to shoot you a quick reply.

  1. Consolidate the number of messages you send

There may be times where you need 3 or 4 things from a busy person in a single day. This most commonly happens when it’s one of my clients. Rather than shooting off an email every time I have a question, I keep a running list for that day (or that week) and several hours before close of business, I consolidate these requests into a single, clear and concise message.

Think of it this way, the more messages you throw into an already inundated inbox makes it even less likely that you’ll hear back from them that day, week…or ever. Be a part of the solution, not part of the problem.

  1. Schedule meetings far in advance – and confirm them

Finding a tiny time slot on a busy person’s calendar can create a game of email or phone tag that just never ends. For my busiest clients, we scheduled our reoccurring meetings for the quarter or even half of the year all at once. This got the meetings on both of our calendars nice and early and allowed us to plan around those dates. Expecting to find an open time in a busy person’s calendar just one week in advance is like walking in to the most exclusive salon in town and asking for an appointment that day. Maybe you’ll get lucky, but it’s far more likely you’ll get asked to come in 10 weeks.

Additionally, once you have these meetings set far in advance, be sure and follow-up several days before the meeting is set to take place. It’s likely the busy person has long since forgotten about this obligation. If they don’t have a secretary (or reliable calendar reminders) there is a good chance that you’ll get stood up.

  1. Provide briefings prior to events

For some of my busy clients, I schedule them to attend events such as fundraisers, public appearances, speaking engagements or media events as part of our communications and branding strategy. In these scenarios, it is also my responsibility to adequately prepare them for such events with details like directions, what to wear, other dignitaries in attendance, how long they’ll be speaking and what topics they should cover.

I place all of these details in a single-page template that serves as an event briefing and send them several days in advance to prepare my clients in mere minutes for the event. They love the efficiency of this process and the depth of the details I provide. As a busy person, your life is a whirlwind. If you can help them to feel more prepared and organized, you will quickly make a good impression.

  1. Anticipate their needs and questions and address them before they have to ask

When communicating with a busy person, you should strive to answer all of their questions before they have to ask. This eliminates back and forth communication that can drag on for days – even weeks.

For example, when setting up a meeting, don’t simply email them with “Can we schedule a time to meet?” This question produces so many more questions. Instead, be as descriptive (yet concise) as possible. Include why you want to meet and approximately how much time you’re asking of them. Also propose several dates, times and locations from which they may choose. This allows them to confirm all of these details for you within a single response, rather than through an unreasonably long email chain.

  1. Make meetings as convenient for them as possible

Simply put, come to them. In most cases, I think it’s fair to schedule a meeting somewhere mutually convenient for you and the person you’re meeting. But for a busy person (especially one who is paying me or may potentially pay me), I make it as convenient as possible for them. Why? Because every minute they spend commuting to a further location is less time they can dedicate to our meeting. I’d rather drive a little further and make the meeting last a little longer. It also shows you respect their time and it also provides them with a good first impression of how easy you will be to work with.

  1. Minimize their to-do list (take on as much as you can for them)

Finally, lessen their load as much as you can! For my busy clients, we will cover a laundry list of to-do’s during each meeting. While they’re perfectly capable of taking on many of these tasks, it’s not their time best spent. I take on as many of these tasks as I can; leaving them only with the smallest items that absolutely cannot be done without them (like asking a donor for a large amount of money). But even for these tasks, I still work to prepare and remind them so that it’s as easy as possible. I never mind taking on these tasks, because when they’re in my hands I know they’ll get done when I want them done. And with busy people…well, that’s just not usually the case.

How have you made dealing with very busy people easier? Share your experiences and insights by commenting below!

 
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Posted by on September 1, 2014 in Business & Success, Life

 

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My Personal Experience with Personal Fundraising: Tips to Help You Reach Your Goals

I am very grateful for my generous supporters who helped me exceed my personal fundraising goal--But I definitely had to work for it!

I am very grateful for my generous supporters who helped me exceed my personal fundraising goal–But I definitely had to work for it!

On Saturday, August 9th I took on a difficult challenge that pulled me outside my comfort zone. The physical endurance was only one aspect that made this experience unlike anything I’ve ever done. The personal fundraising for a charitable cause was completely new to me as well.

As I wrote in my blog explaining the GORUCK challenge, personally asking for donations isn’t something I’m comfortable with. I’m not used to not being in complete control of reaching my goals. Usually, it’s solely my hard work and efforts that earn me the prize.

