Improve My Business

There is a bunch of research out there promoting the idea that laughter can improve productivity, and given what we discussed earlier this week about attitude, I decided today I would help lighten things up a bit by posting some funny productivity cartoons.

Hope these help improve your personal productivity for the day.

Technorati Tags: efficiency, humor, managing your time, working smarter

We all know that the hours in the day are numbered and that we need to make the most of them. So here are some tips that I have been using to increase my personal productivity.

1. Batch your E-mails. If your like me and most of the people in my office you have an almost constant stream of E-mails coming in. The temptation is to open them all as soon as they arrive. I realized that for me at least this meant stopping what I was doing and shifting my focus on average once every 15-20 minutes throughout the work day. This was very disruptive, particularly when there was something I wanted to read further in the E-mail and it wound up being a long distraction from the task I had been working on. The solution I have found is batching my E-mail reading into groups. Basically I keep my E-mail open, but don’t read any messages unless something urgent comes in that needs immediate attention. Instead I let things build up and then just before lunch and again just before I sign off for the evening I read through everything. I find this gives me longer blocks of un-interrupted time to focus on getting the important things I need to do done, without completely ignoring what is going on in my E-mail.
2. Pick one big thing every day and do it first. For me if I have a lot of things on my to do list I find that I often avoid the big ones and do all the little “quick wins” first. While this does shorten the list, it still leaves those big projects out there looming, and by the time I have done all the little things I often don’t have the mental energy to tackle a big project. To combat this I have started coming into the office each day, having picked out one large item from my to do list to tackle that day. I start my day off by first checking to make sure no urgent messages came in overnight, then getting right to work on my one big thing for the day. I don’t check E-mails, or make phone calls, or do anything else until I have knocked out my one big task. This has two benefits for me. First it gets those big tasks off the to do list in a timely manner, and second, I find myself having more energy throughout the day because I know that I have already accomplished something big and don’t have the stress of trying to find the energy late in the day to do a big project.
3. Have a defined plan. Beyond picking your one thing, I have also found it helpful to have a defined plan for the week. In other words I try to look at what I need to get done and slot it all into my week. This way I am not sitting here on Tuesday afternoon or worse on Thursday staring at my to do list and wondering how I am ever going to get it all done. I know how it is going to get done because I have already budgeted the time in my head. Of course my schedule gets shifted around a little bit as things come up, and it is important to remain flexible, but knowing what is on your list and what kind of time commitment it takes, then figuring out where you can make that time commitment can help overcome the feeling of overwhelm that comes with big to do lists.
4. Attitude is everything. Having a better attitude at work makes you more productive. If you feel like you have been productive you will continue to be more productive. This is what is really behind the other tips I have listed here, they all help me feel productive, which improves my attitude, and makes me more productive. Sometimes you even need to go so far as to force yourself to change your attitude, even if it seems superficial at first. If you tell yourself you have lots of energy and are ready to get something done, before you know it, it will be true. On the other hand if you sit around all day dreaming about a nap, you’re just going to make yourself more tired. So take a minute every now and then to check in on your attitude towards work and adjust it as needed.

Technorati Tags: efficiency, email, goals, improvement, managing your time, Planning, Time Management, working smarter

There are several key differences between being a manager and a leader. For people running their own business or acting as parts of a management structure in a larger business it is important to recognize the differences between managing and leading and use these different methods appropriately. The biggest difference between managing and leading is that managers push groups to achieve specific goals while leaders pull groups in a general direction, letting the group decide on the specific goals.

When you are managing a group you are looked at for direction and answers, you are the driving force or push behind your team. Managers are focused on individual contributions and making sure that everyone on the team is doing exactly what they need to be doing to achieve the specified goal. At critical junctures in the process the team will defer to the manager to steer them in the right direction. All major decisions are made by the manager of a team.

Leaders on the other hand let the team make their own decisions. Instead of pushing the team into specific solutions, a leader pulls the team toward the goal, letting the team figure out the best way to get there. As a leader your role is not to provide the answers but to facilitate the team in coming up with their own answers. Leaders are more concerned with the overall functioning of the team and the relations between team members then the individual tasks of each member of the team.

