Your Productive Personality

Your Productive Personality; productivity

Productivity:  the art of getting stuff done.  Or rather, the art of getting the right stuff done.

We’ve all had days where we’ve toiled away and achieved nothing that moves the business forward.  However, understanding your productivity style can really help you to focus on reducing those days to a minimum and tap into your productive personality.

Understanding your personality helps you to create a schedule that works well for you, set priorities in a way that plays to your strengths and personal preferences, and helps you to fit the work to who you are, so your work becomes a seamless and almost effortless activity rather than a fight to fit everything into your day.

Introversion and extroversion have a great impact on your work style.  Introverts working in a very noisy or high-energy environment may lose energy partway through the day, drained by the constant effort of tuning out the unwanted stimulation of chat, background noise and constant interruptions.  This can lead to lack of productivity in the latter part of the day.  Extroverts, on the other hand, could well find themselves thriving in that very busy environment and struggling hugely in a quiet office at home.

The recent increase in home working may, therefore, have an interesting impact on productivity, potentially increasing productivity in introverts (who may well emit a sigh of relief at the silence) whilst decreasing productivity in extroverts who may be driven mad by a quiet environment.  This could lead in turn to some interesting appraisal findings too, with highly productive, highly extrovert staff suddenly suffering a dip in productivity.

Personality Tests

Of course, introversion/extroversion is a scale along which we all fall, and as with most scales, forms a normal bell curve with fewer people lying at the extreme ends of the scale.  Thus, when considering the impact on your productivity, you will find that in some circumstances, busy and noisy might be a boost to your productivity whilst in other circumstances, silence is most certainly golden.

You have to take into account as well that all personality tests measure what they set out to measure.  By which I mean, each test examines particular areas which the creator believed were critical differentiators of personality types. So sometimes the questions are more instructive than the overall ranking you achieve.  If you read a set of personality test results and don’t believe that they reflect who you are, then in all probability, you are right and the test results are wrong.  However, you may well find that some of the questions have raised points that you find useful to consider when deciding where, when and how you are most productive.

The main benefit of personality tests is to help you to consciously think about yourself and how you work, what motivates you, what demotivates you, and what your approach to certain key areas of your life tends to be.  The score is not as important as the insight you gain from the process.

There are a range of personality tests available online, some of which are based on well-known typologies including the famous Myers-Briggs Type Indicator (MBTI) from which the Introversion/Extroversion scale is taken.  Many of us are familiar with the latter, but the MBTI also includes three other scales and our place on these four scales taken together forms a set of 16 personality types and a great insight into our productive personality too:

Introversion/Extroversion

This scale effectively measures whether you prefer to focus on the outside world or on your own inner world.

Information

This measures how much focus you place on the information you are given and how much meaning or interpretation you add to that basic information.  This is the Sensing/Intuition scale.

Decisions

Examines whether you look at the data on which you plan to make the decision and apply logic or do you look first at the people and circumstances involved in the decision.  This is the Thinking/Feeling scale.

Structure

Investigates whether you like things to be decided quickly or tend to be open to new information and options.  This is the Judging/Perceiving scale.

Your personality type is then expressed as a four letter code, each letter showing your preference in each of the four categories.  Understanding these elements allows you to see how you might alter your daily routine to make best use of your personality strengths, whether that is choosing the right location, providing yourself with extra thinking time by scheduling your daily walk prior to a task which you know you need to mull over, or creating a space in the day for research to ensure you feel confident in the decisions you are making and can implement them confidently and well.

DISC Profiling

Another useful testing methodology to identify important elements that make up your productive personality is DISC profiling.  This can be very helpful in providing insight into what motivates you, how you solve problems and what stresses you out.  It is well known as a tool to help you to understand how to communicate with different people and how to work as a team with very different individuals.  However, the insight into your motivation and problem solving is very useful when working out how to improve your productivity.

Consider how the findings from your investigations fit with the current structure of a typical workday and work environment.  If you feel there is a clash, consider how you might alter things to help you harness your productive personality traits so you can work more effectively.  If there is an area where you realise that particular activities or processes enhance your productivity already, how can you make that work even better for you?