From this whole experience, I walked away with quite a few new skills I never knew I had in me. One of which is my ability to set a fundraising goal – and exceed it. With the help of family and friends, I raised more than $1,200 for rare disease research. This was $950 more than I thought I was capable of receiving. What did I do to reach my goal? Here are some of the techniques I found to be most effective for personal fundraising:

Carefully choose your fundraising goal

In order to reach a goal, you have to first set one. I underestimated how important this number truly was for my own fundraising. If your goal is too small, donors may choose to give you a smaller amount than they would have it was twice that amount. Additionally, once you reach that goal, you have less power behind your plea for donations – even if you wish to continue to raise funds beyond it.

On the flip side, too lofty of a goal can turn donors off and make them feel like their small donation is merely a drop in the bucket. So where’s the middle ground? First think of the “safe” number that comes to mind, the one that you know you could reach with only about 60% effort. I would suggest setting your goal at twice this amount. This makes donors – at any level – feel like they can contribute to your success. It also holds you own feet to the fire to not get complacent or lazy with your fundraising.

Be strategic with who you ask

Simply put, people must be asked. If you don’t provide your family and friends with the opportunity to easily make a donation, you’re missing out on a huge opportunity. And as I preach with any other type of communication, you must be strategic. If you start asking every single person in your social network (even ones who you have no real relationship with) you’re bound to come off looking spammy and desperate. Let’s be honest, only a small fraction of these people will actually donate.

Save your time and effort by narrowing down a core list of people who have your back and have supported you throughout other moments in life. These are the people that deserve a quality solicitation and will most certainly have the greatest return on your investment.

Make it direct and personal – don’t rely on social media!

Once you’ve narrowed down who you want to ask, you need to make it personal and genuine. Simply sharing a link to your fundraising page on Facebook may garner a few “likes” and words of support, but it does nothing to compel people to make a donation. Your network is able to easily hide between the virtual curtain and don’t feel any personal pressure to support you.

Combat this by writing an email, a letter or picking up the phone. Craft your message directly to that person and the relationship you have with them. While your core “ask” may be the same, add in a paragraph or two that shows this is not a mass message.

Be strategic with the timing of your asks

If you ask too far in advance, you are likely to get the response of “Sure, I’ll support you.” But then these people don’t feel the need to make the donation immediately and the task gets lost among their more pressing to-dos.

You should make your first ask about one month in advance of your fundraising deadline. You can even use this as the reason why you’re contacting them at this time. This also allows enough time to go back and follow-up with these same people in a few weeks, if you don’t hear back.

Ask for specific amounts

Asking someone for a certain level of donation can be tricky, but it is also effective for closing the deal. This amount will vary for every person on your contact list. Consider their personal financial situation, how well they know you and whether they have supported you at a certain level in the past. Together, these pieces of information will direct you toward the appropriate amount to ask for.

Why this is so effective is because it can compel people who have the means to actually give at that level. Otherwise, they may make a smaller donation than you were expecting. Additionally, for contacts who have limited means, you can encourage them to donate by asking for just $5. The direct ask lets them know that this amount is what you expect and what you’d appreciate; it’s not too small to make a difference.

Give away something of value in return

Even though this is a charitable donation and the “warm fuzzies” should be a good enough reward, people still like to feel as though they’re getting something for their contributions. This does not have to be monetary or material. I wrote a blog on why I was fundraising and this allowed me to initiate the conversation again with my networks. Moreover, it gave deeper insight into why this cause is so important to me.

People want to know that this is something you truly believe in, that it’s something you are committed to and something that’s unique from anything else you may have asked them to support in the past. Share this by writing a story, hand making an item to raffle off or giving a small token of appreciation to every donor.

Stay organized

Remember that list of contacts I told you to put together? Do yourself a favor and put that in a spreadsheet. You can then track who you contacted, for what amount, on what date and note any correspondence you’ve had with them. This will show you the appropriate time to initiate a follow-up or another means of communication. This will also be a big help when it comes time to thank your donors.

Follow-up, follow-up!     

