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Copyright 2012 Leonie Featherstone

How To Get More Done In Your Day

Author: Leonie Featherstone First edition copyright 2011 Leonie Featherstone All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written permission of the author.

Publisher: Featherstone, Leonie, 1961 Edition: 1st ed Graphic Design by Amanda Rattray Editing by Magdalen Popiel and 5 Small Stones ISBN No.: 978-0-9923397-0-8

For more information on How To Get More Done In A Day eBooks, coaching or seminars please phone 0411 744 767, email leonietf@onthenet.com.au or visit me at https://www.facebook.com/AWayWithWordsbyLeonieFeatherstone

Lynnelle Richardson www.5smallstones.com.au Website & Logo Design | Promotion & Publishing Assistance

Copyright 2012 Leonie Featherstone

Foreword
I can hear myself saying, Leonie, forgive me! Why? Because 6 weeks ago, my dear friend Leonie asked me to write the introduction to her newest book. Honored, I naturally said yes. But with little thought to my current commitments and booming workload, I should have been more thoughtful when I realised I was writing an introduction for a time management book correction, a priority management book! Leonies Time Personalities talks about the limiting behaviours we engage in that cause us to whittle away valuable chunks of time and after 6 weeks, I am beginning to see myself as Caffeinated Claire, Perfectionist Peter, Chatty Carla and Yes, Yes Yolanda all rolled into the ultimate Jekyll and Hyde of missed deadlines. 5 apologies later. 6 lots of Ill get it to you this week and I am a living reminder of the need to constantly work at my highest priorities and reduce time wasters like everyone else. But like one of the many time management credos Ive heard over the years such as, If you want something done, give it to a busy person, I have finally followed through on my promise to this remarkable women who is the living embodiment of How to Get More Done in Your Day. I have known Leonie for more than a decade and watched her raise two of the most amazing children I know. She has built an incredible business. She actively helps in the community and is there for her wide circle of friends. Leonie has written multiple books along with the poetry and prose she so elegantly puts onto heartwarming cards when others struggle to find the right words. Leonie is the kind of person who you can always rely on. She just somehow finds the time and gets things done. The lessons and insights contained in How to Get More Done in Your Day will pop the lid on the Genie bottle and help you make time stand still as you passionately pursue your goals and dreams in your daily life. If you follow the methods Leonie lays out, you will get more done in less time. Success is not a secret. Its a strategy. And the strategies Leonie presents in this clear and concise book will guide you to finding the freedoms you desire. The smallest changes can bring you the biggest rewards. This small book could be the magic you have been looking for. Its time to take the lid off your Genie bottle. I hope you enjoy How to Get More Done in Your Day because its not just a book, its now your new way of life. Scott Groves - www.ScottGroves.com Author of 6 Books including Internationally Sold The Power of Subconscious Goal Setting, 10 X Marathon Runner, Advisory Board Member, Speaker, Consultant, General Manager and Senior Partner of IM Firm Zanity.com.au, and Father of 2. P.S. 6 Weeks and 33 minutes later: Leonies intro = DONE!!! I can hear Procrastinating Pam saying, I was letting the intro brew in my subconscious. Connect with Scott on LinkedIn - http://www.linkedin.com/in/scottgroves Copyright 2012 Leonie Featherstone 3

Acknowledgements My mother always said that the best present you could give anyone was a good example. How right she was! Seeing how much she packed into every day and how she did it has been the reason I have developed such strong organizational techniques and the ability to create systems to free up more time in my days. Mum lived in Urandangie, a remote tiny town in Outback Queensland with no electricity, 5 children under the age of 10 and a husband who worked away for months on end in the Trucking industry. On top of her mothering duties, she managed to run the Post Office, General Store, conduct weather observations every 3 hours except midnight for the Meteorological Bureau, teach us kids school, act as Secretary for the local CWA club and deliver delicious meals and homemade bread and other goodies.

Photography by Lynnelle Richardson

Do you think she was good at managing what she did with her time? You bet she was! I will always be eternally grateful to Mum for this valuable lesson in utilizing every minute profitably and for that reason alone, I dedicate this book to her! To my family and friends, particularly my Inner Circle thank you for always being there for me, supporting and encouraging me and making me believe that the information I have to share is valuable! To Roisin and ZachIm so glad my ability to utilize my time wisely meant we spent many magical moments together at your important events while you were growing up. I treasure those memories and look forward to spending much more time with you as adults. To Scott Groves thank you for the many powerful lessons from your Power Of Subconscious Goal Setting workshops, for your valuable mentoring and most of all - for your friendship. To all the other teachers I have encountered so far in my life thank you for the lessons thank you for the inspiration and thank you for providing the fuel that launched this book!

Copyright 2012 Leonie Featherstone

Contents

Foreword ............................................................................................................................... 3 Introduction .......................................................................................................................... 6 Step 1 - Forget Time Management! ........................................................................................ 8 Step 2 - Take Responsibility For Your Life ............................................................................... 8 Step 3 Control Your Thoughts And Words And Actions ........................................................ 9 Step 4 Rearrange How You Currently Spend Your Time ...................................................... 12 Step 5 - Identify And Remove Time Wasters ....................................................................... 14 Step 6 Identify Your Common Limiting Behaviours........................................................... 15 Organize Family and Home .................................................................................................. 19 Step 1: Get Your Family Involved ......................................................................................... 19 Step 2: Schedule Time For YOU! .......................................................................................... 21 Step 3: Develop Supportive Systems.................................................................................... 22 Step 4: Eliminate Time Wastage In The Kitchen ................................................................... 27 Step 5: Invest in Buying Time ............................................................................................... 30 Step 6: Learn To Dovetail Activities ..................................................................................... 31 Organize Your Business ........................................................................................................ 32 Step 1: Do A Stock Take....................................................................................................... 33 Step 2: Schedule Time For PLANNING! ................................................................................. 36 Step 3: Hold a Team Conference .......................................................................................... 37 Step 4: Create a Productive Environment ............................................................................. 37 Step 5: Develop Supportive Systems, Procedures And Tools ................................................ 39 Step 7: Invest in Buying Time ............................................................................................... 43 Step 8: Revisit What Youve Learnt ....................................................................................... 43 Step 9: Seek Out Solutions ................................................................................................... 46 Appendix ............................................................................................................................. 48

Copyright 2012 Leonie Featherstone

How To Get More Done In Your Day


Introduction
Congratulations on investing part of your day to make a positive change to your life. Youre most likely to be reading this because you want to get more done in your day and because whatever you are doing currently to achieve that, isnt working for you. Understand this: When you want a different result, you usually have to DO something DIFFERENTLY. Resist the urge to skim across these pages to find the quick tips and hints that will deliver you all that extra time. That wont work. You see its YOU who has to actually DO some work first, to find out WHY you are forever running out of time in your day. This is a crucial step you need to take before you move on to the rest of the series to discover the time saving practices you can implement. You may be very disciplined and organized in some areas mentioned in this book and feel tempted to skip these bits. I urge you to persevere with every section and to think about how the techniques in these sections, and the strategies you already employ in the organized areas of your life, can be adapted and used for the not so organized areas of your personal, family and business life. Whilst some of the suggestions in this book are very basic, research has revealed that many work at home Mums and Dads struggle because basics have been overlooked in the search for the magic bullet. So, take a deep breath and read on as you delve into your own attitudes and practices. These discoveries will allow you to make changes and build firm foundations for an enjoyable life that allows you to fit all you want into a day and become the best you can possibly be!

