Business Optimization - Getting more done in less time

Copyright (c) 2008 Drew Stevens PhD

Owing a business is an audacious task. There are numerous things that need to be completed in a day. It gets so frustrating that owners and fitness professionals question how all will get accomplished. The crux of the issue lies not in the amount of time or lack of time, but organization.

The successful entrepreneur is well organized. The more organized the professional the easier the day. The best and most successful understand how to move around the hurdles in a structured manner so that they accomplish more- with less.

I recall many years ago living in New Jersey and commuting to Manhattan, one frequently stopped to pay tolls. These necessities are required for road improvements, etc. yet they become any annoyance and add time to your commute. Tolls create agitation because you need to stop and restart, they frustrate you as you fumble for ways to weave through the longest line to ease your commute and finally, distract you as you watch other foppish commuters.

There are three tolls in your life and your business that disrupt your day they are:

1. People

2. Problems

3. Processes

Each of these factors contributes to a waste of time, energy and euphoria and manages to throw your days into pandemonium. For you to gain instant organizational momentum you must embark in three ideologies:

* You must have some selfishness

* You must keep in mind moments do not return

* You must embrace the issue and make an immediate change If you keep these in mind throughout the day your disarray will lead to order.

When we look at organizational skills we need to first understand what gets in the way of efficiency and organization and the most common cause of disorder. Procrastination detains you. When you steer away from confrontational or imperative issues you back up other issues creating a domino effect.

There are a number of major reasons for procrastination such as is a FEAR. The issue takes too long to complete, is too boring or simply is ridiculous and takes time from something else. Yet, research shows that in 98% of instances when procrastination exists, the excuses for procrastinating actually take more time then the issue itself.

If you find yourself not dealing with things, paperwork is piling up and calls unreturned then you must absolutely begin to change you habits. Paperwork, calls and reports do not disappear because of avoidance they grow LARGER!!!

Self-management is simply the result of developing good habits and letting them control you. or another way to look at it is don't let bad habits control you you are in charge...so you make choices. In order to overcome procrastination one must meet it head on. Moreover, there are numerous things you can do to refrain from procrastination. They include:

1. Get the things you hate to do completed first. Stop putting things off until tomorrow or the next day since it will not get accomplished anyway. Get the calls, the reports, the meeting with the nasty client all out of the way first and the remainder of the day is easier.

2. Stop seeking alternatives through email and voice mail. Many individuals hide behind electronics. Refrain from wearisome habits and confront the issue. The manner in which to stop poor behavior is confronting it. This is what you tell your clients, isn't it?

3. Stop pondering. More time is spent on not conducting the task then physically doing it. When surveyed, 93% of participants stated that blowing off the issue took more time than the physical issue. Pay bills twice per month; make calls and emails first, etc.

4. Prioritize. Most people simply lack good planning and goal setting. The only way to stop sputtering is simply to prioritize. Plan the day and stick with it, do not enable interruptions.

There are also some additional guidelines for sanity and organization:

1. Create time frames - block out times in a day for specific activities and events. Do not enable interruptions during these imperative times.

2. Hold yourself accountable - ensure success by keeping to times and to goals. You hold your clients and relatives to specific schedules why not yourself?

3. Keep only one list - good organizers place information in one place so that they are not distracted. The problem with most people is that they don't keep a list at all. Others have too many, to remain atop the issues have one list such as a to do and keep it in a location where you are most apt to view it.

4. Keep a notepad wherever you are - One of the best methods for organization is to keep pen and paper with you at all times, if you are technologically desirous then a recorder. During a single day individuals have numerous thoughts. When was the last time your great idea would place you as the world's wealthiest person only to forget the idea hours later? With so many distractions interrupting our days it is best to record those precious moments. Keep a notepad wherever you go: auto, airplane, business bag, knapsack, nightstand, bathroom etc. Never lose another thought. Once you create the memory then transpose the idea to your main list for ultimate success.