Use that organized spreadsheet as a tool to carefully time when and how you will follow-up with each person you contacted. Sending an email with no response and failing to follow-up is your own missed opportunity – not your donors’. Much like hiding behind the virtual curtain of social media, people can easily brush off a single email or voice mail solicitation. Sending one or more personalized follow-up messages makes it harder to ignore. A no is as good as a yes, and that’s all you’re asking for. If someone can’t donate, that’s fine. Ask until you receive a response either way (then track it on your spreadsheet).

Thank donors immediately AND post-event

Finally, show gratitude! Once you’re alerted that someone made a donation, immediately thank them with a quick message. Then, hand write (yes with a pen and paper) your formal, post-event thank you notes. I’m a big fan of including a picture from the event along with a personal message to each donor. This is such a critical step for completing the fundraising process. You may have already gotten what you wanted out of your donors, but remember that for any future fundraising efforts, they will likely be the same network you come back to and will remember this experience!

P.S…my fundraising page is still live and open for donations! It would be a missed opportunity not to ask, right?

Have you had the experience of personally fundraising for a charity or cause? Share what you found to work – and not work by commenting below!

 
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Posted by on August 18, 2014 in Life

 

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Why We Need Rainy Days

cat looking at rainy window

It has been a gorgeous summer in Pennsylvania. After a long and cold winter, we have earned these warm and sunny days – and there have been many! A couple of weeks ago I had some (rare) free time during a Sunday afternoon. My first instinct was to find something to do outside that would allow me to enjoy the day; however, the skies were ominous with a pending thundershower. As I stood by the window, I took a deep breath and felt a wave of relief wash over me. What an odd reaction to have to a dismal day? No, I didn’t feel sad, depressed, frustrated or annoyed. I felt relieved.

Reflecting on this feeling and the circumstances of the day made me realize something quite important. We all need rainy days in our life. Obviously the rain nourishes and revitalizes the earth, but it does the same for us.

My relief came from not feeling like I had to find something to do make the most of the nice weather. I had an excuse to be inside – and to just slow down for a little bit. On this particular afternoon, I watched a movie from start to finish (a nearly impossible feat for a mother of a toddler). That’s it. That’s all I accomplished and had nothing to show for it. Or did I? I felt focused, rested and happy. It’s the first time in a long time that I turned off all other distractions and was fully present in the moment. I can’t remember the last time I did this, can you?

On a sunny day, I feel like I need to be outside walking, running or at the park with Holden. I feel guilty making him play inside when I know all too soon winter weather will come rolling in and we’ll be locked up for months. Even when we’re inside during naptime, the blue skies inspire me to tackle work projects and chores at a dizzying pace. In the afternoon we’re on the go again, running errands or back to the park. And after dinner? You guessed it; we get outside as a family! I’m proud of my active lifestyle that has allowed me to accomplish all that I have, but even hybrid moms need to idle every so often.

On a rainy day, we move slower. There’s no rush to get to the park; it’s not even an option. Naps seem to last a little longer and watching more television than usual is completely acceptable. If errands can wait, they do. Getting toddler in and out of a car seat is even more of a miserable chore when rain is pounding on your back. Maybe best of all, without the sun shining through the windows, I don’t notice the little finger prints that should be cleaned off as well as every other surface you can imagine. It all waits and we rest.

I don’t take for granted that the “sunny” days, when I feel energized and productive, will always be around – so I make the most of them! But I no longer dread the “rainy” days that serve an equally important purpose. These days revitalize my soul and force me to slow down long enough to appreciate the need for balance. The weather is a funny thing; somehow it knows exactly what we need even when we do not.

What purpose do rainy days serve for you? Share how you have found balance in your daily life!

 
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Posted by on August 11, 2014 in Life

 

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10 Things to Remember When Planning a Professional Event

corporate event planning

Throughout my career, I’ve played the role of “event planner” more times than I can count. Fundraisers, golf outings, press events, clay shoots, meet and greets, prayer breakfasts, networking mixers, seminars and conferences are just some of the various types of events I’ve helped to plan. For each one there’s been a different venue, audience, menu, setup and marketing strategy. It’s been a whirlwind!

This experience has helped me to create quite the “tool box” of tips and tricks for successful event planning that can only be gained from my own trial and error. Oh and there have been many errors! Now I have professional events down to a work of art. I can anticipate the unexpected and I come prepared to address every odd request you can imagine. To help you do the same, here are 10 things to always, always remember when planning a professional event.

