Productivity Tips Business Owners

Productivity Tips Business Owners

As a business owner you are used to working hard. But is your hard work focused on the correct goals for your business? Are you clear about what your goals should be? And even with clear goals, how can you stick to those goals while responding to your customer’s needs? Read on to learn about our productivity tips business owners.

Productivity Tips for Business owners

The challenge is to work smart and be productive. There are simple but effective changes you can make to achieve this. So here are some ideas to get you started.

1)Decide You Want to Take Control

The first step in any change process is the commitment to do things differently. Aim to protect your time for productive work. Be prepared to challenge yourself and your team. This can mean saying no to enjoyable distractions like social media alerts. It can mean pushing yourself to spend more time on the tougher tasks you sometimes avoid.

2)Know Your Environment

And to optimise how you work you need to know how you work. Understand your environment, your challenges and your distractions. What work gets priority, which customers get the most attention, what response time is expected? What percentage of work can be anticipated and therefore planned? When do you work most productively? Is it the same time every day?

You can do this by simply reflecting at the end of each day. But by using a more structured approach, like keeping a TimeLog every day for a week, you can gain further insights. The data you gather will help you decide what needs to change to improve your productivity. Here is a link to our Be Productive TimeLog template.

3)Set Priorities for Your Business

To be truly productive, you need to be clear about what is important for your business. What are you trying to achieve; what are the priorities? Does everything link back to the overall vision and strategy?

By using the SMART approach to objective setting you can ensure that all planned work is specific, measurable, achievable, realistic and timed. This can provide a purpose for every task list or project plan and clarity for everyone on your team. Read more about prioritising here.

4)Get Organised and Plan Your Week

Once you are clear about what needs to be done, develop a plan to achieve it. Have a yearly plan which feeds into the monthly, weekly and daily plans. Make your weekly plan on a Friday afternoon or first thing Monday morning. Use a “To Do” list if you find it useful but make sure it connects to your schedule so that tasks on the list are actioned and most importantly, completed.

Schedule the week using a structured approach that best suits your business and your customers. Different techniques such as batch working or timed working can help to maximise efficiency and productivity. Here is a link to our Be Productive Weekly Planner template.

5)Manage Email, Meetings and Distractions

Your TimeLog data will identify the activities that consume most time in your week.  Emails and meetings tend to be top of most lists while interruptions from colleagues can also eat into your time.

So here are some e-mail productivity tips to consider:

  • Working with email notification constantly switched on can result in the day being controlled by other people’s priorities. There will be days when you need to be constantly in touch. But ask yourself are there other days or time blocks when you can check your emails at planned intervals only.
  • Actively manage your meetings to increase the chance of productive outcomes by using a meeting process. This can include: 1) preparation beforehand, 2) use of a timed agenda during the meeting and 3) post meeting follow-up of actions agreed
  • Eliminate or reduce as many distractions as possible, even if sometimes those distractions are a welcome change from tougher tasks. But remember to be diplomatic when colleagues or clients are involved!

For more detailed advice on this check out our Email, Meetings & Managing Distractions productivity articles here:

Take Control of Your Inbox

Productive Meeting Skills

Tips to Maintain Your Focus

6)Develop New Skills and Techniques

Keep improving to make sure you stay productive in this ever changing world. Nowadays there are lots of free apps available that promote efficiency and collaboration such as Microsoft OneNote. Do some research or talk to colleagues and peers to get recommendations. Make sure you are using your desktop applications as efficiently as possible by learning relevant time-saving functionality and features.

7)Review, Analyse and Repeat

To maintain control of your time and sustain any improvement in productivity, it is important to review and analyse what you have achieved. Return to the Timelog to track what worked and what didn’t. Compare back to the baseline data you collected at the start. Improvements gained from protected blocks of time and fewer distractions can include: reduced email processing, shorter meeting times, higher task completion, increased output and productivity.

Be Productive

In conclusion, these business owner productivity tips won’t work every day or in every business. But I encourage you to take the ideas and develop improvements that will work for you. Send us some feedback in the Comments and keep checking this blog for more detailed articles over the coming months on many of the topics discussed above.

Be Productive – Learn to Say No

By Moira Dunne

During my first job as a consultant, my client told me that I had the ability to say no while making other people feel good about it. I think it was a compliment! It wasn’t something I planned but when I analysed my approach I realised I was protecting my work time so I could deliver on my commitments. I always tried to help but if I couldn’t at the time I would explain and offer an alternative.

Saying Yes is Natural

For most of us saying yes comes more naturally than saying no. People genuinely want to help people. We want to be known as “a team player” and don’t want to be difficult. We don’t want to appear overloaded with work either, as if we can’t cope within our role. So learning to say no is a skill most of us have to develop.

Saying No by Saying Yes!

So how do we do it? Well the best way to say No is actually to say Yes. By that I mean say no to dropping everything at the time of the request but say yes to a time or approach that suits you better. Take control. But do this professionally with consideration so that the requester understands and is happy with your alternative suggestion. And then follow through.

The requests we receive loosely fall into two categories:

  1. A request from a colleague for help or advice
  2. A request from your boss to do extra work over what was agreed

A request from a colleague for help or advice

If you can’t help straight away offer an alternative time that suits both schedules. Alternatively consider if you are the only one who can help? If help is needed immediately direct the requester to a report or training material or another expert.

A request from your boss to do additional work

If you are already working to a plan that was agreed with your boss then you are in a good position to negotiate. Offer to do the additional work but point out “This is what I am working on based on the plan we agreed. I will happily do this new work but I may need to push out one of these tasks“.

So your objective is to get approval to free up time to do the new task. That way if one of the original tasks doesn’t get done, there is a common understanding why. If your boss insists that you still do everything, at least you have provided a reminder of your current workload based on the agreed plan. This can be a subtle way to highlight that your boss is being unreasonable, maybe unintentionally.

Tone of the Message

As with most business interactions the tone of delivery will greatly affect how your message is received. Find your own words. Use your judgement about how best to position your response. Consider the other persons’ perspective. If you are clear in your own head about why you are responding the way you are, it will start to come naturally.

Emergencies

Of course there are times when we need to just drop what we are doing and help. Again we have to use our judgment and knowledge of our work situation to  identify these times.  This will not be a time for alternatives or rescheduling.

Learn to say no

  1. Strive to say yes if you can
  2. If you can’t, explain your reasons professionally
  3. Provide an alternative
  4. Be committed to the alternative
  5. Negotiate priorities if saying yes

Saying No can Increase Your Credibility

Saying no from time to time can actually increase your credibility, as long as it’s done in a professional way. Saying no (or yes with conditions) can sometimes be the right thing to do for your role, your team and your organisation.

Saying no successfully is all about using your judgement. It’s a trade-off between being helpful and being in control of your own work life.

-oOo-

Let me know your thoughts in the comments section or tell me what approach has worked for you.