Copyright 2012 Leonie Featherstone

Copyright 2012 Leonie Featherstone

Step 1 - Forget Time Management!


Yes, you read correctly! Time Management is a misnomer! You can no more manage time than you can manage the ocean tides. What you CAN do however, is manage what YOU DO with the time you have in your day! So, it makes sense that we start with YOU and what you are thinking and doing before we start on the actual how tos of getting more done in your day!

Step 2 - Take Responsibility For Your Life


One of the most common complaints I hear from people is I dont have enough time. Have you ever heard yourself say that? Im sure you have! In fact this is such a common expression that one could be forgiven for thinking that if we solved this one dilemma, we could create a world of happier and more fulfilled people. This time challenge appears to be the major force that holds them back from doing so much! Now, wouldnt finding more time for people to complete their to do lists be a wonderful thing to accomplish? Too often, in the rush of todays lifestyle, we keep going and never take time out to enjoy just being, let alone to savour magical moments that are taking place around us. We pull out the time excuse repeatedly and this invariably leads to stress; and, as we know, stress is one of the major causes of disharmony in our body, mind and spirit let alone inactivity in our business. Think about this **Imagine that every day you were given $86,400. At the end of the day, what you didn't spend was gone. You could not borrow from the next day and you couldn't keep anything from the day before. What would you do? You see, in life, we are given 86,400 seconds per day. There is nothing that we can do to add to that day (no borrowing, no holding on from the day before) - nothing. All that you have is that 86,400 seconds. What you do with that time can be life changing or life wasting. For changes to take place, you must accept 100% personal responsibility for YOUR life OR become a slave to the circumstances that surround you. So, how do you spend your 86,400 seconds?

Stop acting as if you have a 1000 years to live! Marcus Aurelius Great Roman Emperor and Philosopher

** Thank you to whoever came up with this metaphor!

Copyright 2012 Leonie Featherstone

Step 3 Control Your Thoughts And Words And Actions


Now, as the money example illustrates, we cant squeeze any more minutes into the day. We also have no power over time, so we need to focus our energies on the areas which we CAN control and those are our thoughts, words and what we do with our time. So, the answer to finding more time, is in our attitude to time and our commitment to squeeze more into those minutes OR to rearrange how we currently spend our time. OK STOP! I know that there will be some people who right now will want to skip over this part. Do so at your own peril! As I said earlier, understanding WHY you have issues with time is critical or else you will attempt to make changes and find you still have chaos and confusion in your life. So, take a deep breath and commit to follow the process page by page. Just like a building site laying strong foundations is essential for sustained and stable upward growth. Take the time now to lay your foundations to ensure sound future practices in your life and business. What are you thinking? Let me ask you this: What words and expressions pop into your head when you hear the word time? Or, Balanced? Relaxed? Productive? Busy? Flat out? Hectic?

Take a moment now to jot down the things you say and how you feel about time. This is a very important process and not something to be rushed. Note how many words, phrases and feelings you use are expressing a lack of time or dissatisfaction with time and how many are a positive expression about time?

Copyright 2012 Leonie Featherstone

Are you surprised with the outcome? It is important to understand that whenever we use time related language, as much as they are often our automatic responses, we are constantly reinforcing to our subconscious those same thoughts. Therefore if our thoughts are predominantly that we are time poor, we create a feeling of lack instead of abundance.

Here are some examples of negative expressions

Negative Thought Process/Saying There are never enough hours in the day We need an 8 day week Time flies too fast

Now the reality is that we have exactly the same amount of hours in our day as had Helen Keller, Michelangelo, Mother Theresa, Einstein and many other people who made significant impacts on the world often through very challenging circumstances.

You see, it is not the number of hours that are put in the day that matters its what we put into the number of hours in the day!

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Now, below you will find those same examples of negative expressions and how they can be replaced with positive affirmations. Add your commonly used expressions to the left hand column and come up with a more positive expression on the right hand side.

Negative

Positive

Negative Thought Process/Saying There are never enough hours in the day We need an 8 day week Time flies too fast

Positive Thought Process/Saying I will be more productive with the hours in my day Its great to have a 7 day week I will work more efficiently during my week

Table 1: Click here to complete template in Appendix


These new, positive sayings lead us to the first possible solution squeeze more into those minutes. Well its all very well to say that but anyone who has filled their teacup to the brim with tea knows that the only way they are going to fit in any milk is to tip out some of the tea And so it is with your time. If your day is full to the brim with activities, you will need to remove some to fit in the other activities that you choose to do. This moves us on to one of the most important steps in taking responsibility for the time of your life.

Copyright 2012 Leonie Featherstone

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Step 4 Rearrange How You Currently Spend Your Time


In order to rearrange how you allocate time to the various areas of your life, it is essential to ascertain what activities ARE important to you. You can do this by deciding what YOU really want from your days on this earth! So, what lights your fire?

Write it down now!

Have you ever noticed that when you are passionate about something you have a spring to your step and you are keener than ever to start the day so you can get into it? Whats even more interesting is that you find the time to work consistently on that particular project until you finish it. Interesting isnt it? So, this is your chance! Forget about any limitations youve had placed on yourself in the past. Pretend that time, skill and money are of no consequence and take some time out to DREAM! What do you really want to BE, DO and HAVE?

Use the template below to compile this list. Once you have started with what you want to be, do and have, it is important to drill down and find out what really VALUE in life. You can do this by filling in the column Why? next to each thing you write. With each answer you give, continue to ask yourself why? until you get to the core reason you want to achieve that thing.

Example You want to do some overtime to earn extra money. Why? To pay for a family holiday to Disney World. Why? Because you want to treat your family. Why? Because you want to spend some quality time with your family in a relaxed environment to enjoy each others company, to bond and to create some beautiful memories.

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Quality time with your family becomes your real Why and reason to work overtime NOT the money, NOT the trip.

Next, fill in the 3rd column so you will know when you have actually achieved what you want to be, do and have. Write a list NOW!

Example: What I Value In Life I want to: BE More organized Why? (Your Core Reason) I feel out of control and am always rushing to get to appointments and sometimes I double book. I want to feel in control and relaxed about my work to preserve my health. Why So that I can travel and live in Italy with a greater understanding and ability to relate to the locals. Why So we can enjoy carefree family holidays whenever we want and rent it out as an investment for the rest of the time. How will I know when I have achieved this? I will know at the start of each day exactly what appointments I have and I will arrive at each one on time and in a much more relaxed state. How will I know when I have achieved this? When I can converse easily with my Italian friends and when I start to think in Italian. How will I know when I have achieved this? When I have seen a Financial Planner and have put a saving/investment plan in place and have a Real Estate agent find my ideal property.

Do Learn Italian

Have A holiday home close to the sea

Table 2: Now its your turn


How does knowing your why and your values help with managing your time? Knowing your why gives you a strong sense of purpose and eliminates procrastination. Studies show that successful people can make decisions the 1st time they arise in 80% of situations because they are clear on whats important to them. They know what they value and believe and they know their why.

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The biggest reason people fail to follow through with their goals (what you want) is because the goals are not congruent with their highest value. When your values are in conflict with your goals, you will subconsciously sabotage them and you will waste a lot of time along the way. Example: You have been asked to work on Sundays. If that is your main family time and building and enjoying relationships with your children and partner is one of your whys or key values, you will most likely turn down the job even though your goal was to earn extra money for a trip to Disneyland.