If you’d like to find out more about increasing YOUR productivity, keep checking back to read the rest of the series.  In the meantime, if you are struggling with your workload or productivity, remember:

Tailored Approach to workload  + Outsourcing tasks that don’t bring in money = Peak Productivity.

That’s the secret formula that allows my clients to sleep at night, spend time with family and earn more money.  If you’d like some of that, give me a call.

A Dozen Ways to get Organised

Organised, Filing, Admin, Organisation, Office Organisation

This post is in praise of something quite small, quite humble, but incredibly useful:  the Sticky note:  I love them and as an organisational tool they have much to recommend them.  Here are a dozen uses for these little notes, some of which you might not have thought of.

1.    Blinding flashes of memory.

You are in the middle of task A & realise you need to do Task B on Thursday.  Scribble on a sticky note & stick it to Thursday’s diary page.

2.    Planning a large project?

Create your project plan on a whiteboard or giant roll of paper.  Allocate a different colour sticky note for each project phase, type of task or person involved and you can move them around until your project is streamlined and effective.  If you are looking for ways to bring your project in on time and under budget, check out some of my tips for project planning here and here.

Sticky Note Sticky notes uses for sticky notes sticky notes for planning

3.    Retrieve the label or spine card from the ring binder.

You know the ones… little plastic window with a bit of card in it… you can spend days trying to tease that bit of card out of the window so you can turn it over and write on it, by which time it tends to look as though it has been chewed by locusts.   OR, you can poke the corner of a sticky note down the window, press hard to make the sticky note adhere to the card insert, and carefully pull the card out.

4.    Use the sticky side to clean out your keyboard.

Push the sticky part in between the keys and drag it back and forth to clean the sides of the keys.

Sticky note; uses for sticky note; note; notes

5.  Motivation or Reminder

Stick them to household items like mirrors or doors to remind you to do, or not do something.  Whether that is aimed at changing a habit or just a reminder to pick up the dog food.  They are great for reminding you to put petrol in the car.  Stick it to the steering wheel.

6.  All Together Now

Fold a note over two pieces of paper to keep them together when you can’t find a paper clip.

7.  Where was I again?

Book marks… they don’t mark the book, but equally, they don’t fall out either so your place is safe.

book mark;  books

8.  Don’t be a Vandal

Make notes in books that you cannot, or do not want to, write in.

9.  Avoid Conflict

Planning seating charts. Move everyone about until you are quite certain that you’ve seated everyone in a way that minimises the risk of World War Three breaking out over the starters.

9.    Flag it up

Use as flags in books and long documents to index them.  You can also use a colour code to denote particular concepts if your document is long and complicated.  For more ideas for using colour coding to increase your organisation, check out this blog post.

Flag; index flags; sticky flags; Sticky Note; sticky notes

11.  File it and Find it

Cut the sticky edge off and use it as a temporary file label. You can also use them, with the addition of Sellotape around the edges, as a more permanent file label solution and even colour code files with them.

12.  Reduce Stress

Label items that are going into different boxes or rooms when you are planning your house move.  This will make it quicker to box up the items at the last minute or will help the movers to box things up logically if you are having them pack for you.   Sticky labels or permanent marker pen are recommended for the main box labelling.

house move; moving boxes

There are, of course, a range of other uses for these versatile little notes, including sticking them to your head as part of a game of “Guess who I am?”, sticking them over the standby light on the TV in a hotel room to stop the light keeping you awake, cutting them up to make miniature paper chains, and a whole host of other inventive ideas which are outside the scope of this article.  However, a quick Google search will bring up a great array of ideas for you to choose from.

Whether you need organisational support, or someone to research an area of interest and present a short report on your options, your VA can help you with these and lots more tasks besides.  To find out more about how a VA could help you to get organised and save time, click here.

Holiday Planning for Small Business Owners

Holiday planning for small business owners

For the small business owner, the summer holidays can bring challenges.  It also brings with it an interesting dilemma:  do you or don’t you book a holiday. 

