8 Ways To Be Efficient NOW!

August 20, 2009 by Buzz
Filed under Blog, Operations, Quick & Easy Ideas

There are many – but here’s today’s!

1. Know your target market or niche. It’s very important that you have your target clearly defined so you aren’t wasting your time doing activities that will not produce the results you’re looking for. When you have a clearly defined niche, it’s easier to craft marketing messages, materials – not to mention menus, drinks and special promotions. If your target market is the lunch crowd, having lighter fare is a start. Also marketing to the businesses and assiciations in your neighborhood. Our 5 mile market annalisys can help you define your target market ~ so much so that some of our customers have re-created themselves and found success!

2. Set up a time for returning phone calls. You’ll be distracted if you answer every call as it comes in. Create a sense of consistency around your business operations, to set up a clearly defined time for returning telephone calls. First, from a personal energy standpoint rather than responding to calls as they come in. You can alter the schedule to fit your needs, but then you don’t need to feel overwhelmed or overburdened reacting to every ring of the phone.

3. Use Gmail. No matter how many account you have, have them automatically forwarded to Gmail. To deal more efficiently and effectively with the volumes of email you may be receiving, use one account (Gmail will allow you to send email that appears from another account – right from the same main Gmail address) Create ‘labels’ to file emails under such as vendors or suppliers you deal with, family members, as well as for newsletters or other frequently received materials. The cool thing about Gmail is – you can tag it with as many ‘labels’ as you want, and get this – search for even just one word. You have an appointment with a wine vendor Friday but can’t remember who? Type in wine – and it will pull up all the emails with that word in it. And ALL emails, whether labeled or not – can be archived. The disappear from your screen. SAVE TIME! The time consuming process of wading through one long list of emails – forget about it!

4. Schedule email handling. Similarly to handling your telephone calls, it’s important to set aside regular times to answer your email. Just like in the case of returning phone calls, this will allow you to keep your mental energies focused on the work you have to do.

5. Use a calendar system. Can you say Gmail? The other day I was sent an invitation in an email – and my personal calendar popped up next to it. I could actually see if I was free – without checking! You can set email reminders in advance, schedule recurring events… kind of like having a wife that doesn’t cost anything! (Sorry ladies…

6. Hire a virtual assistant. A virtual assistant or a VA, as they are commonly referred to, is a terrific addition to any business operation. Outsourcing when you need it for a fraction of the price of an employee! Develop a relationship with a team you trust. You won’t have to go through the costly learning curve every time you want to train your staff, sponsor an event or market a special. Have I told you about Mary & Loma? They’re available for one time or on going services.

7. Use technology to your advantage. Technology tools will make your business operations much easier. Things like calendar reminders, auto-responders, automatic Twittering & Facebook posts… once set up they’re a breeze. Of course Mary and Loma are experts at setting up your social media and helping you take advantage of all the current technology tools available!

8. Consistent messages. Branding. Communicating a consistent message in your marketing is important to your business success. For example make sure your website, your email signature and your business cards and stationery all have the same look and feel. The fonts and styles and colors should all be similar. If you are serving different marketing niches, make sure that you have separate and distinct materials for each, including a separate website. Don’t confuse your potential clients by communicating things that are inconsistent. If they are confused, then more than likely, they’ll think that you are!

‘Til next time!

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