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5 Steps to Creating Successful Business Systems

CLICK link to get your cheat sheet! http://bit.ly/2ogayj6

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Making the Time: Time Management Tools

Making time to do it all for your business can be a hard task to accomplish. It can be overwhelming, but it is not impossible. Listed below are several time management tools that can help you in managing your business better with less stress.

1. Take time to plan your day prior to the start of the your day.

One thing that has proved to assist me in getting my day going is planning ahead. Planning ahead helps you to strategize how you're going to manage your tasks. Some simple tools to use are whiteboards. They are inexpensive (I purchase mine from Dollar Tree), and can be used over and over again. And if you'd like something a little more technical, there are apps such as One Note. Jot down your notes to help you with keeping your tasks in front of your mind.

2. Schedule your time in blocks.

My children are doing what is called "block scheduling" in school, where they take certain classes on certain days at specific times. Learning how to block off time is hard at first, but if you continue to "train your day", you will see that it helps in managing your time and getting the most out of our day. Schedule your blocks by priority. Prepare a schedule where you have certain days that you only handle particular tasks. For me, the first 30 minutes of my day is dedicated to checking and answering emails that are urgent. I block a number of hours during the close of the week that's only dedicated to class work. Because Friday is not my busy day, I'm able to make the most of the day by scheduling that for class time to catch up on assignments or reading, and focus more on studying.

3. Prioritize.

What is the most urgent thing you have to do for your business to function? To manage your time best, put the urgent tasks first. One thing that I've learned is that when something is extremely important, you can't focus and give your undivided attention to other tasks when you are stressing over trying to finish them so that you can get to the "important" stuff. Tackle your urgent and most time consuming tasks first. Handling the "big" projects and tasks will push you to complete them, so you can free up more time to handle other tasks without unnecessary stress and pressure to meet deadlines.

4. Use Apps to Help.

There a plethora of software and apps that can be useful for time management. There are some that are free, as well as others that have free or trial packages that can be conveniently upgraded, giving you time to learn the app and select which is more user-friendly for you without wasting time and money.

5. Take Personal Breaks.

This part of the post speaks volumes to me. I am learning that I have to be consistent in doing this: take personal time to refresh my mind. Step away from the computer and the phone. Now, how does this fit into time management? When you have a gazillion things to do, your mind can become overwhelmed with several tasks, and take you away from being focused to handle ONE task. Spending and spreading time juggling several tasks can sometimes be a waste of time, because the point of time management is making the most of your time. Take a brief walk, meditate or pray, take a brief nap, get a quick massage, or get a snack.

Time management is very important to sustaining and building your business. Not only does it help you to stay on task, but it also helps you to focus more on taking care of your customers. Giving them the necessary attention they deserve is the best time management tool you could ever give them.

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Don't Freakin' Add Me to Your Group!

How many times have you seen posts like that on Facebook by a business owner? I know I've seen it countless times. I have mixed feelings about it, and I'm about to share my feelings in this blog post. My hopes are to shed a little wisdom on being added by people to groups as well as some benefits of being in business or networking groups.

I read a post about two weeks ago (maybe it was last week) where a business owner got her feathers ruffled because she got tongue-lashed for adding other business owners to her groups. She was very adamant about her stance on why she does it, and stated she didn't mind people adding her because she saw it as more beneficial than "leeching."

I also read other posts where entrepreneurs vehemently tore people in shreds of box packing paper because they were added to groups without their permission, citing it was rude and disrespectful.

Sure, you want people to reach out to you for the right "reasons" in the right "way." You want people to be attracted to buying more than them seeking you out to be their business buddy. I agree that an invitation should be sent instead of just out-right adding you to a brand that may not conducive in adding value to your brand, but I also see there is a more positive way to handle those situations to keep your integrity and character as a professional in tact.

But my focus for this post is to take the high road here and just share some privileges to being added to a group. 

1. Expanded. We can all use new clients. I know there are some entrepreneurs that have a gazillion clients and just can't handle anymore, but for those who don't mind having a few additional clients to nurture and save, being added to groups would def be a plus. It not only expands your clientele, but it also expands your understanding of people. Most times, entrepreneurs develop their own little circle, thus limiting themselves from expanding their client base. What amazes me is that these entrepreneurs often short-change themselves without realizing it. Being a part of a group makes you approachable. I've actually been turned off from working with some business owners because they are so unapproachable. They lack professional courtesy and tact; and it's often mistaken for gutsiness and being in control.

