Organise Your Business and Get Sh#t Done!
Tips to Improve Efficiency and Productivity.
Are you struggling to keep your business operations in order? Whether you're a seasoned entrepreneur or just starting out, maintaining efficiency and productivity can be a challenge if you don't know how. At Mint Agency, we understand the challenges of managing a business, which is why we're here to help you streamline your processes and get sh#t done!
I'm excited to share some of my valuable tips to organise your business, improve efficiency and boost productivity. I've compiled these insights to help you take control of your workload and achieve your business goals. So, let's dive in and explore how you can optimise your operations for success.
Cut Back on Unnecessary Meetings
Consider whether certain discussions could be more efficiently handled via a quick email or brief conversation. By minimising unnecessary meetings, you can save time and focus on more important tasks. One of my pet peeves is when managers and boards hold meetings to discuss previous meetings instead of just getting sh#t done!
Minimise Distractions
Limit interruptions like coffee breaks, social media and internet surfing to maintain focus and productivity throughout the day. By minimising distractions, you can stay on track and accomplish more in less time.
Declutter Workstations
Clearing clutter reduces stress and creates a more organised environment conducive to efficient work. Take some time to declutter your workspace and create a more productive work environment.
Delegate Tasks
Prioritise tasks and delegate daily operations to employees so that you can focus on strategic business growth, rather than getting bogged down in small tasks.
Utilise Password Management Software
Streamline login processes and enhance security by using tools like LastPass for quick access to account credentials. With a quick search and a mouse click, a new browser tab automatically opens and you will be logged into your program. By utilising password management software, you can improve security and streamline your workflow.
Set Up Repeating Invoices and Bills
Automate repetitive tasks like invoicing and bill payments to minimise errors and improve overall efficiency. By setting up repeating invoices and bills, you can save time and ensure timely payments.
Template Common Emails
Create standardised templates for frequently sent emails to ensure consistency and save time. By utilising email templates, you can streamline your communication process and improve efficiency. If you're not using a CRM, you can utilise the template features in email platforms like Google and Microsoft.
Automate Processes
Streamline tasks such as onboarding, exiting and nurturing emails by implementing automation tools. By automating processes, you can save time and ensure consistency in your operations. Start with simple automation, like sending automated emails to clients/customers requesting Google reviews and gradually expand to more complex workflows. Trusting the process and conducting thorough testing are key to successful automation.
“Highly effective people have systems in place to help them find the exact information they need right when they need it.”
Online Booking Systems
Simplify appointment scheduling by using online booking platforms like Calendly. By utilising online booking systems, you can eliminate the need for back and forth communication and streamline your scheduling process.
Auto File Emails
Reduce email distractions by setting up incoming email rules to automatically file non-urgent newsletters and supplier bills into designated folders or labels. Check these folders periodically (e.g., weekly, fortnightly or monthly) instead of dealing with constant daily distractions.
Centralised Digital Programs
Implement a centralised digital program for managing projects, tasks and to-do lists. By centralising your workflow management, you can access information quickly and efficiently, facilitate collaboration among team members and streamline job allocations without interruptions to your day.
Automate Task Reminders
Streamline repetitive tasks by automating processes. For example, you can set up automated task reminders to ensure consistent onboarding for new clients or customers. These task reminders may include templated welcome emails containing your terms and conditions, a list of programs your clients or customers need to be added to, anniversary dates, sending the first invoice and follow-up calls.
Program Options
Explore different software options based on recommendations from associates, industry experts, family and friends. Start with a program that meets most of your requirements, whether it's a CRM like Dubsado, Pipedrive, Capsule or HubSpot, or a task manager like Trello or Airtable. When set up correctly, programs will save you time and ensure a proactive, consistent service.
Integration
Integrate your website's enquiry form with your CRM to automatically add new enquiries to your CRM system. If your CRM includes automated workflows, you can go a step further and set triggers for task reminders. If you’re unfamiliar with integrating programs, seek advice from an expert. Not all integrations save you time; some may create more headaches.
Batch Processing
Increase efficiency by handling similar tasks in batches. For example, instead of processing one supplier bill at a time in your accounting program, accumulate bills and process them together at dedicated times weekly or fortnightly.
Electronic Filing
These days, electronic filing is a common practice. However, having an unorganised system can waste time searching for files. Plus, being disorganised is stressful and frustrating for everyone - not just you. Establish guidelines for keeping your filing system organised. By maintaining an organised filing system, you can save time and reduce stress.
Shortcuts
Familiarise yourself with keyboard shortcuts to save time on common tasks. As a basic example, instead of manually right clicking and choosing copy/paste options, use Ctrl+C and Ctrl+V shortcuts to copy and paste text. For Mac users, it's Command+C and Command+V.
Time Tracker
Consider using a time tracker such as Toggl to identify where time is being wasted and make necessary adjustments to improve efficiency. By tracking your time, you can gain valuable insights into your productivity habits and make improvements accordingly.
In conclusion, organising your business and improving efficiency will provide you with a sense of control. Implementing a more proactive than reactive environment will not only save you a lot of time but also lessen the sense of stress and panic when constantly reacting to avoidable issues. By implementing my tried and tested tips, you can streamline your operations, boost productivity and achieve your business goals. Remember, small changes can lead to significant results, so start implementing these strategies today to get sh#t done!
