Simplify Your Business For Maximum Impact

Lately I've felt this need to simplify my life as much as possible. Even in the year of COVID-19, I still felt like I was always on a dead run and yet I could never catch up. And so I've put some real effort into simplifying my cleaning routine, my meal planning and preparation, my daily schedule, and my business. As a grandmother, mom, wife, business owner...I wear so many hats that sometimes it feels a bit overwhelming. I knew I needed to implement some productivity tools to help me balance everything I had going on.

I've discovered some productivity tools that have really helped me streamline my business and my life in general. I was amazed at how many unnecessary activities I was able to just cut out of my day! It's allowed me to free up a lot more time for things I truly enjoy. And I learned a lot of great tips from the Productivity Secrets videos I've shared. These are an incredible resource if you want to get more done with your day!

Some of the benefits of a streamlined business include:

• Having the time to spend on the activities that actually generate income
• The ability to move closer to achieving your ultimate goals
• Using your time more efficiently and being more productive
• Feeling more at ease and in control of your business

I know  it can be hard to simplify things as a busy entrepreneur. But it's critical to your health and well-being the health and well-being of your business. Here are my top productivity habits for entrepreneurs to streamline your business and help you get on the path to feeling empowered!

Organize Your Workspace

Physical clutter almost always turns into mental clutter. If you’re serious about streamlining your business, this is the best place to start. Once you get the clutter under control, it will be a lot easier to simplify the other areas of your business as well.

For more in-depth tips on how to go about simplifying your possessions and decluttering, feel free to read these other posts I’ve written on this topic: 

6 Steps to a Stress-Free Organized Office

De-Stress Your Home Office With Four Feng Shui Elements

De-Stressing Begins With De-Cluttering

Make A To-Do List

I can NOT function without a list! Seriously, I have a list at all times. Having a list of what you need to accomplish each day helps keep you on track. Prioritize your list so the most important tasks are at the top to ensure the most critical (i.e. moneymaking!) activities are done first. Check each item off your list as you complete it. There is something very satisfying about seeing a completed list at the end of the day. 

Set Up Routines

I am all about routines and habits. Just ask my husband! In fact, I am currently doing a Morning Makeover Challenge in my Facebook group and today's lesson was all about habits and routines!

Routines don’t sound very exciting, but they really can do wonders for your productivity level. There are morning routines, workout routines, office routines, etc. I think the best approach is to pick one type of routine to help you simplify your schedule and some tasks that you need to accomplish. After that one routine is established, then maybe move on to incorporating another into your life. If you'd like to start with the Morning Makeover Challenge, you'll find it in my Facebook group!

Automate

This is a great way to save some time and energy. Automate as many tasks as possible. If you are a blogger, figure out how you can automate your social media platforms! Use an autoresponder to follow-up with leads. 

Delegate and Outsource

I had a number of years where I would run around like a mad woman, trying to do it all. But the need to be "Superwoman" isn't healthy for you...physically or mentally. If you are an entrepreneur and a wife and mom, this is especially true for you. You can quickly become completely overwhelmed, exhausted, and burned out. 

There is no rule that says you have to do it all. Part of what I teach is my Morning Makeover Challenge is to let other family members help out. If your children are old enough to  make their own breakfast or dress themselves, let them! If your husband knows how to turn the coffee pot on in the morning or take the dog out, let him. Use the extra time to do something for your or your business.

The other way to save time, if you are at the point in your business where it makes sense, is to outsource. This is true especially if there are tasks that you are not good at or that you absolutely dislike doing. 

I love coming up with ideas for designs for my t-shirt stores. But that's where it ends. I don't have one shred of artistic talent. So I outsource the actual design work to a graphic artist. She takes my concept and turns it into something that will actually go on a shirt and sell! It's worth what I pay her to do this because here designs are professional looking, which means I make more sales.

Finances and managing the money is an important part of any business. It's also something I hate dealing with. I've passed this task off to my husband. He's very good at it, doesn't mind doing it, and it's his way of supporting me in my business. 

Look for ways you can outsource parts of your business. Hire a VA for a few hours each week. Barter with another entrepreneur. If there is something you are particularly good at like web design or social media, offer to help with that in exchange for her doing some tasks that you dislike. 

