Did you know that having an online business has lots of advantages for you? Online business owners can save a ton of money on gas, and they don’t have to worry about dressing a certain way for work. All that is needed is to designate work time for your business. They can even take their work with them anywhere they go, as long as an internet connection is available.
But every type of business has its pitfalls, and online businesses are no exception.
One of the biggest challenges that online business owners face is staying on task. The internet is a big place, so to speak, and it is full of distractions. There are forums, chatrooms, and blog conversations to participate in. Then there are friends and family to send instant messages to. And don’t forget about those emails to check! The list goes on and on. And I’m sure you have a big checklist of things to do for your clients as well!
It’s very easy to get sidetracked when you work online. But it is important not to let distractions affect your productivity. Even if you’re not getting paid by the hour, time is still money.
So how do you designate work time for your business? Do you set aside so many hours a day, so many hours a week or do you just play it by ear? This last one gets you nowhere by the way!
Set Hours and Stick to Them
One of the advantages of being your own boss is the ability to set your own hours. This is particularly true when you have an online business because you don’t necessarily have to keep hours that are convenient to your customers. But it is important to actually set working hours instead of just working when the mood strikes you.
During designated work time, avoid using the internet for non-work-related activities as this is essential to your productivity.
Here are some ways you can help yourself do that:
Segregate your email
Use one address for personal correspondence and another for business purposes. Set your email program up to automatically check the business one only.
Write notes to yourself
If something pops into your head that you must attend to online, don’t let it interrupt your work. Write it down and take care of it during non-work hours. A good app for that is Keep and you can get that right in your Gmail account.
Are You Open or Closed?
Write yourself a note reminding yourself that work time is for work only, or put up an “Open” sign. It can serve as a gentle reminder that business is the only thing that should be taking place.
Use Flexibility Wisely
Another great thing about working online is flexibility. If something comes up and you need to attend to it right away, you can drop what you’re doing and attend to it. But it’s crucial to only use that privilege when absolutely necessary.
When you have an unexpected interruption, you lose working hours. If you were working at a regular job, you would have to either take sick or vacation time or lose pay. When you work for yourself, you can make the hours up at a time that is convenient for you. It is, however, important to make them up at some point.
An online business is one of the most convenient and flexible ways to work from home. It also presents more opportunities for distraction than many people imagine.
Online business success requires a lot of discipline, but the rewards are many.
One thing that works really well is to have a daily schedule you can look at to make sure you’re on track for your day. So here’s one you can use to keep you on track.
Someone once said: “Your life will begin changing the moment you decide that you want it to.” And so it is with organizing too! Organizing your marketing efforts will help you succeed, just ask other business owners.
I’ve found that the same is true for growing your business. If you want to see different results than what you’ve seen in the past, you must make a heartfelt decision to do things differently. You need to start with making over your mindset and start organizing.
Mental blocks can hold you back and keep you from achieving your goals. When you sit down to work on your business are you clear and focused, or is your mind cluttered with ideas, client requests, overdue items and more?
The FIRST step to achieving your goals is de-cluttering and organizing your mind. When you do this, you’ll be able to clearly define what you want to accomplish and start taking the necessary action to achieve your goals.
It’s a long to-do list. Right? Too many ideas for marketing your business, missed opportunities, and a constant state of overwhelm that’s running your life. Don’t you think it’s time to clear out the old and get organized? When you do this, you’ll find that it’s easier to focus on marketing your business consistently and effectively.
Here are seven simple practices that you can use NOW to help you with your organization:
1- The first thing to do is to document EVERYTHING! Yes, you heard me right…
When your brain is busy trying to keep track of the many details that are floating around your head, you begin to feel stressed out and overwhelmed. Write down everything! Get a notebook if you prefer the pen and paper type of note-taking, or use Evernote. No matter how you do it – start documenting every aspect of how you run and market your business. Getting it all out of your head and onto paper is going to relieve a tremendous amount of stress.
Apart from your procedures and to-do list notebook, you should create a space where you can write down all of your new ideas. Entrepreneurs have no problem generating great new ideas. But it’s far too easy to forget about them or allow them to distract you from your profit plan. Keeping your ideas in one spot will make it easy for you to refer back to those ideas often so you can actually implement them. Imagine how you can increase your profits when you start taking action on your great ideas?
