Improve My Business

Many folks complain about how e-mail takes up all of their time - it interrupts them, prevents them from getting concentrated work complete, and sucks up all their time.

I used to be no different - until I got fed up with being in e-mail hell, and figured out a way to get out of it.  There are several techniques that I’ll list here - figure out the ones that work for YOU, and implement them immediately.

The list, in no particular order (other than the order I thought of them), are:

- the unsubscribe feature on company emails.  Do you get daily coupons from a pizza joint, weekly sales notifications from your favorite clothing store, or other emails that take up your time?  If so, scroll to the bottom and follow the instructions to unsubscribe.  Getting rid of these once and for all, rather than deleting them without reading, will eventually clear out some of the clutter you see when reviewing unread emails.

- don’t reply if you don’t have to.  Sending an email with “thanks”, or “got it”, or even “OK”, unless specifically requested, or in recognition of someone else going above and beyond for you, is unnecessary; and worse, clutters up THEIR email box!  However, if someone does you a favor that would be nice to acknowledge, write them a thank-you note by all means…

- set aside “no email” time.  I leave email processing for when I’m done with a chunk of a big project, when I’ve completed a couple of blog posts, when I need a break from writing a report, etc.  I DON’T have an email flag that pops up every time I get an email; I DON’T check my email every 30 minutes (unless I want a headache that day); and I DON’T live on my email account unless I need to (a client and I are conversing back and forth, exchanging documents, etc.)

- schedule your “email” time.  When consulting with execs to streamline their day and help them to become more efficient, we start with two basic things - interruptions, and emails.  (Interruptions will be a separate blog post at a later date…)  when we cover email, I ask them when they REALLY need to look at emails, and the most common times are:

1. at the start of the business day
2. right before lunch
3. right after lunch, to check for afternoon info
4. before going home
5. (unfortunately) at home that evening

So, if I can get the exec to commit to ONLY looking at emails these 4-5 times, for a few days, they invariably report that they had been more productive since they handle emails in batch vs continuous mode, and they subsequently had more time available to get other things accomplished.  One fun way to do this is to play the E-Mail Game, which lets you see how long you are spending on each email and provides points and timing - to make it fun.  It’s also very helpful in getting emails out of your inbox, since you can ‘boomerang’ something out for a set amount of time rather than leaving it there (and potentially overlooking it).

There are tips galore on the web about handling emails; these are the ones that most of my clients find to be the tops for getting them sprung from email hell.

Any tips to add?  Inquiring minds want to know!

Technorati Tags: Business, de-clutter, efficiency, email, managing your time, organizing, process improvement, Streamlining, Time Management, working smarter

our friends at Crucial Skills offer the following advice if you are plagued by one of these

Top 5 Career-Limiting Habits:

1. Unreliability
2. ”It’s not my job”
3. Procrastination
4. Resistance to change
5. Negative attitude

Luckily, they also provide some tips on how to overcome them…

Technorati Tags: Business Relationships, eliminating defects, improvement, leadership, managing your time

Courtesy of our friends at 825Basics, this post:

Technorati Tags: communication, efficiency, managing your time, Time Management

As we are gearing up for back-to-school, sports, and activities, do you find that your child is having trouble getting all their interests, and homework, fit into the day?  Is it becoming a source of stress rather than a source of joy, relaxation, or accomplishment?

What can you do about it as a concerned parent?

We’ve heard this comment, time after time - some variation of “Little Johnny/Susie really enjoys his/her soccer/violin/dance lessons; but the days (s)he has practice, it’s just a madhouse! We are eating dinner on the go (or through the drive-thru), and (s)he’s up until all hours of the night getting homework completed…”

The good news is, with a little help, you can get your child’s calendar, and the resulting stress, under control. There are several solutions:

1) Limit your child’s involvement in after-school activities. I’ve heard many parents say that they limit their child to 1 sport and 1 other activity, such as scouts; or they are limited to 1 activity if that requires significant lessons/practice. The child is allowed to pick what the activity is; but they know that they are allowed to pick only one during the school year.