Step 5 - Identify And Remove Time Wasters


As much as many people claim to manage their time effectively, in many cases their actions fail to match their words and intentions. Now, remember this. The focus of time management is actually to change your behaviours, not time itself for, as we know, that is something we just cannot do. This is where prompt action needs to be taken to break these negative habits and replace them with positive actions. A great starting place therefore, is to see what time wasting behaviours we are currently employing. What form do these time wasters sometimes take? TV Phone Emails Surfing the web Unannounced visitors Waiting

Im sure youll find more to add to this list so rule up a page in 15 minute blocks and write down everything you do in a day. I can promise you this will be very revealing as it will show you how and where you wasted your time.

Once you actually chart what you spend your time on, you may well find that it is a totally different story than you originally thought. You will notice this particularly when you take out the time you spent on things such as brewing cups of tea, making social calls, checking the latest news bulletins on line, sneaking a quick peek at the latest joke your friend sent you, surfing the net to find the best price on roof insulation and checking your bids on ebay. Now, all of these things are perfectly ok to do its your life after all. Just be aware of the time they take when you end the day and think youve been working all day. Copyright 2012 Leonie Featherstone 14

By identifying your time wasters you can decide whether they need to go or whether you need to slot them into other areas of your day e.g. you time, family time etc. Understanding exactly where your time goes and then organizing it to go where you want it to go, puts you in the drivers seat and on the road to regaining control over your life.

Step 6 Identify Your Common Limiting Behaviours


Do you recognize yourself amongst these Time personalities that Ive studied? Crisis Junkie John o o Always fighting fires and running from one to the other to dampen them down Change behaviour to empower others, delegate and prioritize

Caffeinated Claire o o Always jumps up to make a cup of coffee when something less interesting needs doing Change behaviour toremind yourself of why you are doing it and what this will mean to you and just do it and use the coffee as a reward

Perfectionist Peter o o Spends hours getting the spreadsheet just right all perfectly colour co-ordinated, lettering perfect, lines just sospends ages shopping for the perfect stationery, tools etc Change behaviour to being very specific about what is it you require and what the desired outcome is and giving yourself a time frame within which to complete it

Chatty Carla o o Always on the phone for long periods of time Change behaviour to write down what the desired outcome is before the phone call make notes of the points needed to be covered and stick to a time limit

Flittering Fred o o Easily distracted and flits from one job to another without completing anything loses interest and moves on to another task Change behaviour to know the desired outcome of a task and what it will mean to your business and stick at it and not move on another task until it is completed or at a satisfactory stage (be honest with yourself about what is satisfactory); Use a to do list and prioritize and reward yourself

Disorganized Delia o o Muddles through the day and attends to things but important tasks get forgotten; more reactive than proactive Change behavior to create a daily to do list and prioritize and stick to it

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Fearful Ferdinand o o Rather afraid of what might happen or be around the corner so tends not to start or only do things that are feel safe Change behavior to focus on what you want and why, and know what a difference the actions will make to your goals. Create a blue print of what to do, keep it simple and just do it! Expect positive outcomes

Procrastinating Pam (procrastination is a sign of disbelief and/or disinterest) o o Always has an excuse for why they havent called the potential client or sent out sales brochures; Change behaviour to Reassess why you are in the business what do you want to achieve; reacquaint yourself with what the desired outcome (sales etc) will mean to you. If this still isnt working maybe its time to find another goal/business

Laid Back Larry o o Theres always tomorrow Change behavior to focus on what you want and why, and know what a difference the actions will make to your goals. Break the tasks down, give yourself a time frame and a reward when each segment of the task is completed

Yes, Yes Yolanda o o Over commits always saying yes to everything Change behavior to focus on what you want and why and know what a difference the actions will make to your goals. Ask yourself is this action taking me closer to my goals? If not say no! Learn to say yes to the things that fit in with your values and goals and no to most other things

Make a list of any limiting behaviours you recognize in yourself that you would like to change and then list the actions necessary to do this.

Copyright 2012 Leonie Featherstone

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Congratulations!
Youve completed section 1! Keep what youve learned in mind as you now move on and explore how to get more done in your day by organizing your family and home!

Copyright 2012 Leonie Featherstone

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Copyright 2012 Leonie Featherstone

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How To Get More Done In Your Day Part 2


Organize Family and Home

Introduction
By now you will have worked your way through Part 1. Hopefully you have now discovered WHY you have been forever running out of time in your day and have implemented practices to bring about positive changes in your habits and behaviours. This will lay a firm foundation for the time saving practices you will discover in the following pages. So, take a deep breath and read on and resolve to stop and do the action steps as they appear. There are no prizes for getting to the end of the book first! The prize is creating your own meaningful blueprint for getting more done in your day and allowing you to enjoy the beautiful world around you and all the special people in your life!

Step 1: Get Your Family Involved


Do you ever find yourself feeling guilty about your business keeping you away from your family at nights or weekends? Do you find yourself eating take away meals a bit more often? Do the tentacles of frustration and resentment start to entangle you when you are doing housework late at night while others sleep because you simply ran out of hours in the day? Do you avoid the eyes of your toddler when you disappear out the front door or into the murky depths of your out of bounds office? Relax! You are not alone! If you have followed the processes outlined in Part 1 Take Responsibility For YOU, you will have most likely found that your family rate very highly in your list of things you value. It makes sense then, that you would want them to support you in your business endeavours, as they will be the end consumers of the fruits of your labour! Heres what you can do Hold A Family Conference But, I hear you say, my children are only 3 and 4! The age of your children is irrelevant it is the content of your message and how it is delivered that will determine whether or not you end your conference in the same state as you began or, with a cheer squad of family members supporting your goals and ambitions! Its all about understanding. Your objective is to let your family members know why you are doing what you do and whats in it for them. Once your family become emotionally involved and attached to the outcomes and actions required of your work and they realize that they stand to benefit in a tangible way, the blinkers come off and the light bulbs Copyright 2012 Leonie Featherstone 19

burn brightly in their young brains! Before you know it, they will be cracking the whip on you and pushing you out the door to your next appointment! Once this level of understanding has been reached, the next step is to get an undertaking from them that they will support you. Then, get them to suggest what they can do to keep the family unit operating smoothly so that family time WITH you is not compromised. In some cases, it will require you to delegate chores and responsibilities but wherever possible call for volunteers. The majority of people respond better to new or extra chores when they have offered rather than when they have been told. Lets put this into an example to make it clear. Remember the example we used in How To Get More Out Of Your Day - Part 1? You wanted to earn extra money so that you could pay for a family holiday to Disney World. Why? Because you wanted spend some quality time with your family in a relaxed environment to enjoy each others company, to bond and to create some beautiful memories. Your two children aged 7 and 8 see you flying out the door several nights of the week, rushing dinner or leaving a take away meal on the table for them to share with their father/babysitter. On the weekends you are often on the phone or the computer and the most common expression they hear is not now, Im busy. During your Family Conference you explain to them why you are busy and what the results of your efforts will mean to them. By showing them brochures and explaining what you will all be doing and feeling together when you get to Disney World, you will engage their emotions and their attachment to this fabulous goal. The next part is to ask them what they can do to help you so that you can spend more of your at home time with them and not doing mundane chores.