If your daily task list is in 7 different spots, you’re going to feel distracted and scattered. Keep everything in one list – there are countless options, so just choose one and stick with it! Once you’ve picked the best option for you, commit to using this one system for your tasks and projects. Using a web-based system will make it easy to delegate tasks to other people and help you organize an effective system.
4- Plan ahead with your content
Many entrepreneurs feel stuck with marketing because they aren’t sure what to do. Just start with one month – plan out what you’ll be doing in the upcoming month. Pick a date to publish each piece, plan out the theme for your content and jot down some ideas for your newsletter, blog posts or social media updates. When you sit down to write your marketing materials you’ll crank out your content quickly and easily. This will also help you to stay organized.
5- Create a Master Schedule Template
If you find yourself looking back at the end of the week and wondering where the time went, you need to implement this right away! Using a weekly calendar, you can designate blocks of time where you’ll work on certain aspects of your business. For example, reserve Monday from 9 am to 12 pm for marketing, 1 pm to 3 pm for writing, 3 pm to 5 pm for email management, and so on. Start by inserting recurring tasks (like client meetings, marketing times, meeting with your coach, etc.) and then designate other blocks of time for your other activities. Don’t leave your essential tasks to chance! Make a plan for when you’ll do them and you’ll boost your productivity. Daily Plan Sample [Click to Download]
6- Set clear boundaries
Once you get this support system into place, you need to follow through and stick with it! Commit to yourself that you’ll honor what you’ve set out to do. Turn off email notifications and other distractions. Make sure that friends and family know when you’re available to chat. You can also create accountability for yourself by working with a coach or mentor to help you.
Marketing and growing your business isn’t impossible – but it does require planning and consistency to work. When you de-clutter your mind and organize your materials, you will be able to see the results you’ve been looking for and fully enjoy a successful business.
So, which organizing tip will you implement first? Please share your thoughts with me in the comments!
YOUR “TAKE ACTION” PLAN FOR THIS WEEK:
1. Plan a “brain dump” – Take time this week to get everything out on paper – all of your “to-dos,” all of your big ideas for growing your business, all of your client projects – everything. When you write it all down you’ll be able to get it off your mind and develop a plan for getting things done.
2. Get organized – Create digital files on your computer for all your important documents. Also, anything you deem important, such as graphics, articles you need to write, backup files for your website, just to mention a few. I’m sure you can think of others as you go through your computer. You’ll save time each day and boost your productivity just by knowing where everything is located.
3. Master your schedule – Set time aside each week in hourly blocks for all of the things you need to do – including marketing your business. You’ll be more productive, waste less time, and get more done.
4. Plan ahead – Write down your content focus for the next month and brainstorm ideas for blog topics, social media conversations, and newsletter articles. Then sit down to write at your designated time and get your content into the hands of the people who need you!
5. Set boundaries – Let friends and family know when you’ll be available to chat and commit to sticking with your master schedule. You’ll eliminate distractions and increase your profitability.
GO…Do it NOW! You will be so thankful that you did this for your growing business.
Remember to contact me if I can help in any way. Your business really needs organization and I can provide that service to you.
Sue was a web designer who worked from home. She found herself very distracted and didn’t feel she was as productive as she could be. At a friend’s urging, Sue began using a time tracker to track her personal time. She was amazed to see how much time she was filling with minor tasks (like checking Facebook on her phone and surfing Pinterest). Tracking personal time is really essential if you plan on having a successful business.
If you haven’t done it before, you should try tracking your time, too. The results can be surprising and like Sue, you may discover you could be far more productive…
Tracking Personal Time Takes About 2 Weeks
Think of time tracking like a budget. Your hours are your dollars. By tracking them you can see where your money (in this case your time) is really going. Then you can make adjustments to your schedule depending on what you learn.
Plan to spend at least two weeks tracking your time. If you only track your time for a day or two, you’re not going to get a complete picture of what your habits and routines really look like. This can lead you to under-estimate the time you need to do certain tasks (like finish a big project).
