18 Mar Getting Around To It: Business Admin hacks from the front line
Perhaps you operate from a completely synchronised phone, laptop, watch and tablet diary system. Or maybe you’re a stalwart of the good old pen and paper calendar. Either way, this resource is absolutely central to your business. Used at its optimum, a diary can structure your daily activity, allow you to work more efficiently and achieve a successful work / life balance. So why do so many small business owners and managers neglect this aspect of business admin?
The challenge that most businesses encounter is ultimately down to firefighting. When a huge proportion of your day is taken up with responding to time-critical events like orders, enquiries and customer service, how do you find time to plan your day? At Starfish, we have some key principles that could revolutionise your diary.
Firstly, try colour coding. Go through your to do list and put it all into your diary – not just physical meetings. So scheduled calls should be one colour. Face-to-face meetings another. Strategic planning, budgeting, and production all need to stand out individually. This allows you to focus your attention on very specific areas of your business for set periods of time.
Secondly, avoid over scheduling. There will always be unforeseen events and unexpected challenges. They won’t necessarily occur when you expect them, but if you allow some regular leeway, your week is more likely to balance out.To achieve this, overestimate time that is blocked out for meetings and activity. In addition, you can actually optimise your efficiency by scheduling breakout and rest time. This opportunity to reflect and restore your energy will have huge benefits to your business.
Electronic calendars boast one single feature with which paper diaries can never compete. This is the automated reminder – a ping to your tablet, laptop and smartphone ensures that you never miss an opportunity. So don’t be afraid of using them to monitor your own progress. Reminder functions manage deadlines like no other aspect of technology, so utilising them in a strategic way that is constructive, not oppressive, is key.
If you’ve read our rundown and are wondering when you are supposed to find time for all this preparatory work, then perhaps you simply don’t have enough capacity to undertake these things. This is where the core value of a virtual assistant can be found. Starfish Admin Services manage these very essential tasks that will make your working life more efficient. So for expert diary management, look no further.