1. Be overly specific, assume nothing

I have many real life examples of event planning follies where I assumed something simple – like there would be a chair at the registration table – only to be left scrambling at the last minute over silly details. I’ve since learned to assume nothing and specify everything. When I’m in the event planning role, I can’t afford to be torn away from more important tasks to handle these types of mishaps. I work closely with the venue to specify the essential details (without being condescending, of course). Even if I risk looking a little too Type A, it’s a small price to pay for a well-executed event and a happy client.

2. Don’t be literal with the headcount

While I advise to be very specific with the event details, I don’t advise to be specific with the headcount. Inevitably people who have RSVPed will not show up and others who did not RSVP will. It’s the ebb and flow of event planning and somehow it all works out. What I’ve learned is that so much money is wasted on overestimating headcount. Instead, I underestimate the guaranteed count by at least 5 (if not 10) people. At the event, the venue can always pull out a little more food (for which they will also charge you). And at least you know you are paying for exactly what’s being consumed, which can be a cost savings of a couple hundred dollars!

3. Anticipate people arriving early (and staying late)

When I’m running logistics for an event, I always arrive at least an hour in advance to set-up, troubleshoot and acclimate myself with the venue and staff. I also do this because I know that a handful of early birds will arrive a half hour early as well. I hate to be caught still setting up (though it would totally be understandable), so instead I beat them at their own game! I also anticipate another group staying past the end of the event to eat and chat until the staff starts vacuuming over their feet. This means I, too, also stay late to ensure a professionally executed event from start to finish.

4. Bring a “tool kit”

You will always have a need for scissors, tape, extra name tags and pens. I can’t emphasize enough how often this has saved me the time of having to ask the venue to search and bring these items to me and how it also helps me to look extra professional and prepared. Slip these items in your laptop bag, and even if you don’t need them, you’ll have the peace of mind that you’re one step ahead.

5. Be accessible

When planning an event, you will need to be accessible and on your feet to address any issues as they arise. Maybe it’s someone at registration who said they paid, but their name isn’t on the list. Or maybe a side dish needs refreshed at the buffet that a server hasn’t yet noticed. I’m all eyes, all ears – and always on my feet at events.

6. Call upon helping hands

In order to pull off tip #5 of always being accessible, you need a competent team of helpers to assist you with being in multiple places at once. When I’m putting out the big fires, I rely on others to manage the registration table and greet guests. What this also means is that I have to prepare easy to manage lists and clearly explain the process to my helpers to ensure they know what to do even when I’m not around.

7. Keep people comfortable

People with full plates and full glasses are happy people. For the most part, people won’t remember the venue or the color of the table linens, but they will remember if they were well fed. Don’t skimp on food or drink and make sure that it is out before guests arrive and is left out even after the event ends, in case people choose to mingle after hours. Also, be sure your menu matches your ticket price. If people are paying a couple hundred dollars to attend a fundraiser, don’t give them chips, pretzels and a cash bar. Show them a good time! I promise you, this is always money well spent.

8. Strategically time your (brief) remarks

Hosting an event and not taking a moment to address the crowd is a really wasted opportunity. You may not be the most confident public speaker, but you can at least put together a few sentences especially if it means promoting the purpose of the event. Timing is everything to ensure people are paying attention. Plan to take the mic (and do use a mic) about halfway through the event. This will catch both latecomers and early-departers. Your remarks also give the event closure. If people need to take off early, they can feel like they have at least stayed for the most important part of the event.

9. Take advantage of the opportunity to market your services or future events

Use your remarks and printed promotional materials to market your services or future events. Give people something (verbally and physically) to take away from the event. You’re footing the bill after all, the least you can do is gain some promotional value from it! If this is an annual event, have a date set for next year’s event and promote it. If the event is not annual, give people some other call to action like a special discount on services if they purchase that day. If nothing else, at least invite them to visit your website and connect with you on social media.

10. Remember, it’s not about you!

It’s your event, but it’s not really about you. It’s about your guests. They are the ones either paying to be there or offering themselves as your captive audience for a few hours. Respect their time and make each guest feel special by greeting them, even if only briefly. Also keep your guests in mind when selecting a venue and food choices. Some restaurant off the beaten path may by a stone’s throw from your home, but it’s a trek for your guests. And just because you like a menu of red meat and potatoes, be thoughtful about your guests who may prefer some variety.