Some of their suggestions combined with your requests could be: Putting their dirty clothes in the laundry Keeping their rooms clean and tidy Taking turns to empty the dishwasher Setting the table Getting out of bed the first time they are called Feeding pets Being mindful of your need for business privacy if the office door is closed Giving you encouragement instead of complaining when you have to leave them for work

For older children you could encourage family participation and responsibilities such as:

Doing the washing Ironing their own clothes Cooking a meal once or twice a week Sharing the house cleaning chores Helping with office tasks

A Family Conference is a perfect way to get your entire family to buy into your why and can bring about a much more harmonious and enjoyable journey towards your goal. Copyright 2012 Leonie Featherstone 20

The To-Do List To ensure this process operates smoothly, design a to-do list. Divide a page into three columns. In the first column list the job to be done, in the middle column a brief description of how to do it and leave the third blank. Save this on your computer and print multiple copies to be used weekly. Then all you have to do each week is add in the family members name next to their task for that week. Example of a Family Task List Task To Be Done Take out the rubbish nightly Description Person Responsible rd Get a garbage bag from 3 drawer in Kitchen. Go into each room in house and empty waste paper baskets into this bag. Lastly add kitchen bin rubbish into the bag and take it out to the green rubbish bin near the garage. Take out all items. If not quite dry, dry with a tea towel. Put all items away in their right places.

Empty the dishwasher in the morning

Take a few minutes now to write your family to-do list using the template below.

Table 3: Family Task List

Step 2: Schedule Time For YOU!


Even with family support and participation, your cup may still be overflowing. Despite this, it is crucial that you set aside time each week for planning. Taking time out of your busy schedule to plan the activities for the week and ensure all resources are at hand will invariably save you time in the long run. What is also important is to set aside some you time outside of your business and family. I can almost hear you saying, But I dont have time! However, when you do this, you place value on yourself, youre-energize your body, mind and soul AND youll find you get through your other jobs much quicker!

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Now, this doesnt mean you spend 3 hours a week in a Day Spa. It could be as simple as: Taking half an hour for lunch where you read a favourite book over your soup or sandwich OR Having a bubble bath once a week and listening to your favourite music

Take a few minutes now to write down how you would enjoy spending your YOU time! Go on, just do it! No moving on to the next stage until youve done this! Dream a little think of luxuriant, indulgent activities as well as the smaller, more practical things! Mix it up and have fun with this exercise.

Step 3: Develop Supportive Systems


One way to get more done in your day is to have useful tools and systems in place to support your intentions. What are some of these? A Diary

Choose one that has a month at a view so you see in one glance exactly what you have on for that month (If you use an electronic diary, see if you can view it this way) Develop a colour coding system (or symbols) to help you maintain balance. Limit yourself to 4-5 colours/symbols otherwise it will be too confusing. The idea is to look at your month to a page diary and know in a glance whether you have balance in your life or if you need to adjust. For this exercise, I will demonstrate colours. e.g.

o o o o

Yellow for sales producing activities eg Markets; Paid appointments; Pink for Team/Staff activities eg Staff Training; 1:1 meetings with team members Green for family activities eg night at the movies; family picnic Blue for YOU eg Gym; Bubble bath; Massage;

Take a few minutes now to write the main categories where you spend your time so you can allocate a colour. Go on, just do it! Then use the template provided and fill in types of activities that fall under each area. This will make it easier for you to colour code your diary.

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Example: Diary Colour Code Chart Category Work Planning/Admin Work - Sales Colour Red Yellow Activities Analysing sales planning promotions; Organizing next events/Team/Staff trainings Markets; One on one sales; Processing/Packing orders from website Presenting Team/Staff trainings; meetings One on one

Work - Team Family Me

Pink Green Blue

Movie Night; Mini Golf; Picnic in the park Lunch with Girls: Gym; Reading time; Bubble bath

Now its YOUR turn!


Table 4: Develop Your Own Coding System Here

Yearly Wall Planner These can be purchased from an office supplies store. Mark in school holidays, conferences, regular seminars, seasonal events, markets, events and use this information to maximise your annual planning. Brainstorming Wall A brainstorming wall is a wonderful asset to any family and business. Use a whiteboard attached to the wall or create your own wall with chart paper stuck to the wall or window. (Chalk pens are also great for writing on windows and can be found in most kitchen-ware shops.) Whenever you have a creative thought/new business idea/product line proposal or any ideas write them on this wall. Why not dedicate half an hour or an hour a week to a concentrated brainstorming session and collect your ideas on your wall. From here you can transfer them to your computer to be worked into an actual product, event or promotion or activity/goal for your family or business. To-Do Lists

You can rule up your own to-do list or purchase them from an office supply store. Ensure you have 3 columns the first (also very small) to prioritize the items, the middle to write the task and the 3rd (very small) to tick when the job is completed. Instead of heading up your to-do list: with the days date, try this. Each Monday start your list and head it up, Week Beginning and insert the date of the Monday. This relieves some of the pressure attached to a huge daily to-do list and the feelings of guilt when they arent all done that day. It also avoids wasting time transferring those tasks to a new daily to do list. The key to this approach is to then prioritize your tasks and complete them accordingly. At the end of the day you may choose to add more tasks or just keep working through the list the following day.

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You may find you have two pages of to-dos on the go at once. At some stage it may be practical to transfer the one or two things left on the page to a new sheet so you are not juggling 3-4 pages. However, play with this idea until you find a system comfortable for you. Be sure to use a when you finish a task this is a positive reinforcement to your subconscious as opposed to a cross. If you doubt this, ask yourself what you think of when you see this mark on a document ? Did it remind you of school days when you got parts of an assignment or exam wrong? And if so, how did this make you feel? I hope you get my point about using a .

Example To-Do List Priority 3 2 1 3 1 Task Finish Tax Finish Part 2 of How To Get More Done In Your Day Email Ebook to people whose payment has been received Work on content of webinar programme Send quotes for Party Plan Mastery Mentoring to leads Completed

Table 5: To-Do List


Family Schedule This is another simple tool to help improve your organization and planning. Have a prominent (visible and accessible) list/calendar where all members of the family can write their upcoming events and commitments. With smaller children, you will no doubt be responsible for this. This helps to avoid double bookings and also reveals any potential clashes, giving you time to make alternative arrangements or organize baby sitters etc

Meal Schedule I can almost hear some of you groaning at this one but, hear me out! How often do you go shopping and buy some mince in case you decide to make meat patties, some chicken drumsticks in case you decide to try that new recipe from Aunt Agatha and end up adding it to your store in the freezer as you didnt have the exact ingredients you needed to do it that week? Or, worse still, feeding it to the animals because you didnt use it in time? Planning Saves Time And Money From my experience, when you take the time to sit down (with family/partner collaboration) to decide what main meals you want to enjoy that week, you come up with a far more precise shopping list Copyright 2012 Leonie Featherstone 24

AND you save money. How? Because you arent throwing out herbs and vegetables that you bought just in case and you arent wasting valuable time wondering what youre going to have and making multiple mad dashes to the grocery store! Now, understand this: This list doesnt have to be totally regimented! It is a guideline only and you can still enjoy spontaneity and flexibility especially if it means saving money by buying whats on special when you get to the grocery store. This planning procedure simply allows you to be more organized and can actually introduce more variety into your menus. So, how does this process work? Make a list of your (you, your partner and family members) favourite meals or meals you want to try Find the recipes and give them a home in your kitchen Pick a day to do your weekly planning think about making this a weekly family conference or chat Get everyone to contribute to the meal suggestions Take some time on your own to look at the family schedule and then determine which meals are best on which nights e.g. If you have to collect children from sporting training late some afternoons, it would be best to have a meal that does not require lengthy preparations; if you have a meeting one night that could be the ideal day to choose a meal that could be prepared in the morning and placed in the slow cooker Once you have selected the meals, create an ingredients list and check against the contents of your pantry and fridge then compile your shopping list

Example: Family Meal Planner Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday Meal Corned beef in slow cooker and vegetables Chicken oregano and brown rice and vegetables Steak and salad Vegetarian lasagne Roast chicken and vegetables Gourmet pizza Spaghetti Bolognese Ingredients To Buy Corned beef and vegetables Chicken breasts and vegetables Steak and lettuce, cherry tomatoes, carrots, cucumber Lasagne sheets, grated cheese, vegetables, tomato paste Chicken and vegetables Pizza base, basil, tomato paste, pineapple, vegetables, ham, olives Mince, spaghetti sauce

Now its YOUR turn!