Learn To Say “No”

If something doesn’t align with your priorities in your business, don’t feel guilty about saying “no” to it. You aren’t obligated to do everything that is asked of you. You are the keeper of your time, so it is up to you to not let others dictate how you are spending it. When we allow ourselves to become caught up in activities and perceived obligations that we don’t enjoy, it doesn’t leave much time to spend on what we actually want to do.

Use these tips to help you simplify your business. 

I'm having a "fire sale" on some older products so now is a great time to take advantage of the Productivity Secrets video series. For the next 48 hours, you can get them less than 1/2 price!

Just click here!

Evaluating How You Use Your Time

Tracking your time for clients is a good practice for service providers. But don’t stop by just tracking it for clients. You should also be tracking time for your own personal use, too. When you do this, you’ll discover important insights about your business that you wouldn’t have seen otherwise. Here are a few questions you’ll want to ask after you’ve been tracking your time for a week or two…

Where Is My Time Really Going?

You’ve been working on launching your e-course for two months and you’re still nowhere near ready. But when you open up your time tracking app, you can quickly see that you spent 14 hours on Facebook or 9 hours tweaking the design of your website.

It’s easy to procrastinate when you don’t have any form of accountability. But a time tracker forces you to look at how you’ve been spending your time. This isn’t about shaming yourself.

Instead, focus on being positive. You might say, “I spent ten hours on Facebook last week. What projects would I like to invest those ten hours into this week?”

Are These Tasks Giving Me a BIG Return?

You had a business coach tell you to make 10 Instagram posts each day and you’ve been following that advice faithfully. But when you stop and look at how you’ve spent this time, ask yourself, “Is this task giving me a BIG return?”

If you aren’t getting a good return on the time you’re investing, consider moving your attention to a project that will grow your business, like launching a course or hosting a webinar.

Do These Tasks Have to Be Done by Me?

Some digital business owners get bogged down in doing non-essential tasks that keep them from their important work. For example, if you’re a best-selling author then your most important work is writing that next book. But instead, you’re spending hours every week managing your Facebook group.

But what if you could outsource your community management? You could still pop in daily to stay connected to the group but you could focus all of your energy on that one thing you do well—writing your books.

Is This Task Draining Me?

As you’re reviewing your time tracking, think about how you feel after you’ve completed each task. Did you feel energized and motivated after filming that Facebook Live broadcast? Did you feel frustrated and drained after working on your sales copy?

Pay special attention to tasks that take your energy. Try to find a way to avoid doing them. For example, you could hire a copywriter to handle your sales page or if your budget is tight, consider bartering with another service provider. Then you’ll both get to work in areas where you shine!

If you want to create more of what you want in your business and your life, tracking your time is important. The more you track your time, the better you’ll be able to manage it.

Staying on Track: Scheduling & Planning Tasks

One of the best ways to stay organized and keep on track with your projects is to create a monthly plan. Your monthly plan can be filled with notes about when to do your various tasks so you can smooth out your workflow (no more rushing to write that blog post at the last minute!). Here are a few pointers to get you started…

Make a List of Recurring Tasks

Take some time to think about what recurring tasks you have to do each week. Do you log in to your blog and delete spam comments? Do you schedule your social media content including videos and pictures?

There may also be tasks you only do once a month for clients—like backing up your website or assigning work to other team members. Add these tasks to your list, too so you won’t forget them.

Schedule Recurring Tasks

Now that you know what you have to do each week or month, make space for it on your calendar. You can use a physical or digital calendar, depending on what you prefer. Digital calendars do give you a slight advantage since you can set reminder alerts so you never forget an important task again.

As you are filling up your calendar, think about how long each task will take and build in some buffer time. For example, if you think you can write a blog post in twenty minutes, give yourself sixty instead. Now, you have extra time if you realize you need to research a fact or interview a source.

Create a Checklist

Some recurring tasks may be big and complex. Maybe you’re an Amazon seller that needs to upload products to your website. There’s a whole list of things you have to do to make this happen—you need to upload the product to Amazon S3, add it to aMember, set up a form in aMember, create a pickup page in WordPress, add the official sales page to the website, create an autoresponder series, etc.

With all of these tasks, it’s hard to know where to start. Use a checklist to help you stay organized. The next time you’re doing this task, note down every step you have to take along the way. Now, doing this task in the future will be easy since you just have to open your checklist and get to work.

When you schedule recurring tasks on your calendar, you’ll be more likely to remember them. You’ll also feel less stress since you know exactly what to do to stay on track each month.