To boil down this entire list of corporate event planning advice, I simply urge you to be hospitable and genuine. Put the extra thought into the details to make this a pleasant experience for your guests so that they remember you for hosting a fun event, not wasting their time. Both extremes leave a lasting impression and you have the power to choose the outcome!

What other things would you add to this list? Share your event experiences (good and bad) by commenting below!

 
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Posted by on July 14, 2014 in Life

 

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The One Question Every Successful Entrepreneur Must Be Able to Answer

top three priorities

One of my favorite shows currently on TV right now is Shark Tank. It feeds my entrepreneurial spirit and ignites a lot of creative (and sometimes cooky) ideas that I could only wish to have the opportunity to present to this impressive audience of venture capitalists.

All that aside, the reason I really love watching this show is because of the pearls of wisdom these experienced entrepreneurs spout off that have inspired quite a few blog posts – this week being no exception. On an episode from a few weeks back, it was Barbara Corcoran who said “Never have I ever met a successful entrepreneur who is unable to answer this one question.”  The question?

“Tomorrow when you wake up and go into the office, what are your top three priorities?”

This question is deceivingly simple. Try answering it off the top of your head right now. When I tried to do the same, I knew I had the answers, but when put on the spot, I found it hard to quickly put these key priorities into succinct bullet points. This doesn’t mean I’m doomed to fail as an entrepreneur, but it did make me want to sit down and put some thought into my top three priorities right now. Should I ever “bump” into Barbara Corcoran, this would be my answer to her question:

1. Continue to build quality relationships with my existing clients

In the pursuit of new clients, I never want to take for granted the awesome ones I currently have. I’ve already put the effort into earning their business, building a relationship with them and becoming efficient at the tasks I do for them month after month. It is a valuable use of my time to keep these existing clients happy and on board because trying to replace them is far more costly.

2. Selectively target new clients

Once I devote the time to keeping my current clients engaged, I need to continually fill my pipeline with ideal prospective clients. I’m lucky to be in a position where I can be selective with the new clients I choose to take on. I know the size, industry and vision of companies I best serve and these are the ones in which I’ll devote my time to pursuing. Smaller clients or ones that don’t quite align with my services may still find me, and I’m happy to see how I can help, but they are not the ones that I will actively put my resources into pursuing.

3. Find ways to automate my tasks and become more efficient with my time

I’m a consultant and sole proprietor by design. This means I must carefully guard my time and find ways to be extremely efficient as I take on additional clients if I want to continue to enjoy the benefits of the 80/20 Principle. It is my goal to find ways to automate my tasks or become more efficient at completing them so that as I take on new clients, I’m not working more, I’m simply filling the bandwidth my efficiency has opened up.

Whatever your top three priorities are right now says a lot of about the current state of your business/career and your entrepreneurial style. Maybe they even point out some areas where you need to refocus. They should address your immediate needs, but also plan for future growth and strategic change. Having your top three priorities locked and loaded serves a purpose far greater than simply impressing someone who asks. They give you that laser focus each and every day that is at the core of every successful entrepreneur.

Are you able to easily answer this question? Share your personal top three priorities by commenting below!

 

 

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Take Back Your Time: How to stop wasting your day in meetings

man in gray suit holding big clock covering his face

Back when I worked the life of a 9-5er, meetings were a staple of my daily schedule. Short, long, painfully boring or engaging, these meetings would get tacked on my calendar until some workdays were almost entirely spent in a boardroom. Sometimes I played an active role, while other times my boss simply wanted me to “sit in” on the meeting – to help keep him awake or me from being productive, I’m assuming.

Don’t get me wrong, I certainly see the value of an efficiently run meeting; however, they should not take up the majority of your workday. The more time we spend in meetings, the less time we have for making actual progress.

As an entrepreneur, I’m fully in control of my schedule which has made me highly protective of my time. I don’t give just anyone access to it. I get requests to “meet-up” all the time and the majority offer nothing mutually beneficial. To help me more easily identify and pre-qualify meetings of value, I’ve developed a strategy that everyone should want to implement.

Before you accept one more invitation to yet another coffee meeting, first ask yourself these four questions to assess whether or not this is something deserving of a chunk of your valuable work day.

Does the conversation necessitate a meeting?

So often people will think they need a meeting, when really the conversation can be just as adequately completed over the phone or email. I get it. Some people are social butterflies and who doesn’t want to get out of the office now and then? But don’t use other people’s workday as a way to waste your own.

