Time Management

Last week I wrote about contact management- today I'd like to say a little about time management.
We all have the same amount of time each week to get things done. There are so many hours each day that are already spoken for - you have to sleep, eat and refresh yourself physically, mentally, spiritually and emotionally.
So, you've got to make the remaining hours count. There are all kinds of time management systems on the market, so there's sure to be a system that meets your needs.
I use the Franklin-Covey paper system in combination with Outlook. My daily tasks go into my datebook, with recurring tasks set in Outlook to remind me. I've tweaked both systems until they work the way I want. I use some FC forms; some forms I've found on other forms on 43 Folders that I like, and other forms I've created on my computer to print as I need them.
Most every seminar or class on time management that I've attended has used the pickle jar story. The basic story is that if you've got to get a whole bunch of stuff in a pickle jar, start out with the big stuff, then move down the list; in other words, plan for your most important tasks, then work the others in as you've got time.
My point is that everyone should be able to find some system that works for them. Once you find it, USE it... it does no good at all to have a beautiful leather planner with all kinds of forms, dated pages and envelopes in it, if all you do is lug it around and show it off to people. It's kinda like those folks who own a gorgeous Yamaha Raider motorcycle that's completely dressed out with every chrome bling on it that's available; but they're afraid they'll get it dirty so it sits in their garage - it's basically a huge paperweight...
I have two planners I use - one has 1 1/2 inch rings, and the other has 2 inch rings. It depends on how full my life is at the moment - right now, things are very busy so I use the bigger rings to hold more 'stuff'. In a few months, things may back off and I'll move back to the smaller rings.
If you're not sure what system might work for you, check out some of the following places to get some ideas. Franklin Covey, 43 Folders, DayRunner, Outlook/Palm (if you're running a computer with Windows, you've got Outlook Express, which may work for you, but you may need more). And don't be afraid to ask others what system they use- they'll be flattered you want their input, and they may have some ideas you hadn't considered...

Contact Management

I sometimes get mired down by 'pushy paper' - you know, those little notes,letters, ads and other things on your desk that you need to deal with, but somehow can't find time to do. They end up getting pushed around from one corner of my desk to another.
Most of the things in my little stack are things that could taken care of very quickly, but I put them off, and I rationalize that since they're such little things, I can get them done later.
I've made a conscious decision to set aside 30 minutes at least once a day to work through these items. For example, I had a stack of business cards sitting on my desk that I've collected on my runs around town -they've now been entered into my Outlook contacts list, with notes on who the person is and how I met them. I've also edited my list of categories in Outlook, so they're more effective.
I also make notes in any appropriate fields in Outlook - if I only know that the business manager's name is Jim, I enter that, sorting the contact to list it under only the business name, but I also add a task to find out a little more about Jim- last name, hobbies, etc. Then if I think he'll make a good source of assistance to someone else, I list him in that category, too. If I can get several of his business cards, I'll pass them along to folks who can use his help. I'll make any notes I can in in the miscellaneous field.
I'm not trying to sell you on Outlook; I love it and use it as much as possible, even looking for new ways to use it. But you might have a different system that works for you. The point is to use it for all it's worth.
Besides Outlook on my computers, I also use the Franklin Covey paper system (2 pages per day and sometimes that's not enough!); my cell phone is a Palm Centro which syncs to Outlook and keeps as much information as possible on it.
One other suggestion- no matter what your system, make sure you keep it safe. If it's a paper system, make sure you keep your planner with you; if you're using a computer-based program, back it up often. I speak from experience: several years ago I bought an external hard drive that I keep all my documents and files on and it's backed up onto another computer. However, I failed to back up my Outlook files, and when my system crashed, I lost all my emails, and even worse, my notes and contacts. Thankfully I had printed my contacts list to a pdf file, but the notes I had are gone. Some I could recreate, but not all.
Remember, if it's important enough to you to save in the first place, make a back up!

Marketing Your Business

You know your business more than anyone else - what is your marketing strategy? Starting today, I'll occasionally give you ideas to market your business that are will hopefully be quirky enough to get a prospect's attention, and isn't that one point of marketing?
Today's suggestion: seeds.
If you are in any business that can help another business grow, mail out small seed packets attached to a marketing piece discussing ways you can help 'grow your business'. To further personalize the pieces, gear seed choices to the prospect- a grocery store might get vegetable seeds, wheat seeds for a bakery and flower seeds for a florist's shop.
It's okay to have your marketing pieces mass-produced, but leave yourself a little leeway in putting those individual touches on them. I've designed some marketing postcards for my own business - the front is pre-printed, but I've left the back blank so I have the choice to hand write a message or print it from my desktop, then add my signature.
Make sure your prospects see that you've got time for them- that may be the deciding reason they choose to do business with you.

Customer Service

We were at the local Verizon store on Saturday, because I've got to upgrade my phone. We looked around at the different options, and I spoke to the salesman a couple of times with questions.
When I decided on the phone I wanted, I told the salesman, who then told me that he would be glad to sell me a phone, but it would benefit me more if I went home and ordered it online- there were a wider variety of phones online, more savings available, the phone would be delivered the next business day, and my store credit would work online, so I'd actually get a better phone for the same price.
That's good customer service in my book. This young man acted very professionally, answering all my questions, besides working with another customer (and not making either one of us feel as if we were being too much trouble). He put my benefit above his own, so I plan on going back to that store for any accessories I need to get for my phone.
How do you live intentionally (see here or here) in your business? Do your employees know how to put the customer's needs first?

What's Your (tag) Line?

Does your business have a tag line? You know, like "Coke- it's the real thing"; or "Pepsi- the choice of a new generation" (just to be fair, ya know.)
Sometimes it can be hard to come up with a tag line. It needs to be something that is catchy and tells a little bit about the personality of your business. One great way to come up with a tag line is to brainstorm with some of your trusted employees and customers. One person trying to come up with ideas can be difficult, but working within a group can be fun and inventive (and eye-opening, too).
One 'rule' to remember - there are no stupid ideas when you're brainstorming. Make sure each person knows that everyone's ideas will be considered. The junior stock boy's ideas will be treated the same as the boss's suggestions.
Jot down each idea - even if it sounds dumb, it might trigger a very good response from someone else. And in the worst case, if it's completely silly, the laughter can relieve stress.
And speaking of humor- if you're having trouble getting started, tell everyone to come up with the craziest idea they can. Sometimes thinking around corners can bring out some good ideas that will really work.
You can always bring in your professional designer to help, and he or she will have some great ideas too. Your designer can fine-tune things and give you some tips on how best to word things, but remember, you know your business better than anyone else, so you should have some input into the process.

The Accidental Salesperson

A few years ago I was offered a short-term position as a radio ad salesperson; to prepare for that job I visited my favorite bookstore and found a copy of the book "The Accidental Salesperson" by Chris Lytle. It's been one of the best investments I ever made for my career.
Lytle uses unorthodox methods to make his points, including suggestions for movies to watch on how to NOT be a successful salesperson. And like a good preacher, he finds lessons in all kinds of situations, including an airport shoe shine man.
Make sure you read all the way to the end of the book - there's a special section on Chris' website that is accessible only to readers of the book.
And if you're thinking "But I'm not a salesperson", remember, everybody is a salesperson in some part of their life. While the book is geared towards advertising sales, it can be translated to other types of marketing.
This is a great system, and Chris also offers marketing emails several times a week, that are also helpful.
If you need a good boost in your sales career, find this book and buy it. At about $18, it's worth every penny. Buy it, read and study it, and get the system in gear. You'll be glad you did.