Do Quick Check-Ins
Tracking your personal time doesn’t have to be all-consuming. Instead, you can check-in with yourself 3-4 times a day to make a note of what you’ve been doing. A good idea is to plan to check-in after every meal. This gives you a chance to think about what you’ve done and what you plan to do in the coming hours.
Record everything no matter what. You wouldn’t splurge on a huge purchase then not budget for it, would you? This could lead to financial errors and other problems. It’s the same concept with your time. Acknowledge how you’ve spent it, even if you’re not proud of it.
Use a Physical Notebook
There are dozens of time trackers online. These can be useful when you have to track time for client projects. But it’s not so great when you’re tracking your personal time. If you go to record your time and find yourself distracted by social media or emails, you could definitely benefit from using a physical notebook instead.
Make It Fun For Yourself
So, when Sue started time tracking her personal time, she asked her friend to join her. Together they both began tracking their time. But instead of sharing their logs, they’d take selfies and send them to each other every hour. Cool huh?
It made the experience more enjoyable and kept both of them focused on being productive. You can do the same thing—send a quick selfie to a private Instagram account every hour for a visual record of how you’ve spent your time.
Look over Your Log
After you’re done with tracking your time, plan to have a review session the next day. Look over your logs and make notes about what you’d like to change now. Do you want to spend more time playing with your kids? Would you prefer to cut out Facebook and use that hour to work on eating healthier meals?
Time tracking can be a great way to see where you’re spending it well and where you can make some improvements. Don’t be surprised if you find yourself becoming more intentional with how you spend your hours!
Can’t seem to stay on track? Discover how to stay organized and save time when you download your free workbook!
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One of the best ways to stayorganized and keep on track with your projects is to create a monthly plan. Your monthly plan can be filled with notes about when to do your various tasks so you can smooth out your workflow (no more rushing to write that blog post at the last minute!).
Here are a few pointers to get you started…
Make a List of Recurring Tasks
Take some time to think about what recurring tasks you have to do for your clients each week. Do you log in to their WordPress blog and delete spam comments? Do you schedule their social media content including videos and pictures?
There may also be tasks you only do once a month for clients—like backing up their website or assigning work to other team members. Add these tasks to your list, too so you won’t forget them.
Schedule Recurring Tasks
Now that you know what you have to do each week or month, make space for it on your calendar. You can use a physical or digital calendar, depending on what you prefer. Digital calendars do give you a slight advantage since you can set reminder alerts so you never forget an important task again.
As you fill up your calendar, think about how long each task will take and build in some buffer time. For example, if you think you can write a blog post in twenty minutes, give yourself sixty instead.
Now, you have extra time if you realize you need to research a fact or interview a source.
Create a Checklist
Some recurring tasks may be big and complex. Maybe you’re a virtual assistant who uploads products to her client’s website. There’s a whole list of things you have to do to make this happen. You need to upload the product to Amazon S3, add it to aMember, set up a form in aMember, create a pickup page in WordPress, add the official sales page to the website, create an autoresponder series, etc.
With all of these tasks, it’s hard to know where to start. Use a checklist to help you stay organized. The next time you’re doing this task, note down every step you have to take along the way.
Now, doing this task in the future will be easy since you just have to open your checklist and get to work.
When you schedule recurring tasks on your calendar, you’ll be more likely to remember them and impress your clients. You’ll also feel less stress since you know exactly what to do to stay on track each month.
Casey was a virtual assistant who specialized in social media. She enjoyed working for clients but she was hired for a month or two then let go time after time. After noticing this pattern, Casey reached out to a friend in the virtual assistant industry who had spent years serving clients.
Dana, Casey’s friend, explained that often it’s hard for clients to understand exactly what their service provider is doing. “So, they paid you for ten hours of social media help but they don’t know what they purchased unless you tell them. At the end of the month, it’s hard to validate the money they’re paying since they aren’t sure what happened with it.”
Dana went on to recommend Casey do a few key things to improve her time tracking for clients.
Start with a Regular Report
Every week, send a brief email to your client and let them know what you did. Don’t say something vague like, “I spent three hours on your social media.” That doesn’t give the client an idea of what you were doing.