Tracking Time for Your Personal Use

Hey all my work-from-home entrepreneurs...

Do you sometimes find yourself in a funk and don't feel you're as productive as you could be?

I have felt like that frequently the past few months. At a friend’s urging, I began using a time tracker. I was amazed to see how much time I was filling with minor tasks (like checking Facebook on my phone and surfing Pinterest).

If you haven’t done it before, you should try tracking your time, too. The results can be surprising and like me, you may discover you could be far more productive…

Take 2 Weeks

Think of time tracking like a budget. Your hours are your dollars. By tracking them you can see where your money (in this case your time) is really going. Then you can make adjustments to your schedule depending on what you learn.

Plan to spend at least two weeks tracking your time. If you only track your time for a day or two, you’re not going to get a complete picture of what your habits and routines really look like. This can lead you to under-estimate the time you need to do certain tasks (like finish a big project).

Do Quick Check-Ins

Tracking your time doesn’t have to be all-consuming. Instead, you can check-in with yourself 3-4 times a day to make a note of what you’ve been doing. A good idea is to plan to check-in after every meal. This gives you a chance to think about what you’ve done and what you plan to do in the coming hours.

Record everything no matter what. You wouldn’t splurge on a huge purchase then not budget it. This could lead to financial errors and other problems. It’s the same concept with your time. Acknowledge how you’ve spent it, even if you’re not proud of it.

Use a Physical Notebook

There are dozens of time trackers online. These can be useful when you have to track time for client projects. But it’s not so great when you’re tracking your personal time. If you go to record your time and find yourself distracted by social media or emails, you could definitely benefit from using a physical notebook instead.

Make It Fun

When I started time tracking, I asked a friend to join me. Together we both began tracking our time. I have to admit it was pretty boring at first. But then Kevin suggested that instead of sharing our logs, we take selfies and send them to each other instead.

It made the experience more enjoyable and kept both of us focused on being productive. You can do the same thing—send a quick selfie to a private Instagram account or text each other throughout the day for a visual record of how you’ve spent your time. Decide on a set schedule so you're not texting each other every hour...unless you want to!

Look over Your Log

After you’re done with tracking your time, plan to have a review session the next day. Look over your logs and make notes about what you’d like to change now. Do you want to spend more time with your family? Would you prefer to cut out Facebook and use that hour to work on eating healthier meals?

Time tracking can be a great way to see where you’re spending it well and where you can make some improvements. Don’t be surprised if you find yourself becoming more intentional with how you spend your hours!

The 4 Best Tools for Time Tracking

Time tracking is a great way to ensure that projects stay on track while giving your clients peace of mind. But manually tracking it yourself can be difficult. It’s hard to remember to do it every time you start working on a project, leading to inaccurate time estimates.

The solution is simple: stop tracking your time yourself. Instead, use a tool that monitors your time use for you. Then you can simply review it at the end of each day and make sure it’s accurate. Here are a few of the best apps and software for your time tracking needs…


Account Sight

Account Sight allows you to track time for 5 clients and 5 projects. The great thing about this site is that it integrates with PayPal and QuickBooks. This means that you can easily track your time, invoice your clients, and update your earnings with just a few clicks. There’s both a free version and a paid upgrade that unlocks additional features that you may want to use.

Toggl

Toggl makes it easy to see where your time is going at a glance. You can color code clients and projects, which turn into colorful charts and graphs. It also integrates with other productivity tools like Asana, Trello, Basecamp, and more.

Toggl has a free version that you can use for as long as you want. If you choose to upgrade, you’ll probably do it for access to the accounting features so you easily invoice clients and track your profits.

Rescue Time

Rescue Time is another app for your time tracking. It works differently than most tools. With Rescue Time, the program tracks what websites and apps you use throughout the day. It then gives you a productivity score each evening.

The cool thing about Rescue Time is that you can set specific activities to be categorized as “productive” or “distracting”. This can be helpful if you’re frequently on Facebook to update a client’s group or page. You can simply set Facebook to “productive” so your daily score is accurate. The app has both a free and a premium option if you want more in-depth tracking.

Trigger

Trigger is an app that combines the power of time tracking with project management, resulting in robust software that lets you see at a glance what you need to do each day to stay on track with your projects.

Along with time sheets, you can use Trigger for online reports and automated invoices. It also integrates with Freshbooks, Zapier, Basecamp, Slack and more. You can get started with a free account but it’s limited to just 5 projects, so you may need to upgrade to a premium account later on.