Table 6: Family Meal Planner

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Take some time to think of the meals you and your family like to cook and eat. Fill in the following meal planner as a dry run before you introduce this concept to your family.

Babysitting Planner Once you have filled in all your commitments on the family schedule it will become obvious where you or your partner will be responsible for child minding and also where there are clashes and a babysitter will need to be arranged. To keep this process simple for all involved, create some tools such as: A list of babysitters with their contact details and availability e.g. teenage neighbour can do weekends not week nights due to school commitments A list of contacts for the babysitter e.g. you and your partners mobile numbers, another trusted friend/family member in case your numbers cant be reached, emergency numbers etc A list of requirements e.g. bath and meal routines for small children Any other information that would make the babysitters job easier

Take the time now to begin your babysitting schedule and to make a list of information that would be useful to the people you ask to mind your children. This list could be adapted for the people who mind your pets/house.

Table 7: Babysitter Planner

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Step 4: Eliminate Time Wastage In The Kitchen

I often hear people bemoaning the fact that food preparation and eating steal so much time out of their day. Eating and cooking were meant to be enjoyable activities and so here are a few suggestions to streamline your culinary activities and eliminate time wastage in the kitchen. Write It Down! Teach and regularly remind all family members to write down grocery items when they have run out (e.g. when they eat the last banana) or are almost finished. Attach a shopping list and pen to the back of the pantry door or somewhere handy and remind everyone regularly to use it! This will save you having to spend 10-15 minutes trawling through the pantry and fridge before your shopping sortie, trying to work out what is needed to keep the family appetites happy for the coming week. It will also stop you acquiring multiple bottles of soy sauce (because you thought it was low) and eliminate extra runs to the supermarket because you didnt know juniors favourite school snacks had run out! Used in conjunction with your Family Meal Planner this process will result in time saved and money not wasted and therefore a happier household! Cook Once Eat Often Many meals such as bolognese sauce, butter chicken, chicken korma, taco mince, curries, casseroles and minestrone are ideal to freeze. So, buy some meal sized, freezer safe take away containers (or whatever you use to freeze food) and adapt your recipe then make 2 or 3 times your usual amount. Serve for dinner and simply freeze the remaining amount. Be sure to label clearly as I have learnt the hard way that nachos bean mix looks very similar to bolognese sauce when it is frozen but it doesnt go very well with pasta! Cooking bigger portions adds very little time to the initial cooking process and by having a stock of frozen meals on hand, you will makes life so much easier for you. They are ideal for other family members to prepare when you cant be home to cook dinner and they are also a treat for you when you want to have a night off from cooking. Simply remove from the freezer, defrost, cook some rice/pasta etc and hey presto! Dinner is served! To save even more time, you may choose to cook several meals at once, particularly if they involve similar ingredients that need to be chopped and prepared e.g. chicken, onions etc . It is not unusual for me to cook chicken korma, butter chicken, bolognese sauce and taco mince all on the same night. Slow Cookers I often use the slow cooker for casseroles and I usually prepare ingredients for these on my big cook up night. In fact, I have found that by chopping up enough ingredients for two meals, I can put one batch in the slow cooker and put it in the fridge ready to be put on first thing in the morning and another batch, with a few slight flavour changes, in a sealed container in the fridge to marinade and to be used later in the week. Copyright 2012 Leonie Featherstone 27

Vegetables

Vegetables, particularly raw vegetables, are an important part of our lives and I used to spend hours peeling and chopping each day. Not any more! When I get a fresh batch of vegetables I wash, peel and chop and dry enough for the week ahead (not potatoes) and then bag in zip lock plastic bags. (For those of you who want to be kind to the planet you may wish to use food storage containers.) This way, when the children want to nibble on raw carrots, green beans, celery etc for snacks, or to add to their lunches, they are ready and waiting for them! When I want to put on the vegetables for dinner or to add to a platter of nibbles when entertaining, they are all ready and raring to go and the preparation time for that event is radically reduced! Never underestimate the psychological effects of this level of preparedness. Walking into the kitchen at the end of a tiring day knowing that half the work is already done will give you a big boost!

School Lunches As soon as your children are old enough, empower them by showing them how to prepare their own school lunches! (This goes for teaching them their way around the rest of the kitchen as well!) Until then, take some time to think about the sort of lunches and snacks you want to send with them to school each day. Make a list of each childs favourites and dislikes and put the list on the back of the pantry door. This will be helpful when someone else has to prepare their lunches and can avoid any lunchbox challenges! Once you have the list, see what you can prepare ahead of time. Can some of these sandwiches be frozen? Can you buy the snacks in bulk? Can you encourage the children to grab a zip lock bag and add their own green beans, carrots, celery etc from your prepared bags already in the fridge? Prepare as much as possible the night before. You just never know what can happen in the morning to delay you - such as an alarm that fails to go off or an unexpected phone call; but if everything is 99% prepared, you will still be able to get organized and ready without stress and be where you need to be on time. So, lets start you on the path to preparedness.

What meals could you cook and freeze? Based on your familys eating habits, make a list of things you can do in the food department and kitchen to save time.

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School Uniforms

In my opinion, our role as parents is largely about role modelling to our children and empowering them to take on skills and attributes to be able to be the best they can be and enjoy a fulfilling and productive life. Therefore, doing everything for them is not conducive to this outcome. From an early age, teach your children about the power of contribution. When everyone in a family unit contributes in some way, as opposed to Mum and Dad doing all the chores, the family wheel turns more smoothly and there is more time for quality family interaction. So, from an early age, teach your children where the laundry basket is. As they get older, show them how to put the washing on and how to hang it out/use the dryer etc and how to neatly return it to their cupboards. One big tip is to hang your washing VERY carefully as this will reduce your ironing time. I was very lucky with the school uniform fabrics of my children. Removing them from the washing machine as soon as the spin cycle ended and hanging them on coat hangers ensured they rarely needed to be ironed. Household Procedures If you had to suddenly leave town for a few weeks, would the rest of the family know what to do to maintain a happy household? Now might be a good time to think about what other skills you can pass on. Writing up simple procedures, even in dot points, for tasks such as washing, ironing, cleaning the house and cooking simple meals can be a valuable investment of your time to avoid distress and potential disaster in your absence! So, take a deep breath! Its now time to make some notes!

What tasks/activities could you teach your family in order to empower them and to share your work load? When you have your list, dot point the procedures and create a little booklet. Give it a quirky title and introduce it at your next Family Conference! e.g. Household Survival Guide

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Step 5: Invest in Buying Time


I still remember how I debated about hiring my first house cleaner. Part of me felt guilty about spending the money, even though I had a bad back and vacuuming and mopping exacerbated my health problems. It wasnt until someone pointed out to me that I could be earning 5 times as much/hour by working my business than I was paying the cleaner, that the penny dropped! And it wasnt just the extra money I could earn in that same time Id previously spent cleaning. It was the peace of mind I gained. I used to get stressed just thinking about having to do it and if the children made a mess just after Id cleaned.phew! So, think about the areas of your household where you could buy time to allow you to focus on your business or other areas of interest. Things that spring to mind are cleaning, ironing, bookkeeping and basic administration. Also, think about areas of your business where you can involve your family such as putting labels on brochures, filing, letter box drops etc. Not only will this raise their understanding and appreciate of what you do, the wage rates are sure to be substantially lower!