Instead, provide relevant details. You could say, “I spent one-hour uploading 15 posts to your social media scheduler. Then I researched popular Pinterest group boards. I followed the rules of each board then pinned your latest blog post so you can get more Pinterest traffic. I also updated the branding for your Facebook fan page with the new logo we discussed.”
After you share what you did, include any metrics that might be helpful. For example, you wrote a new blog post that resulted in two big sales for your client. Be sure to mention that in your week’s report.
Keep in mind that the results you measure should match the client’s goal. If the client’s goal is to become a social media influencer, then mention that their new video tweet got 103 RTs and 1.5K views on Instagram. If you’re not clear on what your client’s goal is, you need to talk with them. Figure out what it is they’re looking for and develop a strategy to help them achieve it.
Schedule a Review
As a service provider, you want to make sure that you’re spending your time on projects that matter to your client. It’s smart to request a 15-minute call every month. You and your client can use this time to review what you’ve been doing.
This monthly review ensures that you and your client are working toward the same goal. Your client might see what you’re working on and say, “Yes, do more of that please!” or she might say, “No, I want to change direction on this project.”
Tracking Your Time is Good
It’s not just clients who benefit from your time tracking—you do, too! Even if you’re doing an unpaid internship or bartering with someone, track your time.
Plotting how long it took you to complete a task can be helpful so you know how much time to budget for future projects. For example, tracking your time might reveal it takes you an hour to write a blog post but you always thought you could do it in 30 minutes. Now that you have this information, you can block off a full 60 minutes to write without feeling rushed or frazzled.
Casey took Dana’s advice. She started emailing her clients a weekly report and began getting more repeat jobs. This enabled her to spend less time marketing her business and more time doing what she loved—serving her clients.
Discover the best tools for tracking your time when you download your free workbook!
Need help? Check out my new Group Mentoring Program. It will help you in making decisions that will help you in your business.
Time tracking is a great way to ensure that projects stay on track while giving your clients peace of mind. But manually tracking it yourself can be difficult. It’s hard to remember to do it every time you start working on a project leading to inaccurate time estimates.
The solution is simple: stop tracking your time yourself. Instead, use a tool that monitors your time use for you. Then you can simply review it at the end of each day and make sure it’s accurate.
Here are a few of the best apps and software for your time tracking needs…
Account Sight allows you to track time for 5 clients and 5 projects. The great thing about this site is that it integrates with PayPal and QuickBooks. This means that you can easily track your time, invoice your clients, and update your earnings with just a few clicks. There’s both a free version and a paid upgrade that unlocks additional features that you may want to use.
Toggl makes it easy to see where your time is going at a glance. You can color code clients and projects, which turn into colorful charts and graphs. It also integrates with other productivity tools like Asana, Trello, Basecamp, and more.
Toggl has a free version that you can use for as long as you want. If you choose to upgrade, you’ll probably do it for access to the accounting features so you easily invoice clients and track your profits.
And a couple more:
Rescue Time is another app for your time tracking. It works differently than most tools. With Rescue Time, the program tracks what websites and apps you use throughout the day. It then gives you a productivity score each evening.
The cool thing about Rescue Time is that you can set specific activities to be categorized as “productive” or “distracting”. This can be helpful if you’re frequently on Facebook to update a client’s group or page. You can simply set Facebook to “productive” so your daily score is accurate. The app has both a free and a premium option if you want more in-depth tracking.
Trigger is an app that combines the power of time tracking with project management, resulting in robust software that lets you see at a glance what you need to do each day to stay on track with your projects.
Along with time sheets, you can use Trigger for online reports and automated invoices. It also integrates with Freshbooks, Zapier, Basecamp, Slack and more. You can get started with a free account but it’s limited to just 5 projects, so you may need to upgrade to a premium account later on.
Don’t get discouraged if the first app or software doesn’t seem to fit your needs. It can take a few weeks of testing out different apps until you find the one that works best for you and your business.
Find out how to track your time easily when you download your free workbook!
If you’re looking for help, just contact me using the form below:
If you don’t already have an organizational system for your business, now is definitely the time to start. Different people work best with different systems, so, unfortunately, I can’t tell you which type to use. But, here’s a cool business tip for you. Paper or Plastic – I mean Digital! lol Some people like paper systems, because they can cross items off their list as they complete them. And some people like digital planners because they can send their lists to their phones, i-pads and have them on their computers.