Don’t get discouraged if the first app or software doesn’t seem to fit your needs. It can take a few weeks of testing out different apps until you find the one that works best for you and your business.

When Will You Make Time for Your Favorite Podcasts?

If you’re like me, you probably feel a bit overwhelmed by your to-do list each day. I have a lot of responsibilities, projects, and tasks on my plate. And I have a lot of people I don’t want to disappoint like my team, my customers, my family, or my friends.

So, how do I find time to listen to positive podcasts that inspire me to grow? It doesn’t have to be challenging. You can fit podcasts into your days by doing these things…

 

Listen in the Morning

Most people have morning routines that keep their hands busy but not necessarily their minds. For example, my morning consists of taking my dogs out, preparing breakfast, and drinking my coffee on the porch when it's warm enough. Instead of just letting this time slip by, I play an episode of a podcast.

 

Get Pumped at the Gym

Try swapping out your music at the gym for a podcast. But pick one that you find matches your workout speed. If you prefer a slower, longer workout then a podcast that’s soothing might be a good match. If you prefer intense workouts, choose a show that you find inspiring and that leaves you feeling motivated.

 

Tune In While You De-Stress

Do you have a hobby that helps you relax? Maybe you love to knit or you spend each evening with your adult coloring books. It’s easier to absorb a message when your hands are busy, so these are the perfect times to tune in. 

Catch an Episode during Chores

Play a podcast while you do your usual chores. It’s a simple way to make boring chores go quickly and use that time to focus on your personal development. You can listen while you’re doing dishes, mowing the lawn, or mopping the floors.

Commute and Learn

Another way to enjoy your favorite podcasts is to listen while you’re commuting. It doesn’t matter if you drive to work or take the subway. Use your travel time to fill your mind with a positive podcast.

Relax and Rest

If you have trouble going to sleep because of a busy mind, you can try listening to a podcast before bed. Look for a host whose voice and content helps you to relax.

You might want to consider the Sleep with Me Podcast , which is a collection of nonsensical stories designed to lull you to sleep. Other good ones for relaxation before bed include Daily Meditation Podcast and Meditation Minis.

Remember, listening to a podcast isn’t about adding another to-do to your list. It’s about challenging yourself to grow in exciting, new ways. Keep a few episodes stored on a smart device so you can listen in from anywhere.

CTA: Discover six podcasts that can shake up your mindset when you download your free workbook!

Determining What You Should Be Doing Is Crucial

Yesterday we talked about finding the time in your busy morning to do the things that are important to you. Today I want you to think about what you should and what you shouldn’t be doing in those first few hours of the day. That’s an important idea to ponder. So often we get stuck in a rut or a routine and do things because that’s what we’ve always done. We do it without really thinking about whether or not it’s the best use of our time.



It’s Not About Cramming More Things Into Less Time



Making over your morning isn’t about figuring out how to cram more tasks into fewer hours. When you read books and articles on productivity and time management, that’s often the main message. While it can help in the short term, it isn’t a good long-term strategy for meaningful change. Very soon you’ll hit the limit of how much faster and how much more efficient you can get.



Shift your thinking and don’t try to add to what you do in the morning. If you want 15 minutes for bible study, meditation, or exercise, don’t just think about getting up 15 minutes earlier, or shaving 15 minutes off your morning routine by showering faster, getting dressed in record time, and rushing through breakfast. In other words, don’t add to your already lengthy list of things that need to get done. You’ll only feel more rushed and stressed if you do.



It’s About Making Smart Choices About Using Your Time



Instead, what you should be thinking about is the best use of your time in the morning. Compare your perfect morning with your current morning routine. What aren’t you doing on your ideal morning? If you can start by cutting things out, finding time to do what’s important to you becomes much easier.



There are two great ways to find things you can stop doing. The first is to look for busy work. This is something you do out of habit that doesn’t necessarily need doing every day. Maybe it’s checking your email first thing in the morning or playing around on Facebook for half an hour while you drink your coffee. If that’s how you choose to spend your time, that’s perfectly fine, but if you’re doing it out of habit it may be time to rethink it.