Take a few moments to think about the household chores you dislike and the business activities that are nonproductive or are outside your skill level. Decide which you will outsource and then just do it!

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Step 6: Learn To Dovetail Activities


Whilst there are many tasks that required our dedicated attention, there are gazillions more that can easily be dovetailed to free up extra time. The following suggestions are predominantly aimed at work at home businesses. Make a list of TV jobs (jobs you can do whilst watching TV) labels on brochures/stock, putting information packs together - this way you can enjoy your favourite show and work in the ads. Planning meetings on the beach/in the park gather your key people either one on one or in small groups and walk this allows you to discuss work issues in a very relaxed atmosphere AND you can get fit at the same time. Like to catch some rays? I used to write my training programs while sun baking on my favourite rock on the Seaway leading out to the ocean! Take your children to a play centre and read while they play this could be leisure reading or a way to keep up with your industry magazines. Another of my favourite dovetailing activities was to soak in a bubble bath while reading work newsletters. I was more relaxed and therefore absorbed more information.

Is your mind racing with ideas? Great! Then youre ready for action.

Take a few minutes to think about what activities you can dovetail in the work, family and personal areas of your life.

Congratulations!
Youve survived Section 2! Hold fast to what youve discovered so far as we move into the homeward straight to find out how to get more done in your day by organizing your Business!

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How To Get More Done In Your Day Part 3


Organize Your Business

Introduction
So, now youve successfully navigated Part 1 and Part 2. Hopefully you have not only discovered WHY you have been forever running out of time in your day but have also implemented practices to bring about positive changes in your habits and behaviours and have created procedures to organize your home and family life. Now it is time to look into your business practices and find ways to organize your work life so that you become more productive while creating a harmonious synergy between you, your family and your business. So, take a deep breath and read on. By now you know the value of doing the action steps as they appear and you know that you, and you alone, know what you really want out of life and are fully responsible for the outcomes. Dream big, plan well and do whatever it takes to get more out of your day and grow to be the beautiful, successful being you were intended to be! Just A Minute!

Have you done all the exercises in Part 1 and Part 2? If not, do yourself a HUGE favour and go back and do them before you read any further!

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Step 1: Do A Stock Take


To know how to get more done in your day in your business, you need to know what you are currently achieving. So, leave the calculator in the drawer and do a stock take of your daily business activities. Values, Time Wasters and Limiting Behaviours From the exercises you did in Part 1, you will have identified some of your current activities and behaviours that do not match up with your desired outcomes and that also eat into your precious time without returning any value. Revisit this section with your Business hat on and see what further positive adjustments you can make. Its now time for you to take action!

Revisit the sections in Part 1 and look at the exercises totally from a business point of view. Write down your business values, what do you stand for and just as importantly what wont you stand for in your business? Identify the Time Wasters and limiting behaviours in your business.

What Is Going On In Your Business? Take the time to think about the following questions and aim to give detailed answers. Looking within will help you learn more about yourself and your business and ultimately will allow you to formulate a plan that will lead you to success and avoid wasting time on unproductive exercises. How do you see your business now? How does it make you feel? How would you like it to be? When your business is operating at your desired level what will this mean to you? What impact will it have on your life and that of your family? How will you feel? What have been your successes to date? What HAS worked for you so far? Why do you think this was the case? 33

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What HASNT worked for you so far? Why do you think this was the case? What challenges do you see for the forward growth of your business? What opportunities do you see for the forward growth of your business? What are some action steps you can take now to move your business forward?

Take an exercise book and head up a separate page with each of these questions. (Leave several pages in between each question). Then, find a quiet spot and write down your thoughts and feelings about each of these areas.

Activities I Like/Dislike Next, take some blank paper and divide it into 3 columns. In the left hand column, write down all the things you do in a day/week to operate your business. Write EVERYTHING down! Even the trip to the Post Office to check the mail, the online session to check your bank balances and the phone calls to your accountant. Head up the remaining columns Like and Dislike and identify where each entry belongs. Example: Like And Dislike Chart Task Accounts Customer calls Packing orders Networking x x x Like Dislike x

Table 8: Like and Dislike Chart

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Hmmm you werent thinking of reading on before completing this exercise were you? Go on! Fill in your Like and Dislike Chart! It wont take long and you will benefit greatly from clarifying these matters in your head!

Flesh It Out Your next step is to take another sheet of paper, divide that into four and put the task you dislike on the left side and then write what it is about that task that challenges you. In the next column, list a possible solution and next to that again, the upside of that solution. Example: Dislike Solutions Chart Task Accounts and tax Challenge Takes forever; Not sure if Im doing it right; Frustrating; Keep putting it off; Time consuming; Boring; Solution Get a bookkeeper; Upside of Solution Frees up time to spend on developing new business; Reduces stress; Frees my time up to be generating new business and earning many times what I would pay the teenager in that time.

Packing orders

Pay a teenager to pack orders;

Table 9: Dislike Solutions Chart

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Feel like this is taking up too much time? Rest assured that the time you spend identifying your challenges and bottlenecks and solutions now will create loads of extra time in your future AND clear the confusion and frustration in your mind!

Step 2: Schedule Time For PLANNING!


Right now you may be feeling totally snowed under and have put planning on the back burner as you deal with immediate issues of talking to clients and creating sales. Please understand that, just as it applies to your personal life, taking time out of your busy schedule to plan the business activities for the week and ensure all resources are at hand will invariably save you time in the long run.

Identify the best time of the week for you to schedule a productive planning session. With practice and clear objectives, this could be accomplished in a power hour.

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Step 3: Hold a Team Conference


Just as holding a family conference was a valuable exercise to gain understanding and support from the people closest to you, so it will be when you hold a conference with the people in your business. Remember, support comes more readily when there is clarity and understanding. So, in your team conference, your objective is to let your team members know why you are doing what you do and whats in it for them when they follow your instructions/guidance. You can go on to dig deeper in individual meetings to help each of them find their own why and create a personalized action plan for them. Again, just like your family, once they become emotionally involved and attached to the outcomes and actions required they will realize the tangible benefits to them; their resistance will fade and their support will blossom.

A Team Conference is a perfect way to get your entire team to buy into your why and to discover their own, and can bring about a much more harmonious, time effective and enjoyable journey towards your goals.

Schedule a time for a team conference. Decide upon your objectives for this meeting and set an agenda. Gather feedback and use the relevant aspects in your planning time.

Step 4: Create a Productive Environment

Dress For Business


A good business principle to follow, even if you have no intentions of stepping foot outside of your home office is to dress as if you are going to work. Sitting around in your track pants and T-Shirt (or heaven forbid your pyjamas!) may well be comfortable but it does not create a business mind set. You will find that if you dress as if you are going to conduct a business meeting (you will know what is appropriate for your business) you will create a different attitude to your day and the work you approach and therefore you will experience a far more positive outcome. Another benefit to this is that you will always be prepared if an unexpected meeting or opportunity arises that requires your physical presence.