Google Calendar can be a mix of both because you can set appointments online and then print out your calendar as well. You can also view it from your phone, and have reminders go off on your phone and computer too.
Personally, I like the feeling of crossing things off a to-do list, and I like to see them, so paper is what works for me. But like I said, everyone is different. Find what works for you and go with it! Here’s a FREE PAPER TO-DO LIST you can use if you like paper.
2) Start Planning
The first step in taking time off in your business is to start planning for it. How much time do you need to take off? You need to know how much work you need to do in advance so that your business doesn’t fall apart when you take the time off. This is such a great business tip.
Let’s say you want to plan for a two-week vacation. Well, if you blog 3 times per week, that’s 6 blog posts. You’ll also want to plan for your Twitter and Facebook status updates, as well as any promotions you are going to do before taking off on your vacation.
On the other hand, if you are going to be working a reduced schedule, you need to plan for that, as well. For example, if you normally work 20 hours per week within your business but need to cut it down to 10 hours per week in the summer, it’s time to figure out how much you need to do each week, so you can start working extra now to make up for it, and to make sure you schedule the most important tasks in your limited hours. This little business tip is GOLD!
When you figure out how much work will need to be done, don’t feel overwhelmed. We’re taking this one step at a time. You don’t have to do everything in one night.
Look at the big goal and work backward. Using the first example of someone who is going on a two-week vacation, let’s say you have four weeks before you leave. Well, if you wrote two extra blog posts for the next three weeks, you’d have the six you will need, plus one extra week to schedule your Twitter and Facebook updates to let people know when new posts are published.
3) Work Smarter
Now is the time to start working smarter, not harder. Like I said earlier, you can write posts now, and schedule them to publish later. I for one think this is an excellent business tip!
If the idea of writing extra blog posts gives you a big case of blogger’s block, start doing the following:
Reuse old content – Take the content that is already on your blog and re-use it in a new way. Some examples include “Top 10 Lists,” where you list the links to some of the best tips you’ve previously written. If you don’t write tips per se, you can still use that idea and just call it a “My Faves” post where you list the links to some of your favorite previous blog posts.
Get Readers to Create Content – Get your readers to help you create some content! Ask a question and ask them to answer it!
Guest Posts – Ask some of your favorite bloggers to guest post on your blog! You can ask them to write an original blog post or ask for permission to post one of the posts that was previously written on their blog.
When it comes to taking time off during the summer, technology is your best friend! All the major blogging platforms let you write posts now and schedule them in advance. Your email newsletter service should be the same way. It would be impossible for me to know the facts on every single service out there, but all the ones that I know allow you to create your newsletter now and send it later.
HootSuite (https://www.hootsuite.com/) allows you to schedule social network updates, such as Twitter and Facebook. I use the free version, and it works just fine! Once you schedule your blog post and have the link for it, you can sign in to HootSuite and schedule an update with the post title and link on the publish date. It’s like you are right there, publishing it live at your computer, even though you are out on your vacation!
Delegating can be hard. Really hard. It’s kind of funny – you start a business because you want to be your own boss, but it can be really hard to start bossing other people around. Doing that requires letting go – and your business is a lot like your baby and putting that “baby” into someone else’s hands can cause you lots of anxiety and worry.
But eventually, you’re going to have to learn to trust, and start letting go…
You can let go in small steps. Let someone write your newsletter. Get someone else to answer your customer service questions. Have someone else post your items to your Etsy shop… Let someone else do what you are comfortable with. When the world doesn’t fall apart, let them do another task. It all depends on what your goals are.
So, where are you supposed to find these people? Well, you can hire one. Look online for a virtual assistant. You can go to sites like elance.com and guru.com, where you can post your job opening, and qualified people can “bid” on it.
These people will tell you how much they would charge you to take on the job. Now, don’t just pick the cheapest one. Look at their past work references! Just because it’s “cheap” doesn’t mean it’s good, and just because it’s “expensive” doesn’t mean it’s the best choice. Look at their past work and let that be your guide. Of course, you can also send a shout-out through Twitter or Facebook and see if any of your “friends” are interested in a side gig.