The second way to quickly earn back time is to see if you’re doing things for others that they can do themselves. Kids are the perfect example. We start out fixing their breakfast, making their lunch, cleaning up after them, picking out their clothes, and making sure their backpack is packed and ready to do. When they are very small, we have to do these things, but all too often we continue to do them long after they’re capable of doing things on their own. The same goes for things we do for our spouse. Maybe there was a time when you had less to do in the morning and it made sense to take on the majority of morning chores. Did things change and if so, is it time to lighten your load and get help from your partner? A few small changes may be all it takes to make the time in your busy morning for what’s important to you.

Finding Time In Your Busy Morning

Mornings are busy. In fact in my house, they can be a little bit crazy! If you have a young family and plenty of people to get ready and out the door, you know this first hand. I don't anymore but I remember! The good news is that it doesn’t have to be that way, no matter how busy you think you are first thing in the day. In the first post in this series, I shared with you how the first few hours in the morning set the tone for the entire rest of the day. Do you want that to be rushed, frantic, and feeling like you’re constantly running and trying to catch up? Or do you want it to be calm, collected, productive, and with a feeling that you’re in control? It’s up to you and it’s all about embracing two simple concepts.

Get Up Early Enough

It’s tempting to hit the snooze button and catch a few more minutes of sleep, isn’t it? It’s hard to set the alarm early enough that you have plenty of time for everything you want and need to get done. I get it. If, like me, you’re not a morning person, moving up the alarm by 30 minutes to carve out a little extra time can be tough. Trust me though, after the first few mornings it’s not nearly as hard as you think and something you’ll quickly get used to.

Getting up early enough and avoiding the snooze button at all costs is the key to an unrushed morning. Here’s the problem with cutting time too short, or worse hitting the snooze button a few times. It gets you behind from the very start. You have to rush to make it out the door in time and any little problem or speed bump along the way turns into a huge problem. Not being able to find the car keys is suddenly a major crisis because it could cause you to be late for work and the kids to be tardy at school. Remember, your morning sets the tone for the rest of your day. If you start it chasing down time and things, that’s likely how you’ll spend the rest of your time - all day long.

Getting up early enough on the other hand puts you ahead of the game. You’re in control. You can take care of everything that needs doing in a calm manner and still have time for the important things you want to work on. In short, getting up early enough sets you up for an amazing, productive day.

Restructure Your Routine

Spend a little time thinking about your current morning routine and where you’re spending time. Look for things you can change and tweak to find more time for the things you really want to do. For example, if you want an extra 20 minutes in the morning to meditate, look at what you could take care ahead of time, eliminate, or delegate to make that time. If you spend a lot of time getting breakfast for everyone, get in the habit of setting the breakfast table the night before. Get your spouse to get the coffee ready, so all you have to do in the morning is push a button. Teach the kids to make their own breakfast and take the dirty dishes to the sink, rinse them, and put them in the dish washer. Make sure clothes are set out the night before (including yours), and that book bags, purses, briefcases, and car keys have a designated spot and that they are where they need to be before you turn in for the night. Small changes like this to your morning routine can make a big difference. I challenge you to come up with a few small tweaks that will save you at least 30 minutes in the morning.

Getting Ready for 2015: Set Your Schedule

As 2014 winds to its inevitable close, boomerpreneurs are anxiously poring over their numbers, figuring out what worked and what didn't and what can they do better in 2015.

I, too, am preparing for 2015. And there are a number of changes I plan make this year.  I'll bet they are somewhat similar to yours!  So let's start 2015 together by looking at some things we can do next year that will pay off in a big way. 

The first thing I need to do is look at how I schedule my time.  I'm sure you have the same question I do - how do you allow enough time for product creation, customer service, networking, enrichment, research, and just plain goofing off? It is possible – and these hints will help:

1.            Start with the most important stuff – money-making tasks.  You've heard the saying, “Pay yourself first.”  The same goes for setting your schedule.  Start by setting aside time for the activities that will add to your bottom line.  That means product creation, partnership/affiliate efforts, and marketing.  Sometimes, this is the stuff you don't want to do, or that seems to be less pressing, so it falls to the bottom of the to-do list.  But by slotting it in first, you will assure you don't run out of time for this critical element.

2.            Don't overbook yourself.  We can be tempted to fill our schedule to the point where if anything goes wrong, it throws our whole day off.  Build in buffers of time so you have the room to recover if things go awry.  That could mean giving yourself an extra day to complete a report, or giving yourself an extra 15 minutes to get to your destination.  If you don't need the extra time, you can relax, catch up on reading, or return phone calls.

