Time is your greatest asset. Yet, managing it is one of the greatest challenges for busy entrepreneurs. There’s always too much to do, and there’s only so much time in a day. Here are my top five time management tips that will help boost your personal productivity and boost your business profits:
1. Write down today’s priorities in advance
Organize your to-do list the night before, so that you can hit the ground running rather than having to set aside time to actually think of what has to get done the very same day. Make it a habit of writing out your list of things to do in a convenient electronic format—Notepad or an online calendar that is in sync with your Smart Phone device.
The more organized you are the more you’ll be able to check off your to-do list. Start with a tidy desk, organized filing system and set of procedures to handle tasks that come in.
To keep from procrastinating, if possible, tackle the most difficult, tedious and challenging things first. Begin with the tasks that you must do, although you really don’t want to do them. Once you’ve gotten past the most undesirable tasks, the things that you want to do will be more enjoyable and productive. The more difficult the task, the better you’ll feel once you’ve gotten it done.
2. Set aside uninterrupted time
Remove all distractions that will prevent you from staying focused. Once you’ve checked your emails and made your important phone calls, close all open programs on your computer, such as email, web alerts and updates. If necessary, close your office door, shut off the TV in the background and let your calls go to your voice mail or route them to an assistant.
How you start your day will set the tone for the remainder of the day, so begin your day with some quiet time by yourself, and get centered inwardly. This will help see you through the rough and tumble you might encounter during the day.
3. Avoid multi-tasking
Some people claim that multi-tasking saves time. The truth is that you are not most effective when multi-tasking because the human brain is designed for focused concentration. You need only look at the rise in vehicle fatalities, due to texting and talking on cell phones, to grasp that truth.
Whether you’re in your office or vehicle (a life-threatening “no no”) you will be most effective focusing on a single goal or task, whether it’s something you are trying to accomplish that very moment or a long term goal.
4. Delegate Work to Others
You can try to do it all, and it might seem cost effective, but it’s just not the best way to use your time and it could actually be costing you revenue. As a business owner, your attention needs to be focused on the big picture of strategic planning and promoting your business. Delegate the execution of the smaller tasks to well-trained staff. Trying to do all the minor work, in addition to managing all the major issues, is often overwhelming, distracts your attention and can render you over-exhausted and inefficient.
If you’re a solo entrepreneur you’re probably wearing all of the “hats,” from CEO to mail clerk. Try soliciting the help of family members who can assist you on an “as needed” basis for a small fee rather than retaining a professional, which can be draining on your budget. Forwarding your calls, updating your website, creating professional promotional materials and maintaining inventory are just a few responsibilities that can be delegated to family members until you can afford to hire a staff.
5. Automate Repetitive Processes
As valuable as your time is, it is crucial that you work smarter, not harder. One way to do so is to automate as many processes in your business as possible. The more you can automate, the more profitable your business can be. Leverage the genius of your website by taking orders online, set up automatic responders, use an online time scheduler such as Time Trade and block-out times your clients can book an appointment with you and set up an automated telephone answering system.
In this day of social media mania, make sure your Facebook, Twitter, LinkedIn and other accounts are in sync so that one post will update them all. Also use sites such as Tweet Deck and Tweet Later to schedule some of your more general tweets days or weeks in advance.
The best solution for managing your time is to find out what works for you. Use these tips as a guideline and incorporate other time-management measures that work effectively for you and your team.
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