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Office Environment How do you feel about your work area? Some of you may have a have a designated office area while some may have to co-exist with other parts of your home. Regardless of the location ensure that wherever it is, you address the following issues: Office mantra o Create your own Office mantra and recite it regularly o o o e.g. this is a happy place business and money flow productively into my business today I will be productive and efficient with the use of my time

Rituals
o Have a start and finish time and a ritual to start and end the day o Be strict with yourself about start and finish times e.g. If you are up to your elbows in dishes at 8.59am and you plan to start work in your home office at 9am leave the sink as it is and ensure you are seated at your desk by 9am. Working from home requires strong self-discipline and this is a good place to begin! A ritual could be always reading your to-do list as you turn on your computer and reading it at the end of the day so you know the important actions for the next day; reading an inspirational saying before you start your day and writing a line in your Gratitude Book 5 minutes before you finish your office day.

Layout and Equipment o o o o Do you have adequate desk space for your computer? Do you have an area to write notes, scribble ideas? Are your chair and desk at the right height for your computer use to avoid neck and back issues? Do you schedule regular stretch breaks to reduce discomfort and potential time lost in poor health due to sitting at a desk for many hours? Are all your regularly used materials, tools and resources easily accessible, labeled and positioned to avoid unnecessary actions? e.g. Mobile suspension files under desk for regularly used files Do you have an office shopping list where you write items that need replacing e.g. printer ink; copy paper; etc Do you have a Bring Forward system a reminder system for tracking ongoing work?

o o

Air flow o Do you have adequate ventilation? Fresh air plays a big part in your productivity rate.

Essential Oils o Have you considered using natures tools to invigorate you during your office sessions to promote focus and productivity? Diffusing pure Essential oils is a perfect way to do this! 38

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Lighting o Do you have sufficient light in your work area? Eye strain creates feelings of tiredness and can reduce your creativity and productivity. Maybe its time to invest in a desk lamp or reposition your desk so it is closer to a window?

What do you look at? o How do you feel when you are seated at your desk? Are you staring at a blank wall or the side of a filing cabinet when sitting in your work chair? Think about adding some inspirational posters, colour, affirmations or photos to help put you in a mood conducive for positivity and creativity.

Stop now and make a list of your own rituals, mantras and adjustments you can make to your office area to increase productivity and ensure you enjoy the time spent in your home office.

Step 5: Develop Supportive Systems, Procedures And Tools


Just as they are with organizing your family and home life, useful tools and systems in your business are a sure way to ensure you get more done in your day. Systems and Procedures Save Time Each time you do something in your business ask yourself this: If I wasnt here would anyone know how to do it? Your answer in most cases will be no. This highlights the need to assess each of your business activities and write an outline of how to do it. I can hear you saying, I dont have time to do that! Well, know this: Not doing it will actually chew up more time down the track. So, just dot point your activities in a list for now and then, keep it handy on your computer and flesh it out when you do have time. This will save you an enormous amount of time especially if you are sick and someone needs to step in and do it for you, if you are training an assistant or when you want to pass on these tips and hints to other members of your team. This same principle applies to creating a master list of contents for any packs of information that you use or distribute regularly. These lists can be laminated and stuck on the wall near where the components are stored so that whoever is compiling them doesnt have to know your business but can simply follow the list; or, if you are doing it you can follow the list without having to worry about what you might have forgotten and can use that head space for something else! Systems and procedures can drastically reduce the time spent on business activities thus freeing up time to allocate to other areas of need. Copyright 2012 Leonie Featherstone 39

In Part 2 we discussed the importance of: A Diary Yearly Wall Planner Brainstorming Wall and To Do Lists

The same lessons in using these tools can be applied to your business. Add to this list the following: Monthly Action Plan You may like to use the example below to create your own action plan template that addresses the main areas in your business.

Table 10: Monthly Action Plan


Database Your database is a very valuable business asset yet it is often under-utilized and stored on scraps of paper, dockets and business cards. You need to ensure you have a system in place to capture and store in depth details of your contacts and clients to enable you to market your services effectively to create added business and to provide regular customer service in a timely and efficient manner. There are plenty of experts and packages out there to help you with choosing the one thats right for you along with forums and business sites that will provide free advice. Data entry can be time consuming however the value of having it all electronically stored is immense. If you have shoe boxes of customer records that need to inputting, try outsourcing to a teenager or student who will be willing to do it for a lower fee than a professional organization. Sales Statistics System In any business, it is important to know what figures to monitor and to learn how they can reveal what is working in your business and what isnt. Simply put, to manage your business effectively, you need to be able to measure your results. So many people in home businesses work diligently to create business revenue but they dont know their figures! This makes no sense because if you do not know how you are performing now you will have no way of knowing how to check if you are improving in the future. For example why would you keep paying to exhibit your products at Expos if you havent worked out what your return is on these events? And how can you increase your customer average spend if you dont know what it is in the first place? Once you do understand the numbers to watch, you can then figure Copyright 2012 Leonie Featherstone 40

out what areas of your business need to be worked on. These basic figures of your business then give clear purpose and meaning to your planning and goal setting sessions and lead to effective strategies to improve the overall productivity of your business and save you valuable time!

Seek advice from your accountant but just a few figures that are beneficial to know are: o o o o Your number of customers Your average customer spend The number of times your customers do business with you in a year The number of referrals your customers give you

Systems For Events (Expos, Markets, Networking Functions, Client Events)


Be prepared have your paperwork/demonstration product/stock/business cards/flyers ready in advance top up your product/paperwork after each event have it all in the same place so you can be in action at a moments notice Have a what to take to an event list in a readily available location so you can check it off before you set out With client information packs be sure to have a list of what you need to include, set up a production line of the contents and compile in bulk quantities For those of you in a Business that involves events/appointments in someone elses home, be sure the person knows what time you will be spending there and stick to your departure time Be punctual for appointments For those of you who conduct any sort of events with clients create a procedure document for it along with a document outlining what resources you need for it Document details of any Client Rewards/Recognition/Referral programmes you may have Create a system and document procedures for ordering, packaging and delivery of your goods or services

Take the time now to assess what supportive systems, procedures and tools can be added into your current business operations. Know that by doing so, you are helping to free up time to be spent as you please!

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Step 6 Organize Your Communications It goes without saying that clear lines of communication are crucial in business. While most business owners will acknowledge this, you will probably know from your own negative experiences that this is an area that can be greatly improved. Communication Systems Whatever communication method you use with your clients or team, be sure to have an objective, a template and a documented procedure for it - which includes a follow up process to ensure the objective is reached. Communication systems may include: Newsletters Regular emails Reminders/News flashes to team/customers Meetings with team members Phone calls

Hints For Phone Use


Know what you want to say in advance note down what you want to say and get to the point Ask yourself: would a written message be more to the point e.g. email/letter? Get a cordless phone so you not restricted to talking at your desk Where appropriate, have a pile of telephone jobs e.g. sticking labels on brochures etc that does not detract from your concentration levels Set yourself a goal for the number of phone calls you make each day for business creation, customer service, follow up and/or what is relevant to your business growth Ensure your mobile phone plan has a generous phone allowance and use your car time to make calls on a hands free device

Spend some time determining what communication tools are suitable for your business. What do you need to do to make them more effective and what can you add to the mix to offer better service to your clientele and improve your bottom line?