2. Exploration. I am an observer my nature, and I look at many different groups to see what works in their group, and what doesn't. Niches are fine, but don't be so hard-pressed and not be willing to explore other industries. You just never know your next "perfect" client or business collaborator is in that group, just waiting for you. Explore relationship building as a professional. And that leads me to the next two points.

3. Collaboration. Okay, I get it. You don't trust other people with your vision. But I truly stand behind this: no (wo)man is an island. You just can't be this billionaire by yourself. You're going to need help along the way. What better way to go to the next level than by hooking up with someone who can connect you to it? Consumers like to see people like them. They like entrepreneurs that are relatable, and not just out to get critiqued so you can "fix" them with what you're selling.

4. Relationships. Every entrepreneur needs professional relationships that are effective to their vision and their business. And you can't build ALL of your relationships with your personal cheer squad. You're going to need people who can relate and can help establish your product or service with no filter. Having professional relationships is not only about people who just agree with every decision you make, but more so they agree with your goals and are willing to tell you when you're screwing up or about to hit a stumbling block in reaching your goals.

Trust me, I understand the whole: "you're just adding me to get my business, yet you haven't said HI." But try this approach, when someone adds you, reach out to them and find out their motives and how they can add to you and how you can add to them. 

I have entrepreneurs that add me to things and send me invites all the time, and have yet to say "HI" to me, but still get annoyed when someone else does the same thing to them. Take a look at the pros of this social media networking thing. There is no one answer to reaping the max benefits, but you have to admit, there are some; just don't shortchange yourself. 

Tonya is an author and the Chief Administrative Officer and Owner of UpWrite Solutions, a virtual assistant business, and the owner of brands Prime Events (event consulting) and Innovation Unlimited (business empowerment).

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Is the Customer ALWAYS Right: Employees Have Rights, Too

This question has become so cliché in the business world, and has also become the most hated cliché for employees. As someone who has been on both ends of the spectrum, the answer to this question is not necessarily simple to answer.

As a  business owner (or manager), your primary goal is to make money. That’s not being selfish or callous, it’s just the facts. No one goes into business just for kicks – there is a living to be made in this thing. And as a business owner, it is imperative to get the job done, and please the ones who bring in the money – the customer… Or is it?

Customers are what I call “third base” pieces to this puzzle called financial success, which implies that there is a second base that has to be passed by in order to get to third.  Second base participants are your employees. They are the ones who run the ship. They know the ins and outs of how the business operates, they push and promote the business’ products or services, and they are the contact to the customer. Employees have the hardest job in this “game” of customer service, because they are the ones on the front lines with the customer.

It is imperative to make sure that rules and regulations are in place. They should be in place to protect the business (profit and loss), as well as the well-being of the consumer, but also the employee. Employees should have their rights protected in sticky situations where customers — heaven forbid — try to manipulate the business practices for their own selfish gain. Employees aren’t always right either, but it is in the best interest of the business owner to make sure the foundation is solid.  Building a connection and security with employees is the best success tactic a business owner or manager can use.

To safeguard bumps in the road when it comes to customer complaints, make sure that your employees are 110% versed and knowledgeable on business procedures, purchase regulations and rules, and customer retention methods (I will do a post later on these three safeguards). Employees need to be reassured that you as their employer has their support in making decisions that will be best for the business.  Customers are finicky and they come and go, and yes, you want to have good word-of-mouth marketing, but you also want to reduce high turnover rates and training costs because you lose good employees consistently due to in-house issues. Good customers who feel that you appreciate them enough to do what’s best in how they use your products or services will always return and bring someone along with them. And guess what, so will employees when you do the same thing for them. Employees want to know that they are right in upholding the policy and procedures, and valued for doing what’s best for the business. Remember, employees are at the top of the greatest investments for a business. Employees’ morale declines when they feel they have to endure abuse from customers, just because they’re customers. And if employees’ morale declines, the representation of the business declines.

So, are the customers always right? Not exactly. They may have a right to be angry or unsatisfied, and a business owner should never negate or downplay the feelings a customer has about a product or service. But with the right safeguards in place and a solid trust relationship with the employees, a business owner is more likely to salvage business by acknowledging the complaints, yet re-emphasizing the standards of the company with an employee that understands that they’re rights are valued and supported.

Tonya Franklin is the Chief Administrative Officer of UpWrite Solutions, LLC and is the author of the book, “Good Customer Service Tips for Entrepreneurs: Please and Thank You With a Smile."