Tag: time management
Learn How to Say “NO”
If you find yourself always taking on more than you can handle, you probably have a problem with saying no. It makes you feel guilty, right? But when you say yes when you wanted to say no, that makes you feel worse.
When someone is looking for help, they’re going to call the first “yes” they think they can get. They call you because you’ve established the reputation of being that easy “yes.” Here’s how to turn that around.
The next time you get asked to help, and you know you don’t have time, don’t just say no. Learn how to say it without the guilt. Take these four steps:
- Acknowledge the request, as if you would like to help.
- Say “No,” and maintain a pleasant facial expression, even if it’s on the phone.
- End your response with something positive and upbeat.
- Remove yourself from the situation.
Instead of: “No, I can’t do it.” (This will make you feel guilty.)
Try this: “What a great idea! Unfortunately, I don’t have the extra time to devote to such a worthwhile cause. I wish you the best with this and hope you’ll let me know how it turns out!” (more…)
March 9, 2010
You’ll read a lot of blog posts here that require you to do some work. And you’ve probably wondered “How on earth will I find time to do all this?” Well, you don’t have a choice, so turn off the TV and start developing ways to work smarter and create more time.
Keep a time log. If you don’t believe you waste a lot of time, keep a log. How many times did you surf the Internet reading useless blogs (not mine), etc., that are not work-related? How many personal phone calls? How much time spent on personal errands, events, etc? How much time are you spending looking for a file on your computer? Keep track of every minute for a few days and be honest with yourself about how you’re spending work time.
Organize everything. Save hours a day by creating paper, computer, Inbox, etc., filing systems so you can find anything you need the instant you need it. Start with your clothes closet and purge the things you don’t need and put like items together by color. Use this same system for everything else that you organize, not necessarily by color, but by putting broad categories of items together. In a filing system, this could mean putting all of your marketing files together, accounting files together, etc. Get everyone to use the same logical systems so anyone can find anything anywhere in the office.
Set goals and prioritize. You have to determine what your goals are so you’ll know how you should spend your time. The things you value and need (not want) will take priority.
Check back next week for more helpful tips on getting and staying organized!
Peggy Duncan, SCORE Atlanta
View more posts by Peggy
February 17, 2009
Here is a great post, 10 Top Google Tools That Solopreneurs Must Have, on free tools from Google that will help you run your business. I especially liked this article because internet strategist, JB Brathwaite, took time to explain what each popular tool does and whether it will help you make money or save you time and money.
-Peggy Duncan, SCORE Atlanta
View more posts by Peggy
November 6, 2008
It’s Saturday and I’m sitting here with my second cup of coffee, ready to organize my week. I’m no time management expert like fellow blogger Peggy Duncan, but here are the 6 questions I ask myself.
1. What is already scheduled? I take a sip of coffee and look at the calendar. I find two meetings on Thursday, one that requires preparation. I block out time on Wednesday to get ready. And I’ve committed to do a podcast in early October, which requires at least a day of work. I make that my main project for Monday. Also, on that day I schedule the review blog posts I’ve drafted for this week. When I notice that Wednesday is October 1st, I add the task of reviewing my October followup folder to that day. Again, my first step is to review what I have already scheduled for the week and block out time to prepare.
2. What’s left over from last week? Second sip of coffee as I page back through my calendar. I didn’t get as far as I wanted with revisions to policies on email targeting for SCORE Chicago. I plan to review best practices, develop recommendations, and run them by SCORE Chicago marketing experts. OK, that’s Tuesday’s big project. The second step, then, is to integrate carry-over projects from last week into this week.
3. What are my family commitments? We’ve just moved the in laws from Tucson and promised them weekly outings. I think through the possibilities and put a “senior bus pass for Mary and lunch” on my calendar for Wednesday. Note to self: discuss weekend plans with the man in my life. Step three is to block out family time. (more…)
September 30, 2008
Remember, navigating the “lunch, munch and brunch scene” doesn’t have to be an unrewarding marathon. Attend those events where you have a real interest in supporting the group/event or feel you can benefit personally or professionally from the time spent.
After many years on the “lunch, munch and brunch circuit,” I have created the following rules for myself to help decide how to spend my time effectively in networking. I hope you will find them helpful in managing your networking time:
Assess the group before you assess the event. Is this a group that can provide meaningful sales leads? Can it help you and your company improve the way you do business? Can it provide resources to help your clients? Is it a group which gets things done & has an impact in its mission? Does it provide a benefit to the community, you individually, or your company or clients? If you can’t answer yes to any of these questions, then don’t waste your time.
Decide on Your Time. Assuming you have answered yes to one or more of the questions about the group itself, now look at the event you’re considering. First and foremost- is it at a convenient time for you? Nothing is more important than you and you always need to keep your needs as a priority. No amount of networking will provide benefit if you’re overstressed, overwhelmed or unable to focus.