Clearly each of these styles has its place and it is important as a team lead to recognize when you need to manage your team and when you need to lead them. Typically as employees grow more accustomed to the business they need less management and more leading. As an employee grows comfortable with her daily tasks she no longer needs someone looking over her shoulder, however she does need someone motivating her and this is where a great leader will excel. On the other side new employees don’t need motivation and leadership as much as they need someone there telling them how to do their new job.

This is not to say that only new employees need management, or that experienced employees will always excel with great leadership. As a team lead it is up to you to figure out what the members of your team need from you, and typically this means walking a line somewhere in between managing and leading. At times it will be important to be the task master and manage the members of your team, however if you default to this mode you will stifle the creativity of your team members and will not be allowing them to achieve their best. So at time is it important to take on the role of the leader and let the team figure out the solution, again though it is important to not go too far in this direction. If left completely to their own devices employees may wind up off track or pursuing ideas that are not practical for the current situation, it is your job to step in and make sure this doesn’t happen.

I encourage you to take a look at your current management practices and skills and see where you fall, are you more of a manager or a leader, and then examine the effects this may be having on your team. Considering trying the opposite approach from how you typically interact with your team and see how they respond. It may be that some of your employees have been waiting for an opportunity to be more creative, or have needed more direction in the workplace. The important thing to remember is that, as a team lead, you need to always be monitoring your team members and tailoring your interactions with them to help them achieve their best. This is the true goal of any leader, whether she is managing or leading, she is always trying to bring out the best in those around her.

Technorati Tags: Business, communication, leadership, problem solving

Today I want to point out two great posts made by Professor David Dornfeld on his Green Manufacturing Blog (http://green-manufacturing.blogspot.com/). The posts are about low hanging fruit for manufactures to improve their environmental impact without expending a ton of resources. The posts draw on research that Professor Dornfeld and his students will be presenting later this year at a green manufacturing conference and have some great advice for smaller manufactures who want to decrease their environmental impact but can’t spare the resources to role out a huge environmental campaign. The first post can be found at http://bit.ly/8AXCLf and the follow up can be found at  http://bit.ly/5legqq. I hope you enjoy the posts as much as I did.

Technorati Tags: Business, enviornment, improvement

Every business needs a marketing plan. If you could create a robot that did all of your clients work for them in half the time and only costs $100, if no one knew about it you wouldn’t make any money. A marketing plan lays out the specifics of how you are going to let the world, and more specifically your targeted customers, know about your products or services. Many businesses and entrepreneurs don’t know where to begin with their marketing plans and wind up just piecing together strategies that they have heard about to create what they think is a marketing plan. Sometimes this works, but as with anything else, proper preparation will prevent poor performance. To increase the chance that your marketing will be affective, you have to have a marketing plan that starts with research.

Researching to begin your marketing plan is easy. The first step is to research who your customers are or if you are just starting out think about who your product is designed to help. The goal is to narrow who your customer is down as much as you possibly can to arrive at an ideal customer for your product or service. In other words you want to have an image in your mind of a person of business that would be the perfect customer for you business. This first step is imperative as you can’t move forward with your marketing plan until you answer the fundamental question, “who are my customers.” The reason you can’t move forward without answering that question is because you need to know that to answer the question “who should I market to?” Once you have the answer to the first question the answer to the second becomes clear and you are ready to move on.

Now that you know who you are going to market to you can start doing some more specific research about your potential customer/marketing target. You want to find out as much as you can about them: where do they eat, what is their average income, how old are they, where do they live, what to the do for work, how much do they work, etc. The more information you can gather the easier it will be for you to come up with creative and affective ways to market to them, which is the goal of putting together your marketing plan. If you are in a B2B business then you want to find out questions like: what is their average revenue, how many employees do they have, how many customers do they have, how do they make money, what are their main differentiators, etc. Whether researching people or business, the goals are to find out what the best marketing channels to reach your customer are and what kinds of messages will resonate with them. Knowing this will help you answer the two other fundamental questions for writing your marketing plan. First, how will I reach my customer? And second, what will I say to my customer?

It has been my experience that once you have all your research complete you will have so many creative ideas for marketing to your target customer that your marketing plan will practically write itself. The better your research the better your ideas will be and your marketing will be more affective. Let your research guide your marketing and you will probably save yourself both time and money because you won’t be chasing marketing ideas that don’t work.

Technorati Tags: Business, Marketing, Marketing Plans