3.            Keep a running list of 15-minute tasks.  Have a ready list of to-dos that take 15 minutes or less to complete, and when you find yourself between projects, knock a few of these off.  They could be maintenance items, like filing papers or cleaning off your desk, or they could be research-related, like checking out a few blogs or reading an article.

4.            Protect your time.  Time sucks will gladly take away all your free time, if you let them. They'll have you babysitting their chihuahua, listening to their boyfriend woes, and accompanying them to the home show to check out the latest and greatest improvements in fertilizer.  The solution: Just say no!  Sure, any one activity won't take up too much of your time – but soon you'll find yourself spending more time watering their plants or helping with their time sheet than you do on your own projects.  Don't let it happen by cutting it off early on.

5.            Review your day.  At the end of the day, go back over your previous work hours. What was time well-spent?  What felt critical in the moment but ended up being completely wasted or unimportant?  Figure out what went right and what went wrong, and make adjustments for the next day.

Time is your most precious asset.  Setting a schedule that supports your long- and short-term goals will help ensure you invest this precious resource wisely.

 

Coming up next:  Join or start a mastermind...

 

 

Taming the Email Monster

How much time do you spend reading and responding to – or simply deleting – emails? How much unread email currently clutters your inbox? If you’re like most entrepreneurs, the answer (in both cases) is far too much!

In fact, if you were brave enough to actually time yourself, you’d very likely find you spend two or even three hours each and every day just dealing with email. Yikes! No wonder you feel like you don’t get anything done. Time to build a solid email system to help you tame that beast for good.

Auto-File Your “To Read” Emails

We all do it. We open an email, realize it’s a newsletter we love, an important announcement, or information about an upcoming event, and we close it with a well-intentioned, “I’ll read that later.” The trouble is, when later comes, we either can’t find the email, or don’t even remember that we wanted to read it.

What if you had a folder on your computer where all your “to be read” emails waited just for you to come by and discover them again? How empty would your inbox be then? Through the power of filters and folders, just about any email client can take care of this task for you.

Simply set up a folder called “To Read” or something else equally clever, then create an email rule or filter (as Gmail calls them) to deliver certain messages to that folder when they come in. Make a rule for your favorite online newsletter, email from your college alumni association, your local chamber of commerce, or even your sister.

But here’s the trick to it: You have to actually schedule time to go and read these emails. Don’t let them just pile up in there, because all that does is move the problem from your inbox to your “to read” folder. Make time to read them, then respond, file, or trash accordingly.

Turn off Notifications

Are you easily distracted by email? You’re not alone. That little red number declaring the number of unread emails, or the pretty little chime that announces the arrival of a new message is an invitation to click over and see what’s new.

Turn it off. In fact, turn off the automatic checking for email if you can. That way you can purposefully decide when to go read your email, rather than being notified of a new message every 5 minutes.

Unsubscribe

Chances are you’re on multiple mailing lists – and most of them you probably never read.

Click the unsubscribe button. Be ruthless. You can always sign up again if you miss the content, but for now, eliminating those emails from your inbox will save you a lot of time and trouble.
 
Getting a handle on email is one of the toughest things for busy small business owners, but with a little planning and some self-discipline, you can become an email ninja, and start using email as the powerful tool it is, rather than letting it run your life.

3 Top Time Management Techniques for Powerhouse Productivity

You’ve no doubt heard the names a thousand times. Getting Things Done. The Pomodoro Technique. Stephen Covey’s urgent/important matrix.

But which ones are best for cutting through the overwhelm and really managing your to-do list? Well, like most things, which system or technique works best is mostly a matter of personal choice. However, there are some things you should know about each one that might make choosing easier.

Getting Things Done

Developed by David Allen, Getting Things Done, or GTD, is a system designed to help you know at a glance exactly what you should be doing right now. The idea is simple. For every item that lands in your “inbox” (which might be email, a phone call, a letter, or just a passing comment from a spouse) you make an immediate decision to either do it, delegate it, file it, defer it, or trash it.

Once you’ve made your decision (based on the task itself and the time it will take to complete) you either do the thing or note it in your “trusted system” for retrieval – and completion – later. Devotees of GTD spend hours developing their own trusted systems, which can consist of paper planners, expensive software, or just a few note cards and a pen. (I'm a sticky note gal, myself!). In GTD, the tools are entirely up to you, it’s the methodology that matters.

