Productivity Tips: How To Get The Important Stuff Done In Your Business

productivity business

When other people’s priorities are not yours

productivity business

The Work-of-the-business v the Work-of-the-business-owner

Small business owners often ask me if I can help them become more productive. Or rather the complaint is that there are always a thousand other things getting in the way of the stuff you would much rather spend your time on, instead of the never-ending emails, phone calls, crises, admin, quoting, employees calling in sick or needing help tying their shoe laces. No one ever seems to be able to get anything done without you.

It’s one of the great frustrations of small business. Everything is down to you, the owner. When a client is irate, when a supplier is unhappy, the bank has an issue or when the toilet paper runs out, it’s down to you.

And of course, you being you, you do fix it all, you are the ultimate juggler and the balls rarely ever crash when you’re on the job, but it means the work you actually want to do, gets put off and off and off.

No simple answers

All small business owners have to face this challenge and, sadly, I have no simple answers.

Move along folks… Nothing to see here.

I can suggest a few principles, though, that may help make you more productive and actually get the things you want to get done, done:

  • Other people’s priorities don’t always have to be your priorities.
  • The important work you want to get onto, the business development work is the only work in your business that cannot be delegated to others.
  • The important work you want to get onto can always be put off another day, but that doesn’t mean it’s not important.
  • If you don’t make the business development work your priority and set dedicated time aside for it every week, it will not get done and your business will struggle.

Covey and the 4 Quadrants

productivity business One of the classic works of personal development of the eighties is Stephen Covey’s book: “The 7 Habits of highly effective people”. In The 7 Habits, Covey talks about the 4 quadrants of time management (see the image).

Covey explains that all tasks can be put into one of 4 quadrants. Tasks can be:

  • Important and Urgent
  • Important and not Urgent
  • Not Important but Urgent
  • Neither Important nor Urgent

If you experience the problems I outlined in the first three paragraphs above, I know you have little trouble getting the tasks done that are in quadrant 1. The Quadrant 1 stuff is the stuff that must get done now, or else, and I bet you’re generally fine with that It’s the reason your business has survived as long as it has.

Mostly, small business owners don’t struggle too much with the Quadrant 4 stuff either, there’s not enough time in a day as it is, let alone spend time on stuff that is meaningless.

The problems are always in Quadrants 2 and 3. The Quadrant 3 stuff is all the tasks that are generated by other people. It’s the client ringing up and saying I need to have that quote first thing tomorrow morning, it’s the supplier saying I want to deliver this widget after lunch, can you be on site to receive it. Because the client and the supplier sound like it’s really really important to them, you set aside the thing you would have preferred to do and you make it happen. Other people’s priorities. They say “Jump”, your immediate response is “How High”? And when you jump you put aside the Quadrant 2 stuff. The Quadrant 2 stuff is the stuff that is important to you, but it can always be put off another day. The world doesn’t end if you start writing that business plan tomorrow instead of today and the world doesn’t end if you put off writing the new safety procedure for another day.

The world won’t end when you postpone

And the world really won’t end when you do that. After all you’ve managed alright without the business plan and the safety procedure to date… What’s another day? The problem is of course that tomorrow there will be another phone call and another crisis and the day after another one etc.

Obviously, sometimes when a client asks if you can do this thing for them by this afternoon, it really does need to be done, but many times it doesn’t. Often it’s perfectly ok to say: “Sorry I am busy this afternoon and tomorrow. I can get onto it on Thursday and have it to you by lunch time, would that be ok?” I can guarantee you that in most cases the client is going to be fine with that, as long as you are clear and decisive and as long as you actually deliver by Thursday lunchtime.

Other peoples urgencies

We are trained to respond to other people’s urgencies as if they are our own. They aren’t and it’s worth keeping that in mind.

I have worked with and met hundreds if not thousands of small business owners in the past 13 years. From my experience, I can tell you without a shadow of a doubt that the one key difference between the business owners who have built and are building Great Small Businesses and those who struggle, is how much time they manage to dedicate every week to building their business. I call it “The work of the business owner” as opposed to “The work of the business”.

