Keeping it all together: Organizational Wizardry

Thursday, November 10. 2005

Keeping it all together: Organizational Wizardry

You may be an ace coach but if you can�t keep your business running smoothly, financial success might elude you or come at the high price of burnout. Precious opportunities are lost if you misplace files, over commit, or double book clients. It�s time to slow down and design better business systems.

For many of us, our coaching practice is the first foray into self-employed business. Coaching is the service we offer. But the real business is behind the scenes � marketing and administration. For sustainable business, create a solid infrastructure that is simple to maintain.

Ten steps to sanity

1. Reduce obligations

Eliminate tasks during your work time that do not give you an ample return on your investment of time � fees, the right opportunities, professional development. Think of each hour of your business day as equivalent to one hour of your coaching fee. It will help you to make smart choices about your time.

2. Under promise and over deliver

Stop yourself from agreeing to demands and unrealistic time frames just because you want to please others. Give yourself time to think rationally about the consequences of dedicating your time and energy to it.

3. Get back to a clean slate every month

If your office looks like a cyclone hit it, your to-do list is long, and your email box isn�t cleaned out, schedule a chunk of time to catch up. Systems won�t hold up under a heavy load. Every day that your business is in chaos will cost you time, energy and likely money.

4. Optimize your equipment

Rather than spend hours fighting against your computer, software and phone system, take the time to make them work for you. Hire a competent computer consultant who will optimize your systems and teach you what you want to know. Shop around to find the right person.

5. Use professional resources

Delegate whatever isn�t your strength to someone who can do it faster and better � then you�ll have time to coach, increasing your income rather than floundering on a slow learning curve. Resource yourself with professional services such as a:

- Virtual Assistant

- Office Organizer

- CPA/Bookkeeper

- Web Designer

6. Set up easy systems and use them

You�ll need streamlined systems for record keeping, accounting, bill paying, marketing, follow through, scheduling etc. If designing systems that work well isn�t your forte, hire an office organizer to create them for you. Once you�ve got systems in place, USE THEM!

7. Use the one touch approach

This system works! When email or snail mail arrives, execute whatever is called for now � open it, respond to it, schedule a task, file it, dump it, recycle it. With communication from clients and colleagues do your best to responsibly but quickly get it back into their court. They will value your turnaround if it�s within the same day or hour.

8. Schedule everything

Put everything on your schedule (day timer, palm pilot � whatever you use). Commit to accomplishing what is written there. If you don�t, is it because it was too big a bite to chew? Delineate the task into bite sizes and put those on your calendar.

9. Stop procrastinating

Waiting until the 11th hour to do anything causes stress and can appear unprofessional. Since you�ll have to do it anyway, do what you can in this moment. To reinforce this habit, figure out your final deadline, then what it will take to accomplish it. Schedule and accomplish the bite sizes. Leave room for contingencies.

10. Use small bits of time wisely

Use the 5 � 15 minutes between clients to finish notes, put away client files, make a quick phone call, clear out email or take a small bite out of a big project.

Implementing these ten simple methods will make you an organization wizard!

Copyright �2005, Bubbling Well � Rhonda Hess
All rights in all media reserved.

Posted by Rhonda Hess in By Rhonda Hess at 17:21

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