The Pomodoro Technique

This method is a boon to those who find themselves easily distracted. The principle is simple: Set a timer, and get to work. Typically, proponents of The Pomodoro Technique use a simple kitchen timer (often shaped like a tomato – or pomodoro, in Italian) set for 25 minutes. During that time, they focus only on the task at hand. When the timer goes off, they take a 5 minute break, then set the timer for another 25 minutes.

Each 25-minute set is called a pomodoro. Once you’ve completed four pomodoros, you take a 20 minute break, before beginning the cycle again.

Urgent/Important Time Management Matrix

Stephen Covey’s brainchild provides an easy way to prioritize your work. Begin by dividing a piece of paper into four sections (two rows by two columns) and assigning a level of urgency/importance to each quadrant. The upper left is important but not urgent, the upper right is urgent and important, the lower left is neither urgent nor important, and the lower right is urgent but not important.

Now take your to-do list and assign each item to a quadrant. For example, grocery shopping might be important but it’s probably not urgent. Fixing your client’s broken website is both important and urgent. Answering the phone when your mother calls for the fourth time is urgent, but not important.

By dividing up your task list according to these priorities, you can easily see what you need to be working on next, and what can wait until the urgent and important items are cleared from your schedule.

There are dozens more techniques and strategies boomerpreneurs use to manage their time and get more work done than many others do. In fact, these methods can (and should) be tweaked to fit your own needs and lifestyles. But the bottom line is this: you have to find a system that works for you, and that is compatible with your style. Otherwise, the method itself will become just another distraction that causes you to lose focus rather than become the productive business owner you know you can be.

Do you have a favorite time management or productivity technique? Please share in the comments!

Time Management

Has anyone heard when we might be getting that extra day each week? You know, the one we all desperately need to get everything done? I know I can't wait. Between taking the Travels with Bob site to a new level, working on my first book, and now being a featured writer for Boomer Living, I could definitely use a few more hours in my day and a few more days in my week.

Since I don't think increasing the number of hours available to me for work is an option, I have had to perfect my time management skills. I've discovered several good tips and resources that help me meet all my commitments, still have time for family, and not feel exhausted when the day is over. (The fact that the dust bunnies under my couch are about to attack my dog is irrelevant. They are UNDER the couch and out of sight means I'll deal with it tomorrow!).

The first thing I learned was a very simple rule: Focus on results, not on activity. Don't be wasting your time doing things that are not going to help you meet your goals. Busy work is NOT a good thing!

How do you know if you are managing your time most effectively? I discovered a great test that will tell you! Answer the questions honestly and it will tell you whether you are a great time manager or if, like me, you are good at some things and have lots of room for improvement in other areas. The test is by Mind Tools, a site that teaches essential skills for success - including time management.

Based on my test results, I found I needed to improve in a few areas. So I set out to find the tools that would help me do so.

One of my worst areas is scheduling. I am very bad about remembering appointments and deadlines. I have a planner, but it's a nuisance to have to dig it out every time I need to use it. I have a wall calendar but that's not very effective either. Since I'm on the computer most of my day, I needed something readily accessible - other than the sea of post-its stuck all over the outside of my monitor. Well I found the perfect calendar - Google Calendar. I use many of Google's tools already so naturally I checked theirs out first and it's wonderful! The Quick Add feature lets you Click anywhere on your calendar where an event belongs (or use the Quick Add link), and start typing. You can receive reminders of your appointments - even on your cell phone. And the price is right - FREE!

In keeping with paring down the mounds of paper on my desk, it was also suggested I go to an online to-do list instead of my handy sheet of notebook paper with my list numbered 1-10, in no particular order of importance. Now I have to admit, I was reluctant to embrace this at first. My notebook paper to-do list works just fine! But my uber-organized friend Alice kept pushing until I finally gave in. She recommended I try Remember the Milk and I must admit - I'm impressed! It lets me set due dates like next Friday or in 3 weeks. I can receive reminders or add tasks just about anywhere. And once again, the price is right - FREE!

I also found a program that will keep from going into Post-It withdrawal. Visual person that I am, I do need something to keep me happy! And I found it. Stickies is like post-it notes for your desktop. Computerized post-it notes - what will they think of next?!

Alice, are you happy now? Look at me - I'm a model of efficiency! Now maybe I can schedule in some time to paint the kitchen, clean out the garage, start my new blog....

I'd Rather Be Fishing!

