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The “I’m too busy” copout! Create TIME for results

Beware the barrenness of a busy life style

Socrates 470BC-399BC Greek Athenian Philosopher

For most of us, the holidays are the busiest time of the year. Make simple changes starting today to truly transform your work and personal life. We all wish for more time in the day. There is no better time than NOW to incorporate these tips to increase productivity, reduce stress and gain time!

How many times have we read articles on time management or referred to checklists only to put them in the “I’ll get to that later” pile?  STOP! Actually incorporate these tips into your life and reap the benefits of effective time management.

  1. Decide what you really want– Write your goals down on paper. Make certain your goals are clear, specific, time sensitive and measurable.
  2. Use a priority 5 list– Every day, before you leave the office or go to bed, write down the 5 most important tasks you want to accomplish the following day. Having your priorities in order reduces stress and will provide direction, organization and more time.
  3. Stop Multi-tasking– I have repeated this one over and over. Multi-tasking is gone. It is unproductive, results in errors and is a huge time waster. Single-tasking will increase your productivity and quality of work.
  4. Focus– Place relentless focus on the task in front of you. Avoid interruptions, apply “thought-stopping” and FINISH the project you have in front of you. (More information on thought-stopping)
  5. Turn off the noise– By turning off the noise you implement a “do not disturb” philosophy. Set your phone to silent, turn email notifications off (you can really do this so the pop-ups don’t show), turn off the music or tv in your office. Remove yourself from any potential distraction.
  6. Design your office to inspire Create a relaxing environment. Design your office to inspire you by adding comfort. I like to adorn my office with family pictures, candles and soft lamp lighting. Use items that work for you! You will increase focus, engagement, motivation and production. However, you may have to kick people out of your comfy cradle!
  7. Create an SOP for your day– This really works! Take time to record everything you do in your day and assess time values. Refer to your SOP (standard operating procedures) daily and track your time on each item. This will give you a clear view of where your time is spent and how you can improve your time management. The trick is to be totally honest with yourself. If you spend time on emails, phone calls and idle chit-chat, implement ways to reduce wasted time by creating time-blocks.

I have incorporated these tips into my day and found a drastic change in increased productivity, less stress and additional time.  This time, instead of putting this article in your “I’ll get to this later pile”, write down the tips and keep them in a spot where you can look at them daily. Go a step further by incorporating all or some of the tips into your business and personal life. By doing so, you will achieve the same results I have. Who doesn’t what more time, less stress and increased productivity?

Ironstone’s Vision is to forge and guide the personal and professional lives of entrepreneurs and business professionals alike to realize their full potential. Coaching and consulting allows us the opportunity to form an environment where success happens and goals are reached.

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More on Time Management:

Learn Common Mistakes You & Your Team May Be Making In Time Management

Put Time On Your Side, Not On Your Back

 

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How To Increase Your Effectiveness

How To Increase Your Effectiveness

Ironstone believes that one of the best methods for operational effectiveness is to define your standard operating procedures for your practice and create multiple tracking and reporting systems that measure your results.  You should create reports and checklists by observing your current projects and processes, including the sequence of each.

For example, a powerful client engagement process consists of the design and creation of Financial Advisor service teams, client segmentation, service matrices and new/existing client workflow systems.  The fusion of these elements increases the efficiency of managing the workload while increasing the level of the client experience.

It’s imperative that each project and/or process that you are using in your firm has a Standard Operating Procedure (SOP).   The goal is to be efficient and effective.   The SOP should include:

  • The name and description of the current project/process
  • Define the sequence of events from the start to the completion of the project
  • Outline the implementation steps to complete the project
  • Create checklists or use supplemental information to aid in the management of the project
  • Determine the key metrics to be measured and how
  • Set a schedule of regular communication regarding team progress
  • Periodically review the processes to determine if any changes or updates are necessary

At Ironstone we find that the best way to start is to observe your current projects and process (or lack thereof) by taking detailed notes and surveys of day-to-day activity.   Make your list of what processes are in place or need to be in place and then create the standard operating procedures for each.

There are many areas within your personal and professional life where you can put this into practice.  Some of these include (but are not limited to) time management, methods for prioritizing, balancing life and work goals, staff meetings, marketing plans, client appreciation/retention, demographic analysis, and database management… just to name a few.

We know, it sounds like a lot of work, right?   You can’t have a full understanding of your business without tracking results along with measuring and analyzing internal processes.

Let us know how you create and manage your Standard Operating Procedures, your best practices, and what areas of assistance you need in developing effective operating procedures.

Contact us for assistance in starting and improving your internal reports and tracking systems.  You will also want to download our Reports & Tracking Checklist!   2.14.12Reports&Tracking

Follow us as we explore each of Ironstone’s Fundamental 4™!

  • Strategic Planning
  • Business Development
  • Operational Effectiveness
  • The Human Element

You won’t want to miss our next in the series:  The Human Element-Leadership