If you start by dedicating as little as an hour per week to business building and business development, every week, regular as clockwork, no interruptions, phone off, email off, go to a café if you have to, block it out in your diary, nothing short of death is more important… You will start to build a Fun Business that sustains you for years to come… I promise you

#Productivity #Efficient #WorkOfTheBusinessOwner #BusinessDevelopment #Coaching

 

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What I learned about business and myself in 2016

Careful what you wish for, Business

Careful what you wish for in your business, you might just get it

Careful what you wish for, Business

The weary traveler makes a wish

December has come around and we’re officially in the silly season, end of 2016 in sight. I think it’s time to do some reflecting.

I learned a couple of big lessons this year about myself and business.

First, I learned that Kindness is a key success factor in small business. I published a whole newsletter on the topic of Kindness in October. It’s a nice collection of articles and videos from some great writers, as well as some of my own musings on the matter. Learning to be more Kind to myself and everyone else is one of my projects now, maybe for the rest of my life.

And second I learned the value of the old warning: “Careful what you wish for, because you might just get it.”

Here’s what that’s about:

Three and a half years ago, I decided I wanted to spend a lot more time with my family in Holland every year. Until then I’d do the regular family visits, but those were expensive, and exhausting, and you don’t really get to develop your relationships on those kind of annual flyin – flyout trips.

Reorganising my business and my life

I decided that what I wanted to do, was to reorganise my business and life in such a way that would allow me to travel to Holland and live and work from there for 3 months every year. It’s been my project over the past 3.5 years to make that come together, and I did it.

This year I’ve been in Holland for a total of 4 months, in two trips, and my business hasn’t suffered… If anything it’s healthier now than it’s been for years.

I have a really great marketing assistant in the Philippines now who continuously improves my findability. I have created lots of useful articles, videos, webinars, newsletters and my three books. I have implemented two sophisticated Marketing Automation Systems to connect with and build relationships with my audience. My clients are entirely happy to work with me via Skype and because of VOIP telephony I can simply make phonecalls to Australia from anywhere in the world.

It’s taken a lot of effort, time and money, and I wasn’t always sure if it would work out in the end, but it did, and now it simply doesn’t matter where in the world I am anymore.

I have so little to do

And that’s what is such a strange experience for me, because suddenly, I have so little to do. I stopped nearly all of my previous marketing activities. I resigned from the business referral group I was a committed member of for 10 years. I stopped going to networking events, I’m not doing “coffees” anymore and my online activities are nearly all automated. All I do, in terms of business development, is that I write articles and read interesting blogs in order to offer my audience useful Food-for-Thought, but that’s it. And as a consequence I have all this time available; time to do with as I please.

It’s a mighty weird experience, because I haven’t had time like that for such a long time. I’ve always had work to do, business to generate, quotes to complete, networking, sales follow up, proposals to write, admin to carry out… Never enough time in a day to get everything done as a matter of fact.

But now, I’ve found myself considering what kind of hobbies I might take up, or if I might volunteer somewhere. I didn’t truly appreciate what was going on most of this year; I struggled with myself a lot this year. I felt I was procrastinating and lazy and ill-disciplined and distracted most days. I’d sit down behind my computer determined to do some work, but I’d waste whole days doing nothing much at all.

Stuck in the procrastination swamp

Careful what you wish for, Business I’ve written about procrastination before and I said in the article, that one of the reasons we procrastinate is that we aren’t clear on what it is we are meant to be doing. I suddenly realised a few months ago, that I was stuck in the middle of exactly that kind of procrastination swamp. I didn’t know what I was meant to be doing, because there was nothing to do.

Since that realisation I feel great about myself. I actually achieved what I set out to do in 2013 and now I have to learn how to live in this new reality.

Have you ever set yourself a challenge and then when you’ve achieved it, made it work, you suddenly find yourself wondering: So What’s Next?”

And so we go from challenge to challenge in life, but I tell you what, I’m up for this challenge!

#FuninBusiness #dreamscometrue #YourWishInBusiness #feelgood #secretstosuccess #Coaching #Smallbiz #Entrepreneur

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