When someone first requests the chance to sit down and talk, dig a little deeper. Ask yourself (or even them directly) whether what they’re asking for has to be addressed in person. It may take several weeks to find a time to meet, while a phone call or email response can be fit in that day.

Is it mutually beneficial?

It’s okay to be selfish with your time. After all, you’re only given so much in your life and I promise you that on your death bead you won’t regret all those hours you didn’t spend in meetings.

Before you agree to meet with someone, be sure that the purpose of your time together is going to be equally beneficial to you both. Maybe they want to sell you something – and that’s fine. So long as it’s something you or your clients can truly use. Or if they say they just want to tell you more about their business, be sure that you’ll get time to talk about yours as well.

Is the location and time convenient for you?

At the root of why in-person meetings are often so inefficient is the time spent getting there and back. Unlike a phone call or email, you actually have to spend a considerable amount of time in transit  – and getting showered and dressed to look presentable.

If you decide that you’re going to make time for a meeting, make it convenient for YOU! Take control of suggesting the dates, times and especially the location. Early in my career, I would make the mistake of giving the other person free choice of the these things and would wind up traveling a half hour to an obscure coffee shop at a time that was utterly inconvenient with the rest of my day’s schedule. If they’re requesting the meeting, they should also be willing to accommodate you.

Could it grow your bottom line?

Back to the point of being selfish with your time, it’s not greedy to first question whether or not this meeting will grow your bottom line. It’s smart and it’s what every other successful professional is thinking as well – especially the one requesting the meeting with you. Of course there’s something in it for them, make sure there’s something in it for you as well!

Ask yourself if this meeting holds a direct or indirect potential to grow your bottom line. I stress to think indirectly here. Not everyone is going to deliver a hot lead in the first meeting; it can take months or years. But think about their connections, experience and influence. If they might be able to use any of these things to help you in the future, it’s worth building a relationship with them now.

Did they earn it?

Finally, make them earn that meeting! For me, I always appreciate sincerity and creativity. Mass messages or an email template that doesn’t even personalize the content with my first name will quickly get deleted without a reply. In contract, a personal message referencing something unique to me or my business lets me know that they did their homework and inspires me to do the same.

I’ve also seen some pretty clever “outside-the-box” techniques for requesting a meeting that have won me over. A hand written letter really stands out in the age of e-blasts. Also, it never goes unnoticed to reference a recent news article about the person’s business or a blog post they wrote that shows you’ve taken a careful interest in their work. The possibilities are endless!

Meetings are a part of building a business, but they can also become a distraction that prevents you from making progress. A request for a meeting doesn’t always have to be granted. Remember that you are the only person looking out for your own time and this is all the more reason to be strategic with how you spend it.

How do you prevent overloading your schedule with meetings? Share your tips and tricks by commenting below.

 
 

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8 Time Saving Hacks I Use Every Day

time saving hacks

Living life as a young entrepreneur, I’ve tried to maintain the mindset that it’s not about building a business, it’s about building a life. How we spend our time determines the life we lead. While I love my work, I also love time spent with my family, outside, exercising and relaxing. And for me, these are all rewards of being efficient with my time.

Over the years I’ve gotten very good at efficiency, so much so that it’s a running joke between people who know me well. No, I don’t have any more hours in a day than anyone else, but I have learned some extremely helpful time saving hacks that may make it seem that way to the outside world. They’re not magical or revolutionary, they simply use common sense that we often stray away from throughout life.

1. Start your day one hour earlier than everyone else

Rise and shine sounds a heck of a lot easier than actually doing it, but getting up early and getting a head start on work is one time saving hack that has made a huge difference in my day. I catch up on all my emails, knock off the easy or reoccurring tasks on my to-do list and prioritize the remaining tasks so I have a game plan of the rest of the day.

Even though it’s only an hour of work, I find that my clear and focused mental state in the morning, combined with the silence of everyone else sleeping, allows me to work with incredible efficiency. I turn that single hour into half a day’s work sometimes. And for someone who works from home as both an entrepreneur and a mom, knowing I have that uninterrupted hour is a Godsend.

2. Simplify your morning routine

Take a critical look at your morning routine and really think about what you’re doing and why you’re doing it. The first time I did this, I was shocked at how many minutes I was wasting by not structuring my routine properly and by doing things that simply didn’t have any added benefit to the rest of my day.