Another option is to find an intern. In most cases, interns do not get paid, but they should be learning something. So, you might be working with someone who has never used Twitter before. That’s okay. You can teach them! Yes, it will take more time, but you are getting work done for free, so you’re going to have to trade some time for that exchange. There are so many virtual assistants in the marketplace these days that will jump at the chance to be an intern. You can offer a testimonial for them to include on their website in exchange for the work they provide to you. Such a great idea!
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It’s not enough to dream of success. It’s not even enough to set goals. You need productivity! Yes…that’s right! Here’s an interesting article on organizing that will help you with your productivity.
The only way to achieve your dreams and build the business you’re meant to build is to sit down and just do it.
And that’s where what many of us fail to do. We resist because we are afraid of failing. But it’s the doing that stops us. Are we good enough? Will I be a success? Can you relate to this?
Here’s what we do…
We will overbook our calendars until today’s to-dos become next week’s past dues. We procrastinate on the things that are important while attending to things that are merely “nice to do.” And sometimes we simply take on too much—even when we know better. I know that I do this and it prevents me from advancing to where I want to go in my business.
So, what’s the answer?
According to the dictionary here’s exactly what productivity means as far as business goes:
the state or quality of producing something
the effectiveness of productive effort, especially in industry, as measured in terms of the rate of output per unit of input.
“Workers have boosted productivity by 30 percent”
Check out these five productivity solutions that top coaches use to get more done in less time.
1. Rituals and Habits: Simply put, a ritual or habit is a consistent way of doing something. You have a morning ritual (wake up, brush your teeth, work out, shower, and head to your office), evening ritual (check homework, tuck the kids in, watch the evening news, and hit the sack), weekend ritual (sleep late, mow the lawn, catch a movie, visit your mom), and many others.
The problem here is that if you’re not careful with your rituals, they can turn into productivity killers. Is checking Facebook or email a part of your morning ritual? Is turning on Skype a part of your at work ritual? Distractions such as these can turn even your best intentions into hours of wasted time. And your productivity levels will wind up really suffering.
Take a good look at your rituals. What are you doing that you should not be—or that should be moved to another part of your day? Make your rituals more efficient, and you’ll automatically get more done.
2. Calendar Management: Want to know how much time you really have available for that new project? Try blocking off time in your calendar for all your existing projects. Fill in all your client calls, your business administrative tasks, time for meals and breaks, outside appointments, and everything else you’re committed to. What’s left might just shock you.
Make it a habit to block time in your calendar for every commitment, and you’ll never again over-promise or over-commit. You’d be surprised at how much your productivity will go up because you are more focused on the tasks at hand.
3. Learn to Let Go: Here’s a news flash. You do not have to do everything in your business. You can (and should) hand off those low-level tasks to someone else. Hire a VA to create your documents and manage your calendar. Read this on how to help with your marketing.
Let your tech support person manage your blog and email. Turn over your bookkeeping to an accountant.
The time you free up will allow you to work on what’s truly important—and that only you can do. You will notice that your productivity in what you “desire to do” will go up and you’ll be happier too!
4. Work Hard, Play Harder: You are not a machine. You cannot work all day every day and hope to be at your best all the time. Yes, I know this from experience!
Take a day off. Get some rest, or relax on a long, slow hike. Take a friend out to lunch. Go shopping with your kids. See a movie or a play. Do something—anything—other than work.
Not only will you return to the office feeling much more refreshed, you’ll find yourself more creative and your productivity level will be better than before as well.
5. Focus: Multitasking is impossible. What? You cannot efficiently create a new coaching program while you’re simultaneously surfing Facebook, keeping an eye on the kids, and answering the phone every time it rings. Really? Most business people do this way too often and it definitely affects their productivity.
Use your calendar to block time off for important tasks, then turn everything else off so you can focus. No phone, no Facebook, no kids or husbands or neighbors or pets demanding “just a minute” of your time. Tune everything out, and you’ll find your work getting done much faster.
Manage your time and turning up your productivity is not something that comes naturally to most people. When you learn to master this skill, you’ll find your business grows right along with you.
Here are a few more ideas that will help with your productivity:
Make a master list for your grocery list and make copies to fill out every week. Or use a grocery app on your smartphone.