The sun is out and your thoughts turn to holiday planning.  You want to take the family away for a break.  You need to relax and unwind.  You are tired.  You’ve read all those articles about burnout and stress and the importance of a good work-life balance.   So, spurred on by your family, who are eager to see you for more than five minutes a day, you book the holiday.  Then the worrying starts.

How will you manage to find time to actually take the holiday.  And enjoy it without worrying when you do get there.  There is just so much still to do.

Planning ahead is the key to a relaxed and relaxing holiday.

holiday small business planning

I’ve booked my holiday

As soon as you have booked your holiday, work back from the date of your holiday and create a list of your commitments, tasks and deadlines.

Move meetings and renegotiate deadlines that fall within, or two days either side of your holiday.

Plan to meet project milestones early so that they are completed before you go on holiday and are not in the back of your mind, niggling at you, whilst you are on holiday. Or agree to move the milestones so they fall after you return from holiday if that is possible.

Let clients know about your holiday dates in plenty of time.  That way they will know when you will be unavailable.  You can discuss alternative deadlines for tasks and agree on a plan that will work for you both.

Schedule your marketing ahead of the holiday.  Write some extra blog posts or social media posts as you think of them during the year and keep them in reserve.  Bring them out and dust them off, tidy them up a little perhaps, and then schedule them to go out whilst you are sunning yourself on the beach.  This will keep your business front of mind with your clients.

Book your pet’s holidays too.  Book the pet sitter or kennels.  Arrange for a family member or neighbour to pop in to feed and check on caged animals if you aren’t sending them away on holiday to a pet care centre.

With one month to go before your Holiday

Write a list of things that still need to be done before the holiday.  Just list the things you have to complete, deadlines that must be met and the tasks that you have left to do that will impact on your paid work.  Leave the “nice to have” stuff for after your holiday.  For more information about harnessing the power of lists to plan your activities, go here.

If you haven’t already done it, schedule your marketing items so you aren’t trying to do that at the last minute.

Keep your diary clear for two days before and two days after your holiday.  This will feel strange but if a super urgent task comes in at the last minute it gives you wiggle room to deal with it without stress.   It also gives you time to pack and get organised for the holiday itself.

The two days after the holiday allows you to come back to work, deal with things that have come in during the holiday, clear down your inbox and get back into the swing of work in a measured manner.  Knowing you will have space to do that on your

return will mean you don’t spend the last three days of your holiday panicking about what you are going back to.

Plan the domestic things into the diary so they don’t end up being a mad rush the day before the holiday.  Fridge emptying. Suitcase packing.  Foreign currency purchase.  Find your passport.  Arrange a time to take the pets to the kennels.  Buy a new bikini and some sunscreen.  Get your prescriptions filled.

Just Before the Holiday.

Ask your VA to keep an eye on your inbox and social media, reply to any routine enquiries, and send a daily update of any items that need your urgent attention.

Finish your last minute tasks.  Use your two spare days if you need to but ideally try to keep that last spare day for actual holiday preparation.

Delegate the tasks you want your VA or your team to do in your absence.

If you have a team, check everyone knows what they are responsible for.  Do they all have the information they need to complete the tasks you have delegated to them?  Are they clear about deadlines that must be met, calls that are expected, and work which remains outstanding?

Set the out of office reply to your Email telling people you are away.  Explain who will answer emails in your absence, or, detail your return date.

Set an out of office message on your phone.

On Holiday

Yay.  You’ve done it.  You’ve got away.  Hopefully, you are feeling relaxed and calm as you step into the car to drive to Norfolk for that narrowboat trip.  Or you are feeling free as a bird as you fly off to sunny Spain.

One final suggestion.  A digital detox is always a good idea during a break.  Don’t check your email and social media constantly.  Plan to check once a day.  If you’ve left staff running your business, or your VA is keeping tabs on things, agree a time when they will email you an update so you don’t feel compelled to check every five minutes to see if it has arrived yet.

If it makes you feel more secure, agree on a method which a trusted staff member or your VA can use to contact you in an emergency.  I use WhatsApp with my clients if they are abroad and text them when they are in the UK.