From little things, like narrowing down the number of health and beauty products I use to the big things, like eliminating my morning commute by working from home, I have become an efficiency machine. If any part of your routine doesn’t help you look better, feel better or keep your household and business running, rethink why you feel the need to make it a part of your day. Habit alone is not an acceptable answer.

3. Block-schedule meetings and errands

Because I do double duty as a mom and a business owner, strategic scheduling is a must. Finding a block of time for a meeting (that doesn’t include my son as a tagalong) can be harder than snagging a dinner reservation at one of the swankiest restaurants in L.A.

One day a week, my husband will work from home and free me up to see clients, attend networking meetings and have some uninterrupted work time. So, I try and fit as much in as I can into these days. What I’ve found is that even without my “mommy duties” as the catalyst for this type of scheduling, planning my meetings and errands in blocks of time is incredibly efficient. When possible, I’ll schedule meetings back to back in the same coffee shop where clients can come to me and I always incorporate stops at the bank or post office while I’m already out.

4. Complete reoccurring tasks in batches

Whether they’re part of running a business or running a household, we always have those reoccurring tasks that need done daily, weekly or monthly. For me, some of these tasks happen to be writing for my blog, paying bills and making baby food. While these are quite a random assortment of tasks, I’ve found they have at least one thing on common – they can be done in batches.

Unless something is especially timely, I write and schedule my blog posts weeks in advance. I often write several posts in a day when I’m feeling particularly creative. For bills that are the same every month, I use the online bill payment feature through my bank to have these checks go out automatically. And for baby food, I have one full-blown cooking and freezing day a month that allows me to mess up and clean up the kitchen just once while enjoying extremely convenient (and cheap!) mealtimes the rest of the month. Identify your own reoccurring tasks and tackle them in quantity. This will save you so much more time than completing them one by one day after day.

5. Set time limits

This time saving technique is pretty straightforward. For those tasks that chronically take up more time than you anticipate, set a reasonable time limit and stick to it. At first, you’ll likely exceed your limit and have to stop for the day, but over time I’ve found that I’ve gotten more efficient because I really want to beat that timer! It also forces me to dive right into a project rather than wasting a half hour or more getting into the “right” mindset.

6. Unsubscribe from emails you don’t want to receive

This is something I started doing a couple of years ago and it’s completely changed the dynamics of my inbox. Any time we purchase anything online, attend an event or hand over our email address in exchange for more information, we can expect to be automatically added to a list serv. Maybe it’s minutes or maybe it’s weeks later, but we can also expect to begin receiving marketing emails.

Unless this is something you are interested in receiving, take the time to unsubscribe! Sure, this requires a few more clicks and maybe even some typing which takes longer than simply hitting delete, but in the long run it will absolutely save you time and preserve the space in your inbox for important messages.

7. Push people to communicate by email

For the majority of scenarios, email communication is a much more concise way to communicate. A phone call, for example, first requires both parties to be available at the same to connect. In today’s fast paced society that is becoming less and less likely. Next, there are the obligatory “How are you’s?” followed by some chit chat. Then, if you’re lucky, you’ll get straight to the root of the conversation. If the information is complicated or hard to remember, often one person will say “Can you email it to me?” And if you don’t connect on the first try, you might end up playing phone tag and spending even more time dialing in and checking your voicemail.

Do I make a convincing case yet? Whenever possible, I ask people to email me. I’ve also started removing my phone number from business cards so that if people feel the need to call, they can start by first emailing me for my number and I can assess whether it’s truly necessary. This isn’t to overlook the times when phone calls and face-to-face meetings are the better option, but for a hybrid mom, I love that emails can be answered on my time and don’t convey the screeching child that is likely in the background.

8. Learn to say no

People and things will always be vying for pieces of your day; you must become a conscientious keeper of your time. First, get your priorities straight. For me, this is running a business, being with my family, staying connected with friends, exercising and relaxing. For obligations that fall outside of these categories, I carefully consider whether or not they’re worth my time.

Just because someone asks you for a favor or wants to meet to sell you something you don’t need, doesn’t mean you have to say yes. Learn to say no (nicely) and you’ll be amazed with the amount of free time you’ll earn back.

What are some of your own time saving hacks? Share in the comments below and help us all to find a little more free time in our day!

 

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