Time Management

Someone asked me the other day how did I manage everything, i.e. business, personal time, family, etc.  She really caught me off guard.  I had to stop and think about the question.  I don’t really consider myself an expert in Time Management.  My business ebbs and flows.  Sometimes I think I have more than I can handle on my plate, but then I keep chipping away at what needs to be done until I can breathe a sigh of relief that I am in control again.  I believe if you did a survey and talked to several people, each one would have somewhat of a different approach to how they manage their time.  I believe that you have to find what works for you and stick with it.  Even though I read many articles on time management and organization and even save them to my Pinterest board, I still come back to the basics of what works for me. 

So here is my list of what works for me –

•  I write it down.  Yes, I am an old fashion to-do list maker.  I’ve tried using electronic apps, but I am a visual person.  I write out my to-do list and have it right beside my computer so I can mark off what’s been done and I can see what needs to be done.

• I try and prioritize my to-do list.  What projects need to be done first are typically the ones that I’m getting paid to do.  Some are dependent on deadlines.  I put stars by the ones which need to be done first.  The more stars the more urgent.

•  I use a Month at a Glance calendar.  Again something I can write my appointments on and see all in one place.  Even if I add something to my online calendar, I transfer it to my hard copy calendar. 

• When I’m working I typically don’t answer the phone unless I’m expecting a call.  Incoming calls with no caller ID and/or out of state area codes can leave a message.  When I get a break, I check my messages and return calls. 

• I get a ton of emails every day.  I do selective reading.  I scan my emails and read those that are business related and/or need to be handled.  About once a month I do a massive deletion of emails from some months prior.  Typically if I haven’t read them, I evidently didn’t need them and they weren’t important.

• Since I work from home, when I do go somewhere, I try to do all my errands while I’m out.  Another reason I do this is, I’m out in the country, so the nearest major stores like a grocery store is 8 to 10 miles away.  So it’s just not easy to run out and pick up something.  So even my grocery shopping is coordinated with the day I go to my weekly networking meeting.  And yes I have a list for my errands and a list for groceries.

• I have created a grocery list that coordinates with my favorite store.  I keep one on the side of
  
  the refrigerator so that I can add things as I run out or hubby can.  This makes grocery shopping a little more organized.  I do coupon.  I keep them in an envelope that I take with me to the store.  I also go online and add electronic coupons to my loyalty card for the products I use.  Wished they would do all the coupons like that.

• My workday typically starts around 8am and goes to 6pm or so.  When I quit for the day, I quit for the day.  I leave my phone in my office.  After sitting in front of the computer all day, I feel I deserve some down time.  Whatever phone calls and emails after 6PM can be answered the next day.  There are some exceptions to this from time to time depending on the client and the project.

• I schedule time for me.  Sitting at a computer all day almost every day makes that monthly massage appointment a necessity.  I also exercise.  I am a runner, so I try to do a good run at least once a week if not more.  I’m a firm believer in use it or lose it and I definitely want to stay active and mobile.

So these are the things that works for me.  Would love to hear from you to hear what works for you.  What is your best advice for managing your time?   Please share.  Your suggestions and comments are welcomed and appreciated.

Sincerely,
Annette
PaintedLadyEnterprises.com
'Helping You and Your Business Look Good'

What is a Virtual Assistant?

What does a Chiropractor, a Spa, a holistic health consultant, and a hat shop owner have in common?   

Answer:  They use a Virtual Assistant

What is a Virtual Assistant?

Per Wikipedia - A Virtual Assistant (typically abbreviated to VA, also called a virtual office assistant) is generally professional administrative, technical, or creative (social) assistance to clients remotely from a home office.  Because virtual assistants are independent contractors rather than employees, clients are not responsible for any employee-related taxes, insurance or benefits, except in the context that those indirect expenses are included in the VA's fees.  Clients also avoid the logistical problem of providing extra office space, equipment or supplies.  Clients pay for 100% productive work, and can work with Virtual Assistants, individually, or in multi-VA firms to meet their exact needs.  Virtual Assistants usually work for other small businesses, but can also support busy executives.  It is estimated that there are as few as 5,000-10,000 or as many as 25,000 virtual assistants worldwide.  

Common modes of communication and data delivery include the Internet, e-mail, and phone-call conferences, online work spaces, and fax machine. Increasingly Virtual Assistants are utilizing technology such as Skype as well as Google Voice.  Professionals in this business work on a contractual basis and a long-lasting cooperation is standard.    

Virtual Assistants provide a wide range of products and services. The virtual industry has changed substantially as it attracts others new to the field.  Virtual Assistants come from a variety of business backgrounds, but most have several years experience earned in the "real" (non-virtual) business world.

Given the definition above, a Virtual Assistant can take on many tasks for a busy business person so that they can do what they do best.  For example, a Sales person and/or business owner who needs to be networking, prospecting, and making presentations, may not have the time, patience, inclination, skills, etc. to do consistent marketing.  This is the specialty of Painted Lady Enterprises, i.e. Relationship Marketing.  What is Relationship Marketing?  Relationship Marketing is building a relationship with a prospect and/or keeping in touch with a client over time, so that when they need products / services, or would like to make a referral, the business that is  ‘Top of Mind’ will be the one whom they have heard from on a consistent and regular basis.  The means of communication could be through social media, periodic newsletters, videos, email marketing, direct mail, etc. 
So for a struggling business person who trying to do it all themselves, they might want to consider looking into advantages of letting someone else do those tasks that seem to be overwhelming. 

Recently I attended a presentation on productivity, and the example was given from the book, The Four Day Work Week, on the 80/20 rule.  The example given was that businesses only spend 20 percent of their time doing what increases the bottom line, however they spend 80% of the time on all the other tasks pertaining to their business.  The recommendation is to hire those experts who can do that other 80%, thus giving back the time to concentrate on the bottom line.

There are many Virtual Assistants who specialize in many areas.  What is the 80% that you would like someone else to do for your business?  Your comments and feedback are welcomed and appreciated.

In appreciation,
Annette
Painted Lady Enterprises
"Helping You and Your Business Look Good"