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Time Management Strategies to End Procrastination

If procrastination is your friend, then you know sometimes the struggle with productivity is real. One common misconception about procrastination is that stems from laziness. The reality is not that simple; in fact, the true nature of procrastination for most people lies in feeling overwhelmed.

Luckily, there are ways to help you manage these feelings so that they do not control your life. The following tips will not only help you stop procrastinating, but will also eliminate feelings of being overwhelmed, making you feel more in control of both your professional and personal life. Prepare to cross those items off of your to-do list for good!

1. Clarify your goals.

It is so easy to become overwhelmed and start procrastinating when we aren’t clear on our goals. Whether it be personal, professional, or business goals, being unclear about the desired outcome often leads us to haphazard decision making without any long-term vision. When we set clear goals, we are able to hone in on a clear plan of action to achieve them. This minimizes procrastination by clarifying priorities, enabling you to get things done.

2. Break down big projects into bite size pieces.

When starting a big project, breaking it down into smaller increments helps us get started without allowing the bigger picture to overwhelm us. For example, if you build websites and you just dive into a project without a plan, you’re going to have a hot mess on your hands. You can solve this problem by first designing the layout of the website, then having photos taken, creating graphics, writing the copy, and so on. The key is to work on each of these tasks separately, allowing you to focus on one thing at a time.

3. Automate and Create Systems                                                                       

Systems and automation should be a way of life for all of us. You can get twice as much done in half the time. Yes, really! For me this means, automating my grocery delivery so it shows up at the same time each week and having automatic bill pay. These are things I don’t have to think about or spend time on–they just get taken care of. If you’re working with clients, you can use a system such as dubsado to automate the onboarding process. This frees up more of your time and decreases the chances that you’ll procrastinate getting the job done.

4. Try out a productivity method.

These are different than system automations or project plans. You need a system that you can follow that will allow you to be more productive while you’re sitting at your computer working. These methods range from calendar blocking, the pomodoro technique, and a new one I’ve been working with is the 5-3-1 method. This is where you choose 1 big, 3 medium, and 5 small tasks or goals for your day. In my case, the big one may be to edit a youtube video; the medium ones may be to wash my car, create a new client form, and write a youtube script; and the 5 small ones might be to make 3 phone calls and return 2 emails.

This method has been working well for me. I will sometimes combine it with the pomodor technique which is where you set a timer for 25 minutes and then take a 5 minute breaks. You repeat this cycle a few times and then give yourself a 10-15 minute break. Using a productivity method really holds you accountable for the time spent on each task, so you will be motivated  to accomplish more.

5. Have an established routine. 

“Successful people are simply those with successful habits.” –Brian Tracy

Morning routines are huge in the online space right now because they help you start your day off on the right foot. However, I do not think that a morning routine is the only answer. The key to this method is to develop certain behaviors and habits that signal that it’s time to buckle down and get to work. So for some people that means establishing a routine for right when you to the office. Or, maybe it’s a routine after work that prepares you to work on your side hustle. Regardless of when you need it, what’s important is to have an established routine that signals it’s time to get into productivity mode.

6. Take a day off and practice self care. 

There are many entrepreneurs that preach work hard, 7 days a week. Then there are others that tell you that you can work 4 hours a week. The truth is often somewhere in the middle. I can tell you from personal experience that not taking a day off will come back to bite you. You don’t necessarily need a day off each week, but I do recommend at least one day every couple of weeks where you can unplug an do something nice for yourself.  This is especially important if you own your own business, work a stressful job, or even if you’re in college. Finding the right work-life balance is essential for preventing burnout.

We would love to hear from you! Comment below and tell me when you have been overwhelmed with a big project. For even more content like this, check out my YouTube channel where I create videos to help you achieve a life you love and a business that thrives!

What to outsource to a virtual assistant.

What to outsource to a virtual assistant

Is everything in your day-to-day stacking up.  Are you spending more time on admin tasks within your business than actually growing your business.  We all need a little help, and a virtual assistant can do just that. While a virtual assistant takes care of the routine tasks in your business, you’re able to grow your business.

You may be wondering what tasks do you hand-off?  Maybe you’re still contemplating and not sure what a virtual assistant can do for you.  

What can they handle?

Virtual assistants can handle anything from general administration to the more technical work, and let’s not forget about social media.  

Basic tasks, like calendaring and travel arrangements can be handled by a virtual assistant.  With someone managing your calendar nothing slips through the cracks. Meetings, travel arrangements, and the other things that only you can do are on your calendar ready to go.

Travel

Tired of paying ridiculous amounts of money booking travel arrangements, because it gets pushed on the back burner and made short notice.  A virtual assistant can handle all of that for you. Maybe you want, and need, some time off with the family. A virtual assistant can find you the best deals and packages to surprise them with the best vacation ever.

Reception

Need someone to answer the phone while in that important meeting or conference.  Want to ensure that your customers can reach you, even while spending some quality time with your family, or even that mysterious thing called sleep.  Virtual support can have you covered. Customer Relationship Management and support. Many virtual assistants are skilled in handling customer service support and relationship management systems. There are many virtual assistants that go as far as specializing in customer support for Shopify and Amazon FBA entrepreneurs. What does this all mean?  Virtual assistants are good at handling customer service and keeping your customers happy.

