Tips to Increase Efficiency and Productivity

When you started your business you thought you would be working less, instead you find yourself working more. Here are a few tactics to help increase your efficiency so that you can work less and enjoy life more.

Organize your office.

• Go paperless - scan your paper files and place in folders with descriptive names on your computer. Do the same for each new piece of paper you receive.
• Set up your computer files to match your paper files.
• Client files – Folders for each client
• Accounting files – Folders to hold receipts, bills, tax forms, etc
• Administrative files – Folders to keep track of
• Marketing files – Folders to keep copies of all your marketing materials - Web site, business card/flyer/brochure, presentations, etc.
• Put the items you use often within reach.
• Give yourself something nice to look at – family pictures, flowers, and inspirational sayings.

Develop the self-employment mindset

• Make your business something you are passionate about, something you would do even if you didn’t have to.
• Keep track of everything, small advances are very encouraging.
• Start the day dressed for work.
• Let the family know that once you enter your office you are no longer available; you have left for work.
• Start and end the workday at the same time every day.
• Once you enter your office, leave all personal tasks behind, and once you leave your office, leave all work behind.
• Schedule meetings & appointments during your personal peak time.
• Create a time during non-peak hours to handle paperwork.
• Leave the office for lunch and dinner.
• Identify things that UNmotivate you, and avoid or change those things.
• Reward yourself when you reach goals, no matter how small; rewards can be a splurge on expensive advertising for the business or a personal splurge to celebrate your success.

Create Systems

• Create a “to-do” list that prioritizes your tasks, 1. Must be completed today, 2. Must be started today, 3. Should be started today
• Make sure your “to-do” list includes marketing, billing, research, and reading
• Use a “follow-me” phone system that lets you determine when calls should be routed to your office and when calls should be routed to voicemail.
• Make sure your voicemail message requests all the information you need to return phone calls, and the caller knows when to expect a return call
• Have a set time to return phone calls and email, and don’t stop working to answer the phone or email.
• Use an application like Plaxo to keep your database up-to-date
• Create templates and a complete sample of forms and documents you use on a regular basis, including contracts, proposals and welcome packets.
• Set up email filters so that incoming email goes into categorized folders and you won’t have to spend time sorting through email.
• Be sure clients are aware of your business hours and know when you are available and how quickly you respond to a message
• Divide your day into 30 or 60 minute blocks, and schedule your tasks within those blocks.
• Back up your computer data every day.

Take a moment to relax

• Work out
• Take a walk
• Get a facial
• Read to the kids
• Have a candlelight dinner – yes, even with yourself!

Outsource routine tasks

• Let your Virtual Assistant handle all your correspondence, including email and phone calls.
• Let your Bookkeeper handle your billing, and keep track of your expenses.
• Let your Web site Designer design and maintain your Web sites.
• Let your Online Business Manager generate Web site traffic, and submit your articles and press releases.
• Let Schwanns.com or Netgrocer.com deliver your groceries.

my personal Rolodex of business resources

Looking for a few great resources to make your business outstanding? The following are tools I use everyday; some are free some or not.

• File Backup: I use Moxy to automatically backup my computer files. Setup was quick and easy and the upload starts at the scheduled time everyday.
• Email List Management/Autoresponders, Shopping Cart & Affiliate Management in One: Fullybiz let’s you fully automate your sales and keep in touch with your clients and prospects. For a lot less than other shopping cart/email managers.
• 800 #: Freedom Voice gives your small business that big business sound of multiple departments by letting you have multiple extensions. You can even send and receive faxes, record & host podcasts and conferences.
• Website Stats: My favorite website analyzer is Google Analytics. You can’t beat the graphs or information.
• Research, Publicity Tracking & Competitor Analyzer: Nothing beats Google Alerts. You can setup an unlimited number of search terms and Google will send an email alert.
• Teleconference Line:Instant Conference lets you host a teleconference for up to 150 people. It will even record the call, sends an email report of who was on the call and even give you multiple access codes.
• Webinars: My webinar application of choice isPersony. I works right from your computer and website hosting. Plus, your attendee don’t have to download anything. Any web browser will give them access to your recorded or live presentations.

OperateItRight Company Manual Saves Solopreneurs from Disasters

I am so excited to say that I officially launched OperateItRight Company Manual today. This workbook is so dear to my heart because it has saved my business and the business of a few of my clients. I have debated with myself for over a year whether or not I should release it.

I decided to release it now because as I updated my personal copy in preparation for the coming hurricane season I thought of a few clients who could benefit from the workbook as well. Their statements of gratitude made me realize I should make it public.

The OperateItRight Company Manual is a comprehensive, easy–to-follow workbook to document the planning of your operations, marketing and entire business. It also serves as your disaster plan, succession plan and dissolution manual all rolled into one. The OperateItRight Company Manual gives you peace of mind and ensures you’ll operate your business right so that you can live the life of your dreams.

It lays everything out…

• So that you’ll have all your business information in one place at your fingertips
• Ensuring that all your procedures are handled the same way every time
• Allowing you to focus on your business because you can see what can be delegated and what should be improved
• So that employees and contractors will know their roles and responsibilities
• So you can quickly update and revise it as your business grows and changes
• Including your identity, target market, marketing practices, steps to take in a disaster, what your survivors should do in the case of your death, and the steps you should take to dissolve your company.
• Increasing the value of your company if you decide to sell
• The OperateItRight Company Manual gives you a ready-to-use template to cover every aspect of your business.

I’m even releasing the directories I use to generate website traffic for myself and my clients as bonuses.

So, get your copy now; it’s only $67.00–a small price for peace of mind. http://www.OperateItRightCompanyManual.com

« Previous Page — Next Page »