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.

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