Email management

Who is able to keep that unread number less than 50?  Never miss anything important because it was sandwiched in between junk email.  A virtual assistant will go through, get rid of anything that is not needed and ensure you address important emails.

Research  

You have a picture in your head of your perfect customer, but you’re not sure where to find them. A virtual assistant can research your demographic and find out where they’re hanging out online. Maybe you need to know what your competitors are doing, let them find out for you.

Technical

Whether it’s website management, building sales funnels, or creating email content a virtual assistant can handle it for you. Maybe you know what needs to be done, but you aren’t quite sure the best way to do it.  We love technical. Virtual assistants with tech knowledge can handle those technical tasks you don’t want to do or don’t know how to do.

Social Media

It’s a big part of the growth your business.  Customers want to see your business up close. If people can relate to your brand, they’re going to want to buy from you.  Customers are going to check you out on social media. If you aren’t active and engaging, they go somewhere else. Here is the thing, it takes time and work.  It’s not just a post every once in a while. They want to see what you do, how you do it, and how you interact with your customers and community. They also will check out how long it takes you to respond to customers.  The struggle is real you guys. Between social media postings, content creation, and engagement, you may want to run and hide. You keep reading about content strategies and maybe you’ve tried to keep up with Gary Vee’s $1.80 Instagram strategy, but who really has time for that? A virtual assistant. Virtual assistants can help you with all areas of social media.

Facebook Ads

I’ve put this one in a category all by itself, why?  Because Facebook ads should be handled with care. Virtual assistants proficient in FB ads can help you create and manage your Facebook ads. If you’re still boosting a post, or creating FB ads without a target audience, I encourage you to hire a FB va. Facebook ads are still one of the most powerful forms of advertising, but if you don’t know what you’re doing you could be wasting a lot of your advertising budget.

There are so many other tasks that a virtual support specialist is able to handle for you.  Essentially, anything that is taking time away from nurturing and growing your business, that doesn’t make you money, should be sent off for someone else to do.  Another great thing too, you don’t have to ensure they have office space, or equipment to use. No need for fringe benefits, like health insurance and paid time off.  All you pay for is productive hours. Comment below and let us know what you could do with all that extra time by getting a virtual assistant.

Don’t forget to check out our services and package options to see what we can take off your hands!

Productivity Tips for Entrepreneur’s

Productivity Tips for Entrepreneur's

There are some days we all wish we had just an extra hour…or 5 in a day. The fact of the matter is, we all have the same 24 hours. So, how is it that some people seem to get it all done, while you feel like you are being pulled in 10 different directions.  Today, I am going to provide you with 6 tips to help you be as productive as possible.

Tip # 1: FOCUS ON one or two ideas at a time.  

If you’re a good entrepreneur, you should have an endless supply of ideas. You should have more ideas than you do time.  So, you MUST filter through those ideas and determine which one or two ideas are worth going after and make them your priority. When you determine which of those ideas are at the top of the list, you must set your intention and put all of the other ideas on the back burner.

Tip # 2: Calendar Blocking and stick to it.  

I recommend using Google calendar, but really you can use whatever calendar you like… written or digital it really doesn’t matter. You need to block out time on your calendar for every meeting, event, project, and  task. I get as detailed as blocking out travel time on my calendar. You need to plan ahead and know how you are going to be spending your time. You should be blocking out chunks of time to work on projects and tasks. If you have a project that you need to work on that you know is going to take several hours, plan for it by blocking the appropriate amount of time on your calendar.  I also have a video on calendar blocking to help you out.

Tip # 3: Batch it.  

You should be batching similar tasks that help you meet your big priorities and projects. This helps to maintain a productive work flow process, because you are not having to shift from one kind of task to another. For example, making YouTube videos is a priority for me in my business. I block a day where I perform research for video topics, and on another day I batch record 5 or 6 videos at once. This has saved me a lot of time and energy.

Tip # 4: Ask for help.  

I know, I know… no one can do it as well as you can, but the truth of the matter is you don’t have time for everything. You are only one person. Team work makes the dream work. Check out our services and see how we can help grow your business and save you time with routine admin and technical tasks. You can use grocery delivery services to save some time. You can ask family to help you as well.

Tip # 5: Automate and create systems.  

If there is a task that you are doing daily such as filing emails, it can be automated or given to someone else such as a Virtual Assistant to do. You have no business working on routine tasks like this. You need to free your time for more important things, like closing deals. In some cases, you may need to invest in software or some other automation system to streamline these kind of tasks. Pick the most effective way to complete those routine tasks and don’t look back.

Tip # 6: Take time for yourself.  

You’re probably wondering what this has to with productivity. If you burn out, it will impact your productivity levels.  There are absolutely times when you need to work 60, 70 or even 80 hours in one week as an entrepreneur, and there is no getting away from that. However, on a consistent basis you need to take time for yourself doing something that you enjoy. It doesn’t have to be a whole day, but perhaps half a day at your favorite hangout spot will do the trick. Otherwise, you are going to experience burnout which will impact your business negatively.