How to Systemise Your Business

How to Systemise Your Business

How to Systemise Your Business

If you’ve ever looked at another entrepreneur and wondered how she manages to get it all done, the answer might surprise you.

She’s got good systems.

It’s true. The most productive people all have one thing in common: they don’t reinvent the wheel every day. Instead, they’ve figured out the best, most efficient way to do every task, and they create a system to do just that.

No matter what business you’re in and what projects you find yourself tackling, a systemized approach will help you:

  • Work faster and produce more
  • Produce higher quality results with fewer mistakes
  • Easily outsource the tasks you don’t like to do

The Magic of Templates

How many times do you answer email from potential clients? What about responding to customer complaints? Or mailing your JV partners about an upcoming launch?

All of these tasks and more become effortless when you create fill-in-the-blank templates that can be repurposed for specific cases/people. Templates can be as simple as a “canned response” in your email client or help desk, or you can use software such as Text Expander (for Mac) or Phrase Express (for Windows). You might even create a template document in Dropbox or Google Drive to house all your templates for easier access.

While templates will undoubtedly save you time, the real beauty is that once they’re created, you can easily outsource things like email and even sales. Simply instruct your assistant on the proper use of your templates, and you’ll be free to do other, more important things.

The most productive people all have one thing in common: they don’t reinvent the wheel every day. Instead, they’ve figured out the best, most efficient way to do every task, and they create a system to do just that.

Checklists Prevent Mistakes

It might seem counterintuitive, but when you perform the same tasks over and over again, it’s easy to miss a critical step. You might think you paid your affiliates this month—you might even remember doing it—only to look back and see it was never completed.

But when you implement checklists, it’s suddenly much more difficult to miss an important task.

You can easily create checklists for all your common tasks and projects using nothing more than a text document. If you’re managing a team, checklists in your project management system allow you to see exactly what tasks are complete, and which are still outstanding.

Templates and checklists turn smart business owners into productivity superstars, and it’s easy to get started. The next time you answer an email you’ve answered before, save your response. The next time you set up a new product in your shopping cart or create a new opt-in page, take the time to record the steps. These documents will make future projects easier and faster to complete, and best of all, you can hand them off to your assistant to do instead.

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How to Stop Being Your Own Worst Client

How to Stop Being Your Own Worst Client

How to Stop Being Your Own Worst Client

It’s time to stop being your own worst client.

Imagine you had a coaching client who consistently failed to complete her tasks for the week.  

She couldn’t find the time to get her email opt-in page completed.  

She was too busy to write the next chapter of her book.  

She was working too hard and completely forgot to put together her webinar presentation.  

It wouldn’t take long before you sat her down for a serious talk about the future of your coaching relationship—and her business. A coaching client such as that is a frustrating waste of time.  

Excuses, Excuses

Why, then, do you continue to accept these and other excuses from yourself? Why is your lack of business development allowed to continue, even when you know how important those tasks are to your future growth?  

Now, before you go thinking I’m being way too hard on you, know this: we all struggle with this very issue. We all put our clients, our family, our friends, and even the neighbour we barely know before ourselves.  

But I’m giving you permission right now to stop doing that, and start treating yourself as the VIP you really are.  

It’s time to put your business growth ahead of that of your clients. Only by doing that will you be able to reach a larger audience, help more people, and achieve the goals you’ve set for yourself.  

It’s time to put your business growth ahead of that of your clients. Only by doing that will you be able to reach a larger audience, help more people, and achieve the goals you’ve set for yourself.  

Time Blocking

The simplest way to do this is to just make appointments with yourself. Set yourself up for success by scheduling a weekly CEO meeting, one where you sit down and plan out your weekly game plan.

Remember that hour or two you have free on Thursday afternoon? Don’t book a client call in that spot. Book yourself. Mark it on your calendar, and treat it as an unbreakable appointment, just as you would an appointment with a client or your doctor or your accountant.  