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Step 7: Invest in Buying Time


Revisit Step 1 and the section on your dislikes. Make a list of jobs you can delegate or outsource. When you do this, you not only buy extra time in your day for activities in which you excel, you also avoid the debilitating stress brought on by involvement in tasks you dislike. What are some examples of buying time? Outsourcing accounts to a bookkeeper/accountant Engaging an office cleaner Using a virtual office for secretarial needs Employing a specialist to come on site and set up systems and procedures for you to follow

Take time now to make a list of the jobs you want to outsource and begin the task of finding the right people.

Step 8: Revisit What Youve Learnt


People say that knowledge is power. In reality it is not until that knowledge is applied that power is accessed and can then be used to bring about positive change in your life. That said, it is important to not only read and do the exercises to reinforce the learning it is essential to revisit what you have learnt on a regular basis and assess how well you are applying it to your life. This will usually lead to adjustments and/or adding in the elements you had forgotten.

Are there any exercises that you have not yet done? If so, go back and complete them now!

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Top 40 Tips
Keep this collection of ideas, exercises and tips close to hand and use them in conjunction with the rest of this book to keep you on track. You 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Value yourself and know what is important to YOU Accept responsibility for your life and know you are in the drivers seat Control your thoughts, words and actions Develop a useful attitude to time take control of yourself and what you DO with your time Invest in buying time Know what you want to achieve and what action to take to achieve it Know your own best times we all have body rhythms do important thinking work when youre most alert filing etc when you are less alert Are you sleeping/watching TV too much? Save 2 hours/day and you will create 1 full month of 24 hour days! Minimize web surfing it can devour your time Travel in off peak times to avoid traffic delays Utilize waiting time carry a book/work reading etc with you for those moments Allocate time to do nothing and just be Allocate time to meditate daily Develop a do it now mind set. Rather than put it off because its too hard handle crisis situations and pressing tasks while still small and as soon as possible so they wont waste more of your time and head space later.

Diary Use 15. Use your diary and a daily to-do list writing things down un-clutters your mind because you stop worrying about forgetting it 16. Colour code your diary to ensure balance between the important components of your life well as your business e.g. sales, lead generation, follow up etc Tasks 17. 18. 19. 20. 21. Plan on a daily basis Prioritise your jobs and tick off when completed Look at tomorrows jobs tonight! Have 5 min jobs, 10 min jobs e.g. you can confirm 2 appointments in 10 mins and 5 minutes of filing will help reduce the pile Treat your time like money. When you come home from shopping do you throw your 5 and 10 cent pieces in the bin? 5 minutes here and there add up. This is not to imply you need to be working every minute of the day but avoid squandering your loose change! Get rid of the backlog - kick the procrastination habit do it now! Use the Swiss cheese principle poke holes in the big tasks chunk it down to less daunting tasks Create blocks of time for specific tasks and then focus on that task alone (you might set days for specific tasks) Work in your work time give 100% to the activity in that time frame. Set specific times to attend to your emails rather than checking them every few minutes 44

22. 23. 24. 25.

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26. 27. 28. 29.

Attend to personal emails and calls in your breaks Delete joke emails or place in a file to be read later in you time Ask your friends to take you off their joke email groups Limit use of social networking sites to you time (unless it is specifically for business)

Tools 30. 31. 32. 33. Others 34. Avoid monkeys on your back empower people to sort things out/solution search themselves 35. Learn to say no evaluate where you give your time perhaps its time to cut back your contributions? 36. Get other people to come to you for meetings saves travel time 37. Let your friends and family know your hours of work and when you can take visits etc 38. Let your clients/team know what hours are best to contact you in and what is your preferred method of communication 39. Seek professional help outsource where necessary Streamline operations with easily duplicated systems Write up procedures for all tasks Ensure all your tools and resources are on hand for the task ahead Create templates for various types of letters, promotional flyers, newsletters etc

Make a list of the tips that you need to work on and implement into your business. Work out how you will do this and put actions in place now!

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Step 9: Seek Out Solutions

There is always someone who can help you with any challenge you may face in your business. That may be in the form of a friend, a business colleague, a mentor or coach or one of the many books that available either in bookstores or libraries. The most important thing is to be willing to change and to be open minded enough to implement new ideas and practices. Understand that old habits take some time to break and new habits need time to become set in place. Therefore, be patient and be persistent. Implement the strategies that resonate with you from these pages and ENJOY EVERY SECOND OF THE EXTRA TIME YOU UNCOVER IN YOUR DAY!

But what minutes! Count them by sensation, and not by calendars, and each moment is a day. ~ Benjamin Disraeli

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For more information on How To Get More Done In A Day eBooks, coaching or seminars please phone 0411 744 767, email leonietf@onthenet.com.au or visit me at https://www.facebook.com/AWayWithWordsbyLeonieFeatherstone

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Appendix

Table 1

Negative expressions and Positive affirmations

Negative Thought Process/Saying There are never enough hours in the day We need an 8 day week Time flies too fast

Positive Thought Process/Saying I will be more productive with the hours in my day Its great to have a 7 day week I will work more efficiently during my week

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Table 2

What I Value In Life


I want to: BE Why? How will I know when I have achieved this?

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Table 3

Family Task List

Task To Be Done

Description

Person Responsible

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Table 4

Develop Your Own Coding System Here

Category

Colour

Activities

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Table 5

To-Do List
Week Beginning: Priority Task Completed

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Table 6

Family Meal Planner

Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday

Meal

Ingredients To Buy

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Table 7

Babysitter Planner
What sort of things would be useful for my babysitter to know? Notes For Babysitter 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

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Table 8

Like and Dislike Chart

Task

Like

Dislike

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Table 9

Dislike Solutions Chart


Task Challenge Solution Upside of Solution

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Table 10

Monthly Action Plan For.


Self Have I allocated time for family activities? What do I want to do as a family this month? Have I allocated time for ME? What do I want to do for me this month? Have I allocated adequate time for business this month? Mark in diary now!

What areas do I feel I need to improve upon? 1. 1. 2. 2. 3. 3. 4. 4. 5. 5. 2. Sales Have I planned my sales targets? Standard? Leveraged? What do I need to do to ensure this happens? 5. Planning? 4. Customer Service? 3. Administration? 2. Securing New Business? 1. Sales?

Do I know where my standard sales will come from? 1. 2. 3. What areas do I feel I need to improve upon? 1. 2. 3. 4. 5. 4. 5. Do I know where my leveraged sales will come from? 1. 2. 3. 4. 5. 6 7. 8. 9. 10.

1. 2. 3. 4. 5. What do I need to do to ensure this happens?

1. 2. 3. 4. 5. 6. 7. 8. 9 10.

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3. Securing New Business

What is my new business target? Who are my potentials? 1. What do I need to do to ensure I secure this business? 1. 2. 3. 4. 5. What do I need to do to ensure this happens? 1. 2. 3. 4. 5. What do I need to do to ensure these initiatives are a success?

What areas do I feel I need to improve upon? 1.

2. 3. 4.

2. 5. 3. 4. 5. Where can I look for other business leads? 1. 2. 3. 4. 5. 4. Service What Customer Service initiatives am I implementing this month?

What areas do I feel I need to improve upon? 1. 2. 3. 4. 5.

1. 2. 3. 4. 5. What clients will I pay special attention to this month? 1. 2. 3. 4. 5.

1. 2. 3. 4. 5. What do I need to do to ensure these attentions are a success? 1. 2. 3. 4. 5.

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5. Skill Development

What do I want to do this month to improve myself?

What do I need to do to ensure these ideas are carried out? 1. 2. 3. 4. 5. 6. 7. 8.

1. What areas do I feel I need to improve upon? 1. 2. 3. 4. 5. 2. 3. 4. 5. 6. 7. 8.

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