Will the event advance a personal or business interest? Will it advance your position in the group or with the attendees? Don’t just think about short-term benefits – think about the long-term value. As all veteran networkers know, networking is not short-term. It’s about relationships–and it takes lots of time and energy invested over a long period to build those relationships. You don’t want to be known as someone who takes and runs, you should also be finding a way to give back.
Once at an event, maximize your time there. Make sure to network with people you don’t know in addition to your friends. Wear a nametag (with big letters- (we’re all aging with sight challenges). Wear the nametag on your right shoulder. When someone goes to shake your hand, his/her line of sight automatically goes there. Have plenty of business cards. Stand in the bar or food lines and strike up a conversation with people near you. If you have the opportunity to speak or in other ways be the center of attention, take it…you can’t sell to people or receive resources from them if they don’t know you.
Ultimately, successful networking is productive and you will be more productive if you have fun while you work!
-Roz Goldmacher, guest blogger
September 19, 2008
To use your brain for thinking instead of for remembering, you’ll need to put external cues in place that will trigger your thoughts. With any situation and as things come up, always ask yourself: “How am I going to remember this?”
You probably already use some type of to do list, tickler file, calendar or task reminders in Outlook, sticky note, etc. I use all of these plus a lot of checklists. But when it’s something I need to remember that I will look pretty foolish if I forget, I use a free download, the Talking Alarm Clock from Cinnamon Software.
The Talking Alarm Clock lets your computer remind you of important deadlines. Each reminder pops up in a separate box with either a talking character or other sound. You’ll also discover these other features.
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An alarm can be set to go off once, daily, weekly, monthly or annually, with very flexible scheduling. Each alarm can have multiple schedules.
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You can configure an alarm to open files, run programs, send email, and open Web pages.
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An icon in the Windows® system tray gives quick access to the alarm clock. The New Alarm Wizard makes adding an alarm fast and easy.
So the next time you need to remember something important, set the reminder and forget about it. Let me know the first time it saves you!
- Peggy Duncan
September 18, 2008
The stress of starting and growing a business can take its toll on you and those around you. That’s why it’s important to take care of yourself – your company’s most valuable asset.
Stress is the number one cause of illness in our country. Learning how to manage your stress level is not only a smart decision, but it’s also critically important for your business success. When you are stressed out and feeling overwhelmed, it’s impossible to be at the top of your game. Most likely, your productivity level will drop and the quality of your work may suffer. Your judgment and decision making can become impaired. Certainly, emotions bubble to the surface more easily. Of course, long-term stress can cause serious, even life-threatening, medical problems. Then what good will you be to your business?
Be realistic about what you expect of yourself and don’t over commit. Learn to say “no” and really mean it. Women, including me, have a tendency to take on the world. When you realize you’re not superwoman and you can’t do it all then your opportunity to succeed is enhanced. There are only 24 hours in every day and no one, not even you, can change that. Manage your time wisely so the hours you spend building and growing your business are productive and profitable. Carve out personal time to energize your mind and your body. You understand the importance of taking care of your business assets so make it a priority to take care of the most important one – you.
-Susan Wilson Solovic, guest blogger
August 29, 2008
Does a toll-free number add value?
If you’re running a small business or nonprofit and are trying to cut costs, let the toll-free number go (or get a new number and limit its use…keep it off the Web!). And unless you have to send or receive tons of faxes, get rid of the dedicated line for that too.
Money spent on every incoming call on your toll-free line (or on funds for a dedicated fax line) could be redirected to activities that add better value to your organization. Are you still hanging on to these thinking you’ll get more business by making it more convenient to call you? Do you think this is helping you appear bigger than you are?
Here is why you should consider using that money for something else (such as a top-notch Web presence). (more…)
August 7, 2008
You probably already have a powerful tool that will save you a lot of time, but it’s sitting around collecting dust. What is it? An old monitor. Dust it off and put it to work by using it as an extension of your desktop. Simply connect it to your laptop or computer.
Here are some things you’ll be able to do:
It's easy to set up your second monitor and it will save you so much time.
- Research the Net on one and drag the information to the other.
- View your Outlook calendar on one and email on the other.
- Read instructions on one and perform the steps on the other.
- And so much more!
Note: Under the instruction “to move items between monitors” add the following:
- Double-click the top of a display screen (your blue bar) to resize your screen (Restore).
- Then drag an item on your desktop across your screen until it appears on the other monitor. (more…)
July 31, 2008
If I walked into your workspace right now and see a mess (papers piled high on the desk and stuffed in every corner and drawer you could find), it means two things: you are not purging often enough and getting rid of useless work, and you don’t have a good filing system (a home for your paperwork). It is just that simple.
Getting organized can seem overwhelming, but if you schedule time to do it, get the right supplies, and take one spot at a time, it could be over quickly.
- Find out how long you need to keep files (your records retention schedule). Your tax attorney, the IRS, or your secretary of state’s office can help.
- Get plenty of extra large garbage bags, a shredder, and recyle bins.
- Go through each pile and ask yourself the following questions to determine if you should keep something or not. (more…)
July 1, 2008
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