Enjoy your holiday, secure in the knowledge that you have planned things so that the business will survive for a week without you.  Have fun.  Make memories.  Sleep a lot.  Eat and drink well.  Relax.  Don’t think about work.  It will be there waiting patiently for you on your return.  None the worse for your absence.  And when you do return you will feel relaxed.  Refreshed.  Productive.  Enthusiastic.

So, what are you waiting for?  Book that holiday.  You won’t regret it.

If you’d like to learn more about how a VA can support you before, during and after your holiday, please get in touch here.

Six Key Considerations when hiring an Assistant

Six Key Considerations when hiring an Assistant

help assistance virtual assistance assistant lap top transcription writing

So, you are thinking about hiring an assistant.  At least, I am guessing that is why you landed here on my blog.  But you find yourself a bit torn.  A bit unsure.  You know you need some help.  You know you have been spending way too long on your admin.  There have been those comments from family about never seeing you.  And you are always tired.  The admin is starting to feel like a total chore, and it’s getting in the way of your “real” work.  And yet.  You still aren’t sure.  It’s a surprisingly emotive thing, hiring an assistant, isn’t it?

Some common concerns are listed below, together with some ideas that may help you to decide if the time has come to invite an assistant into your business, and if so, how best to do that so that your business gains great value from your investment in an assistant.

1.  Letting Go

Do you feel you should do it all yourself? Or feel you are the only person that can do it right? Yet you still have that sneaky feeling that you do need some help?  If so, you are not alone.  To see if you are ready to take on an assistant, try looking at the areas where you do not feel you have the high-level expertise or the inclination for the task and consider whether you could outsource these areas first.  It is often easier to let go of tasks you dislike or find difficult.

For example, If you aren’t particularly organised, then managing your business documentation may well be a time-consuming chore that in the hands of an expert could take half the time.

2.  How do I know I can Trust my new Assistant?

Are you concerned about letting someone into the business?  Being able to let go of tasks does require trust, but you can build that trust with your assistant by being very clear about what you require of them.  I won’t lie to you.  Trust will take time to develop, but if you are clear about what you need to be done then your assistant will be able to provide the right result in the timescale requested.  I offer a test task to any clients who request it and always suggest something routine which won’t impact on the business itself but will save you some time.  Tasks such as data input of business cards to Excel, transcription, minute-taking or copy-typing are all popular starter or test tasks which can help you assess whether your potential assistant will be discreet, accurate, meet deadlines, and communicate with you effectively.

3.  What tasks can I Outsource?

Well, pretty much anything that needs doing which is not illegal or immoral.   One of the greatest advantages to using a freelance staff is the ability to access a wide range of specialist expertise on a per hour or per project basis.  There are assistants for most tasks, from general VA’s who tackle varied tasks, through to specialist VA’s who tackle areas as diverse as Pinterest, Medical Transcription, HR, Social Media, Marketing, Events and Website Builds.  Whatever you need, there is a VA for it.

4.  Surely a Freelance will be awfully expensive?

If your assistant charges out at less per hour than you do, then you will make money by handing over work to them.  Virtual Assistants vary in cost depending on experience and expertise but remember that your time is money, and every hour you spend on admin is an hour when you aren’t working with your clients.  And of course, there are none of the overheads such as tax, National Insurance, Pension, Holiday pay and so forth to stump up for.  When your VA tells you their hourly rate, that is all included.  There is very little admin involved in working with a VA as well.  Just an invoice at the agreed time, so no messy payroll issues to manage.

5.  How do I know if my assistant will be reliable?

A good Virtual Assistant will be reliable because their business depends on it. We are business owners too, and we understand the critical importance of reliability.  Nevertheless, it is prudent to ask around amongst your business contacts to find out which Virtual Assistants have proven reliable for them.  In addition, most Virtual Assistants will include a testimonial section on their website which will give you an idea not only of their reliability but also of the type of work they have done in the past and their skill set.

6.  How do I find an assistant I will be comfortable working with?  

I won’t lie to you.  It takes time for an assistant to fully integrate into your business and for the relationship to develop to the point where support is completely seamless.  If you have never had an assistant before, it may take you some time to adjust too.  But with clear communication between you, a good assistant will soon understand your way of working and provide the support you need.  Naturally, you will meet with the potential VA’s you are considering, either in person or via Skype/Facetime and during those discussions will gain a fuller understanding of their personality and whether you feel it will complement yours and they will be someone you would be comfortable working with.

