I laugh at the thought of time management

Part 3 of No Stress Series

Setting your priorities and sticking to them is a great step towards reducing your stress, but it won’t help much if you don’t have time to finish all the other menial tasks that are involved in running an at-home business. Items like billing, filing, ordering ink for your printer, and a million other little things that pile up over time still need to be done.

Let’s look at five methods to help you keep better track of where your time goes, and keep on top of your schedule:
Write everything down.

Famous productivity expert David Allen, author of Get It Done, recommend getting your to-dos out of your brain and onto paper. I can attest that this method works! When I’m feeling overwhelmed, I have found one of the greatest ways to de-stress is to sit down and write out everything I have to do that’s got my head spinning. Whether those are big projects, little five-minute tasks, or anything, it all goes down on paper as my brain is churning out the words. When I can actually see my thoughts on paper, I can start sorting and prioritizing.

Keep track of how long a task takes you.

It’s a common psychological trick we play on ourselves – we overestimate how long it takes to complete unpleasant tasks, and we underestimate how long we spend on pleasant items. Get real by writing down the actual time it takes you to do things like file papers, log receipts, and any other tedious task. Then you have a concrete estimate the next time you think, “Oh, that’s going to take all day!”
Minimize interruptions.

Turn off your email alert noise, put your phone ringer on mute, and clear your desktop before you jump into a task that requires concentration. Fewer interruptions and distractions allow you to get in that concentrating “sweet spot” where you’re humming along and working at a pleasant clip. That means you’ll get your work done faster and be less stressed. Constant interruptions ultimately result in needing to re-prioritize your day, over and over and over again. You can see how the stress you feel just keeps escalating without minimizing the interruptions each day.
Break down large projects.

Big projects – website overhauls, writing reports, planning marketing campaigns, creating a newsletter – can be overwhelming. When faced with a large project, break it up into tasks you can complete in one sitting, preferably in under 20 minutes. That way, instead of looking for a free afternoon to tackle the project all at once (which you’ll never get!), you just need to squeeze in 20 minutes here and there until the project is completed. I don’t know anyone who can’t find 20 minutes, but ask an entrepreneur to block out 8 hours for a project, and you’ll receive in turn a stunned glare.
Take advantage of “lost” time.

Our days are full of five minute breaks between activities. We call these “dead” time. You may be sitting in car-line at your child’s school, or in line at the pharmacy, or even waiting for a pot of water to boil. There you are, simply waiting for something to happen. Keep a notebook with a running list of tasks that can be completed in 5 minutes or less. Schedule an appointment, call a friend to set up a lunch date, clean out your voice mail, file your nails – anything that you know you need to do but don’t get around to doing.

Now when you have “dead” time, glance down at your notebook with the list of 5 minute tasks and start at the top.  Work your way down the list every time you find yourself with a few free minutes. You’ll be amazed at how much you accomplish when you’re ready to go!

The power of time management can have you thinking you can do it all now!  You are Superwoman!  You are Supermom!  But, before you go leaping those tall buildings, stop and take a deep breath.  There are still things beyond our control.  Yes, we can do a lot, but we can’t do it all.  Life sometimes gets in the way, even of the most on-task entrepreneur.  Let’s take a look now at how to recover from situations beyond our control.

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I bet you a dollar you are not setting

priorities.

If the basics of reading and writing are learning your ABCs, the basics of work-at-home success is setting your priorities. If you don’t have a set of priorities by which to guide your business, your day, and your week, you are at the mercy of circumstance. Happenstance is for people who play the lottery; not for entrepreneurs, and definitely not for the Corporate Mom Dropout who has to juggle everything and everybody.

You sit down at the computer to begin work on your to-do list, and the emails start coming in. Instead of having a way to rate the importance and urgency of each request and item on your list, you just respond to whatever is front and center – which is usually whatever email or phone call has come in most recently. Then the end of the day comes, and you still have as many items on your to-do list as you started with. The stress starts to mount as your business goals recede farther and farther into the distance.

So what’s the solution? Setting priorities. When you have a list of goals and priorities, you have a map for your future.

My advice is to set one or two business objectives for each quarter of the year. You may choose to launch a new product the first quarter of the year, revamp your website during the second quarter, create marketing materials for the third quarter, and develop an outsourcing strategy for the fourth quarter.

The following is my favorite process for breaking down a large objective into daily, weekly, and monthly priorities:

• Start with your quarterly objective.
• Ask yourself, what would have to happen this month to achieve this objective?
• What would have to happen this week?
• What would have to happen today?

Once you have defined what needs to happen each day, week, month, and quarter, put those items on your calendar and to-do list with a big star next to them. Now you know what has to be completed every day before you start answering phone calls or emails. No matter what the rest of the day brings, you know you have completed the things that will most move your business forward.

This small routine will help reduce your stress because you’ll no longer lie in bed, wondering what the heck you accomplished that day. Instead, you will have taken concrete steps towards achieving your most important goals. (P.S. This works great with personal goals, too!).