Spend the time working on the things that are important to the continued growth of your business.  

  • Develop a new group coaching program 
  • Write a chapter of your upcoming book 
  • Write emails for your autoresponder 
  • Reach out to JV partners 

In short, do those things you tell your clients to do—the things your own coach is likely advising. Don’t push them aside for “later” or “after your client work is done.” Elevate yourself to VIP client status and start putting yourself first. Your business will thank you for it.   

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Making the Most of Your Time: 5 Productivity Tips Top Coaches Live By

Making the Most of Your Time: 5 Productivity Tips Top Coaches Live By

Making the Most of Your Time: 5 Productivity Tips Top Coaches Live By

It’s not enough to dream of success. It’s not even enough to set goals.  

The only way to truly achieve your dreams and build the business you’re meant to build is to sit down and just do it.  

And that’s where many of us…….well, fail is a strong word. But it’s the doing that trips us up more times than not.  

We 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.  

The answer? Embrace these five productivity hacks 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 trouble is, 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.

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. 

Being really productive isn’t something that comes naturally to any of us, but if you learn to master the skill, you’ll find your business grows along with you.

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. 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. 

4. work hard play hard

You are not a machine. You cannot work all day every day and hope to be at your best all the time.

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, but you’ll find yourself more creative and productive than before as well.

5. Focus

Multi-tasking is impossible. 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.  

Instead, 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 neighbours or pets demanding “just a minute” of your time. Tune everything out, and you’ll find your work getting done much faster.  

Managing your time and turning up your productivity is not something that comes naturally to most people but when you learn to master this skill, you’ll find your business grows right along with you.  

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4 Simple Solutions to Systemise Your Business Today

4 Simple Solutions to Systemise Your Business Today

4 Simple Solutions to Systemise Your Business Today

What if you could systemise your business and save an hour a day starting tomorrow? That’s 5 hours per week, or more than a half-day off. Imagine closing your laptop at 11am every Friday without worrying about all the stuff that didn’t get done.

If you have been feeling overwhelmed lately, you can absolutely save yourself time by sytemising when you put these 4 solutions in place, and you can do it starting right now.

PROPER PROJECT MANAGEMENT

If you’re still managing your team with email and Skype messages, stop it. Things get lost, messages are forgotten (or never received) and balls are dropped. Not to mention all the time you spend sifting through your endless list of emails for that one piece of information you need.

Sign up for Asana today, and start putting all your projects there instead. You’ll have one place to look for tasks that are still outstanding, and be able to tell at a glance what needs your immediate attention.

PROPER DOCUMENTATION

If you find yourself reinventing the wheel every time you have to record a podcast or upload a video to your blog, then you need to start systemising. Take 5 minutes and document the steps, then next time you have to do it (or better yet, when you hand it off to a VA) you’ll be able to quickly work out what needs to happen. There will be fewer mistakes, and the work will get done faster.

If you are still managing a team with email and Skype, stop it. Things get lost, messages forgotten and balls dropped.

CREATE A BUSINESS ORGANISATION CHART

If you have multiple people on your team, this is critical. Rather than everyone coming to you for questions—or worse, asking the wrong person and getting the wrong answer — take the time to create an organization chart. Add it to your operations manual and make sure your team knows where it is and what it’s for. Now, rather than your Skype chat blowing up with questions all day long, you’ll have time for the more important tasks.

USE TIME BLOCKING

Get out your calendar and start making appointments with yourself. Decide when you’ll check email and when you’ll work on client projects, then stick to the schedule. These self-imposed deadlines will not only force you to get the work done, but they’ll help keep you focused, so rather than wasting time on Facebook, you’ll be working on your business.

All of these systems can be set up in an afternoon — at least initially. But the time they save you when you use them consistently is phenomenal. An hour a day is just the beginning, but you have to take action. You have to put in the work first, before you can earn the rewards, but the benefits are sweet. In the end, you’ll wonder how you ever managed before you did these four things to improve your business.

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