Every assistant/business owner relationship is different and both you and your assistant will, if you work at it, create a way that works for you both which supports your business in the way you need.  A good assistant will adjust to how you want to work because we want to make things as easy as possible for you. After all, that’s why we do what we do.

If you feel you may be ready for an assistant, then please get in touch.  You can contact me via any of the methods listed here.

Holidays and Small Business CAN mix

Whilst the long school holidays and warm weather are wonderful, they can create some challenges for small business owners. Staff will want to take holiday.  You want to take holiday.  But the work doesn’t take holidays.  Juggling the needs of family and business can be more difficult than usual, but there are ways to make it work.

“I can’t take a holiday. It just isn’t possible,” cried the small business owner.

Wrong answer. You can’t come up with new ideas, innovative marketing or fresh goals to drive your business forward if you are exhausted. Small business owners tend to work considerably longer hours than the average employee and have a huge level of responsibility. Working extremely long hours over a sustained period can result in reduced productivity, ill health, strained family relationships and burnout. Taking a holiday is an investment in both you and your business. You will return from even a short break, reinvigorated, rested, and ready to hit the ground running.

To keep your business running smoothly whilst you are away, consider the following:

Let clients know ahead of time so that their expectations are managed.

Get your work as up to date as possible before you go. Hand anything that must be completed during your absence to a trusted staff member, or your Virtual Assistant. Or, if you are the only person who can complete the task, renegotiate the deadline with the client.

If you have staff, ensure they are clear on what work needs to be completed in your absence and what the deadlines are.

Have a digital holiday. Don’t check your phone and email constantly. Plan to check once a day at a set time. The evening is often a good time. If you have left staff running the business, let them know when you will be checking in, but tell them to contact you only in an emergency.

Plan Ahead and Work Around

If you can, plan ahead and get as much work done as possible ahead of the holiday period. This allows you to relax during your time off, knowing work is under control. It is a good idea to leave some gaps in the work diary to slot new work and incoming tasks into so you accommodate work without feeling overwhelmed.

Scheduling your social media in advance is a great time saver, ensuring you have an online presence even when you are on holiday.  If you blog or Vlog, perhaps create a couple of extra posts prior to the summer period.   If you don’t have time to create new content over the holiday period, you can use one you have in reserve.  Other options include asking someone to guest blog during the holiday season and asking your Virtual Assistant to research and write posts for you.

Plan your diary well ahead and block out time for both business and family.  Having a plan allows you to feel confident that you will be able to juggle it all successfully.  Putting family time in the diary as though it was a business event makes sure it happens.

Book meetings and appointments well in advance.  Others will be trying to juggle priorities too and may have limited diary slots available as a result.

Having a plan and knowing when things are going to happen can reduce stress and overwhelm.

You could consider a more flexible working pattern on the days you plan to both work and spend time with family.  Everyone is different but one option is working early and late, leaving the middle of the day to spend with family.

If you have staff, you could increase the amount of work you delegate during the summer.  Allowing team members to widen their knowledge of the business will make future delegation easier.

Outsource

If your staff are taking holiday you may need to hire in holiday cover to ensure work continues in their absence.  Local recruitment companies can provide staffing or you can use a freelance with expertise in the area you need to cover.

If you can’t get everything done in your small business using the Plan Ahead, Work Around Method, another option to consider is outsourcing some of the routine admin work to a freelance administrator so that you can spend more of your time on revenue building activities.  Whether you need someone to schedule your social media, update your CRM, or keep on top of the emails, a freelance administrator can take the strain over the summer and is particularly appropriate if you do not have premises as they can work on your tasks from their own home.

If you would like to discuss outsourcing admin tasks so you can spend more time with family this summer, or you are a local business needing on-site admin support, then please get in touch.

Organisation is at the heart of Productivity

I've been thinking a lot about productivity and organisation lately.  Specifically, the way in which different techniques work for different people.  As a Virtual Assistant I help improve business productivity.  By utilising my organisation skills to complete tasks and projects quickly and efficiently, my client's can concentrate on revenue producing activities.  Naturally, I am always on the look-out for new tips to either share with clients or use in my own practice.  After all, the more efficiently I work, the more cost-effective my service to the client will be.