Now that you have your priorities set for each day, week, month, and quarter, how will you know if all that work will fit into your schedule?  Let’s take a look at how you can manage those fleeting 24 hours we all have to work within. Stay tuned there is more coming…

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Take a look at your inner circle and see who needs a 72 hour eviction notice. Start drafting up your notices this week. We cannot move in action if we allow squatters to take up valuable space.

As women on the move, women in action, women of power of mothers of this earth, we have to be careful who we allow to stay and occupy space in our home, our minds, our business’s, our relationships, our life in general.  We allow people to fill vacancies that need to be left alone. We are growing and need to have room for abundance and prosperity.

I barely watch TV but, I turned it on and wanted to see what the big hype was about with this new show called Hoarders.  Well to my surprise that was one of the worst and gross shows I have ever seen.  These people have allowed the past and the present situations and circumstances cloud their minds and their homes.  They allowed so much stuff to pile up externally that the real work was needed internally, to really be healed.  Many of those hoarders were covering up space with things, and the people around them have just adjusted to the lifestyle and did not attempt to make any changes.  In my opinion they are worse off than the hoarder themselves because they were taking up space as well.

Let’s begin to flush out and clean up the mess we have inside and out.  I always direct the question back to myself.  Where can I begin to clean up in my life? What do I need to do to get my business in order? What do I have clouding my path to success? Is it my inner circle that is taking up space like a squatter or my outer circle which are people who I feed into more than I feed into myself?  How much longer am I going to allow people, things and past situations take up space in my life?

If you have BIG dreams and aspirations and you know you have a destiny to fulfill you must begin within.  I repeat you must begin within.  Who do you need to give a 72 hour notice to? Could it be you? Getting out of your own way your friends, your family, your spouse, your job? Think about it and begin to hand out notices that in 72 Hours you will no longer have room for squatters.

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A good way to increase profits, reduce risk and broaden your market is by joining forces with a competitor. Maybe not all the time but a project or two may be a good way for both of you to grow your businesses and to see if a long-term association is worthwhile. If you have multiple businesses, the joint venture may be just one of those businesses, and the others you continue to run on your own. For instance, if you’re both life coaches, you can offer more seminars in more places for mutual benefit. A shared company name will also help to brand your services.

However, be careful. Make sure the venture is on an equal footing. It’s probably a good idea to get a legal agreement that clarifies exactly what is shared and who is boss, things like that. A legal document gives you the way in and the way out, if you need to end the venture.

It’s imperative that there’s a business plan for the venture. The plan should detail what the goals are and how you’re going to reach them together. You can’t be working at cross purposes if you want to succeed.

Of course, the most important factor in a joint venture is trust. Without mutual trust and openness what could have been a successful venture (the usual result of a joint venture is success) will fall flat on its face.

When is the last time you put your vision on paper. I am not talking about a 30-page business plan or the hottest self-improvement seminar that you went to and had to fill out a questionnaire or assessment. I am talking elementary school. Taking glue, pictures, colors and phrases and placing your vision on a board. This concept known as a Vision Board is a visual explorer.

It is our thinking, more than our surroundings, which determines our level of happiness. Hold a thought and you will create an emotion. That emotion drives a behavior, which in turn creates an event. To change your events you must first change your vision.

I was up one Sunday morning watching Joel Osteen and he was talking about visions and he stated that we must change our vision in order to change our lifestyle…he used chickens and eagles as an example. Chickens vision is limited, they only go after more of the same thing that is placed in front of them and they are always pecking down, they never look up for other things to eat. Eagles on the other hand uses his vision and soars, he chooses to get his food from afar, his vision is expanded and he uses that to survive. Which one are you? The chicken who just accepts what’s in front of him and continues to look for more of the same, or an Eagle who soars and reaching far to get what he wants?

The challenge, for most of us, is to move from pessimistic thinking to a place where your thoughts create feelings of hope and joy. So how do you do it? Simple, no secret, you create a Vision Board or better yet do what I do, have a Vision Board Party where you get a group of friends together with magazines, books, anything visual, and you cut out pictures that represent how you envision your life/business in the future. This whole process helps you turn your visions into reality and watch your goals come to fruition right before your EYES.

The concept of vision boards has been around for years; I actually started researching this concept last year and have conducted a Vision Board Party in Feb 2009. As a living testimonial, I was able to accomplish 80% of my goals for my life and business that I had on my vision board for 2009. Most people have a hard time creating a life plan or business plan and a hard time believing in the success of accomplishing their goals, but this visual process will give the motivation you need to go after “What’s been holding you back”.

Here are some tools you will need:

1) Create a vision board that includes pictures of things that you would like to have in life. Include things that you know you cannot afford right now, but if money were not an option you would have it right now. Items could include a vacation, a new house, a husband, wife, kids and of course more money and health. The pictures can come from anywhere such as magazines, computer printouts, and newspapers.

2) Place the vision board in an area where you’ll see it throughout the day.

3) Look at each picture on your vision board at least daily, and daydream about having that thing in this present moment. Allow yourself to be fully engaged in the daydream, and have fun with it.

Enjoy your visual creation and please keep your eye on the prize.

If you are in the NY area on January 26th you are invited to attend the Empire State of Mind Vision Board Party: click here for more information