I'm sitting here struggling to come up with something to write about today. I have a list of topics I want to post about in each of my blogs. I keep it right here by my computer. And yet, as I'm looking at the list, none of them are inspiring me.

And then it came to me. It has nothing to do with the topics. They are all good ideas for things I think most home business builders want to know. But the truth is it's a beautiful day - not too hot for the first time in weeks. My daughter, son-in-law, and grandchildren are camping at the lake for the week celebrating my grandson's birthday which was Monday. He has been wanting to go camping all summer and this is one of his presents - getting Mom to go camping! And the plain simple truth is - I don't want to be blogging about business. I want to be on the lake with my family!

Which gave me the idea for my post today. Sure I can say the heck with it and turn off the computer and go to the lake. Many of you are probably saying why not? After all, it is his birthday. And you're right. One day less at the computer probably won't make or break my business. But - I took off Monday to spend the day with him. And I am taking the boat out later this evening so he can sleep on the boat with me. And I'll be out there all day tomorrow. So now it's not just one day - it's several. And several days away can make a difference.

I hear the whispers in the background. Just work a little _______ (fill in the blank: harder, longer, more, smarter) when you get back and make up for taking the time off. Let me tell you something from experience. That never happens. You may have the best of intentions but let's be honest. There are only 24 hours in a day. And no one wants to spend most of them working. Besides, if you push yourself too hard or too long, you can actually find yourself further behind. Your body and mind need rest to recharge and the more tired and stressed you become, the more mistakes you make.

Treating your business like a business means you work when you are supposed to - no matter what other things may try to lure you away. Yes, one of the beautiful things about working at home is being able to set your own schedule. And I did. I agreed that I would not work Monday, Friday evening, or Saturday. Now I have to count on myself to stick to my agreement, no matter what.

Granted there are times when emergencies require you to be more flexible. Life happens. But the sun shining and the birds singing and the lure of the lake calling is not an emergency.

Does my grandson mind that I'm not with him right now? Is he missing me? Maybe. But he also understands that "NeeNee" works to pay so he can attend his private school, and he and his sister can have things they want that Mommy and Daddy can't get them. And he knows that because I work from home, I am able to spend more time with him than his other grandparents who all work outside the home. I can stay with him when he has to miss school because he is sick. I can go with him and his sister on field trips when Mommy and Daddy can't take off from work. I can pick them up after school and take them for ice cream or walks in the park. And I can send them to good Christian schools where they get the foundation they need for their futures. And that means more to me than a few extra hours on the lake.

And so here I sit, working for a few more hours. But soon, I will turn off the computer, hook up the boat and trailer, grab the dog, and head to the lake to spend some glorious hours with my boy!

What little temptations are trying to lure you from focusing on YOUR business?

Time Management Tips

I've had a couple of emails and phone calls this week from friends who told me they are giving up their home business because they don't have time to do it. AAAGGGHHHH!!! That's the point! Getting financially free so you do have time for the important stuff! Sure you're going to work hard for the first couple of years. But after that, if you build your business correctly, you can take time whenever you want to.

Rather than quit, let's use some time-saving tips to help make the hours necessary to build your business.

1. If you haven't done it yet, set your goals. Be very clear about them. Write them down. Once you know what you really want to achieve (and why) it’s easier to make decisions about what needs to be done, and to plan accordingly.
2. Make your to-do list daily. List your top priorities and focus what time you do have on them. You'll be much more effective!
3. Schedule your day. Literally write an appointment in your work planner (you do have one of those, don’t you?) to set aside a realistic block of time for your priority actions.
4. Learn to say no to all of those friends and family members who think that you are free to do whatever they need just because you work from home. Don't let them distract you from your business.
5. Get organized. Create systems for filing, management of information and communication.
6. Learn to delegate. Surely your husband can learn to do laundry. Let the kids do the dishes. Can your neighbor take your kids to soccer practice along with hers?
7. Balance your life. All work and no play will burn you out faster than anything. When you are scheduling your day, schedule family time, spouse time, and a little "me" time.
8, When the day is over, let it be over. Finish what you are working on and "go home." Don't be thinking about that important client phone call when you should be focusing on your spouse. No paperwork at the dinner table or notes while watching TV with your family. Relax and you'll be less tense and more focused tomorrow
9. “Don’t say you don’t have enough time. You have exactly the same number of hours per day that were given to Helen Keller, Pasteur, Michelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson and Albert Einstein.”