Whilst researching productivity, I found that many tips shared one key element.  From grouping similar tasks and tackling them together to putting items back where they belong so you can find them again.  All shared an emphasis on being organised in order to increase productivity.

There were also a lot of tips available and since interrogating the internet takes time and can lead to distractions (cute dog video's anyone?) I've bravely gone down that rabbit hole for you, come up with seven key tips, and put them all in one place for you.  These tips were common to many of the sites I visited and can all be implemented reasonably easily.

It is probably easier to pick just one tip and concentrate on that.  Trying to implement multiple new tips in one go is likely to make you feel less productive as you struggle to recall all the things you are supposed to be changing.  But one tip, with a reminder, posted up on your computer, the wall in the office, or the fridge, is manageable.  Maybe pick the tip that resonates most with you or the one that you feel would fit most effectively with the way you work.  And although one small change may not seem like much, you could be surprised by how much difference it makes to your productivity.

If you still find you are not getting through that work as fast as you would like then click here to choose you preferred method of contacting me.  Maybe I can add a touch of extra organisation to your day which will help you achieve that goal you are working towards.

productivity tips efficiency plan organise organisation sections concentrate organised review prioritise

Productivity starts with the Environment

Productivity starts with the Environment

Productivity desk organised organisation safe

It is easier to be more productive if your environment is organised in a way that makes sense to you.  Time is money.  If you can find things easily and quickly when you need them, rather than scrabbling through boxes of dis-organised paperwork you will be able to make best use of your time.  Of course, organising the office takes time, you are busy and perhaps feel you have more pressing tasks to deal with.  However, tackling it a bit at a time makes the task more manageable.

You could start with the desk, removing clutter and finding ways to organise the items you require so they are to hand.  If you can find things more easily then you will be able to work more quickly.  Organising the desk need not be expensive either.  I love IKEA for low cost organisation solutions. For example, I use a plastic IKEA cutlery tray for pens, paperclips and staples etc.  The tray slides up the drawer easily so items stored under the tray can be retrieved quickly.  If you don’t have time to trek off to IKEA, there are other options.  Empty jars, Syrup and Treacle tins are great for storing elastic bands, paper clips, and other small items.  Tins are also great for pens, pencils and rulers.  Perfect if you prefer your stationery out on the desk, right where you can grab it.

Are you comfortable?  Is everything where you can reach it easily and safely? If you have a land line phone, do you need to stretch to answer it? Is your computer screen, keyboard and mouse located at the right height and at a comfortable distance from where you are sitting?  Can you adjust your chair to ensure adequate back support?  If you are uncomfortable you will cause health problems.  In addition, it is difficult to work productively if you are uncomfortable.  There are a number of websites which provide advice on how to set up your workstation effectively.  One very useful source of information is this NHS site:  How to sit correctly

Are the wires of your computer and devices snaking all over the place and creating a mess or a trip hazard?  Try taming them with wire tamer tubes.  These are available at IKEA and at DIY stores.  Alternatively, lower cost solutions include Ty-Raps or string.  In my house, wires get tied up with knitting wool because I always have some lying around.

Pinterest is full of really great ideas for keeping office items under control, including the Lego Figure approach.  Stick a flat Lego brick to your desk then stand your Lego figure on the brick, put your cables into the figure’s hands, and you have an instant wire tamer.  This will only work with fine wires such as Iphone cables and phone chargers.  There are also numerous Pinterest boards showing varied Lego-related organisation ideas for both home and office.

There are many ideas available to increase the efficiency of your work area and help with productivity including a number of blogs and Pinterest boards.  But if you don’t want to spend time trawling the internet for ideas (after all, the point is to increase productivity, not spend hours on Pinterest), then you could approach a Virtual Assistant.  Many Virtual Assistants, myself included, are able to organise offices to ensure they are healthy, productive places to work.  If you would like some help getting your office organised, please click here and choose you preferred method to get in touch with me.