If this is your choice, consider enrolling the child in something different over the summer months, so they can experience something that they may be interested in, to find out if there is a passion there…

2) Identify projects, assignments, etc. that can be worked on ahead of time - and then help your child to block out time to work on the project in advance. I’ve found this to be particularly helpful for my procrastinating child… (s)he tends to wait until the night before for most assignments. To combat this (and the inevitable 3 am bedtime unless (s)he wants to get a failing grade), I’ve asked their teachers to let me know which websites, papers, or assignments I should be aware of. Then, if I know that the teacher hands out long-term assignments on Mondays, I can proactively query what that week’s assignment is, and have a relaxed discussion about what we can do each day to chip away at that assignment. Our weekly schedule may look like this:

- Monday - think about what we want to research and write down some ideas

- Tuesday - research our idea and start to capture sources. Cut/paste info into a document.

- Wednesday - do an outline of how the info should be organized, start writing a first draft.

- Thursday - write final draft including all spelling, punctuation, and source citing.

- Friday - hand in completed assignment

You can lay it out on the family calendar, a whiteboard, etc. - wherever it makes sense for your family. The important thing is to help them do what they want to do, without stress, or missing deadlines.

Technorati Tags: Family, managing your time, preparation

Steven Covey, in his groundbreaking work The Seven Habits of Highly Effective People, tells us to “begin with the end in mind”. The concept is to know what you want to accomplish, and to set up your tasks to assist you in reaching that goal. This is nothing more than knowing what you want to accomplish, and aligning your tasks and assignments with that goal.

Many folks get caught up in the social media craze – I admit that I did too for a while. The good news is that my personality gets ‘tired’ with things pretty easily – whether it’s posting 5-6 times per day on twitter, or connecting with acquaintances on Facebook, or answering questions in the Q&A on LinkedIn Answers. Why is that good news? Because I know that, once I ‘master’ this new application, it will lose its allure. So, I can focus on my new obsession in the knowledge that it’s only because I’m not expert at it yet; once I get there, my nature will allow me to naturally ratchet back on the time, effort, and brainpower I’ll put in on this.

Let me give you an example: when I first logged on to Twitter, I was one of the earlier adopters (I won’t say early adopters, but certainly am not a newbie to the app). I was focused on identifying posters who were interesting, humorous, leaders in their field, and leaders in my field. I grew my follower list thoughtfully (I don’t automatically follow those who follow me; and if someone follows me, I go to their profile, read 2-3 pages of the most recent posts, and decide to follow or not based on whether I want to hear what they have to say. If their entire post history are either retweets (RTs), responses (@twittername) or links to their own products (“come check out my 50% off sale!”) I don’t tend to follow them.)

My twitter followers to @marymcd has grown organically to around 1,000 – 1,100 followers – every week I gain some, and I lose some. I check out who I lose, and it’s invariably people who have followed me for 48 hours, seen that I don’t automatically follow them back, and they drop me (Twitter Quitters). Conversely, I’ve built online relationships with folks that I’ve never met IRL (In Real Life) and have a network of professionals I can tap at any given time to get their thoughts on something I’m struggling with. So, although I devoted a bunch of time to building this network, I don’t spend NEARLY that much maintaining it (and yes, I do post regularly on Twitter except when I’m travelling…)

What was my original goal? To understand this new tool, to figure out if I could build a revenue stream from it (yes, but indirectly only), and to connect with colleagues in far-flung locations. Did I accomplish this? You bet. Was it worth the effort? Yes, when I consider the friendships I’ve developed (you know who you are, @my-virtual-twitter-friends…) Am I a twitter guru? Not even close. I use the tool, and am happy with my use, but do not aspire to be a Twitter queen.

Re-examine how you are spending your time – are you doing things that support your ultimate goal? If not, why not? What can you do differently?

Technorati Tags: blogging, Business, communication, efficiency, goals, managing your time, Time Management, working smarter