“Juliana, my calendar has made me it’s b*tch – what do I do?”
I get that a lot from clients. Followed by, “I feel like I’m running from meeting to meeting, I’m doing a million things and yet and I’m not making more revenue”
Here are 5 steps to cleansing your calendar:
Identify your time-suckers
- Interruptions from friends and family who think you all the time in the world because you make your own schedule (2 hours avg)
- Client meetings that run over (30 min/ mtg avg)
- Social Media (1.5 hours avg), etc
I am not talking about the 10 min you use to rationalize the reward system of getting through that dreadful email backlog, I am talking about the 2 hours you use to procrastinate going through the 150 emails you have when you came back from vacay.
Make the list, set aside time each day for essential, but annoying things. Once people know that they can reach you in a particular window and only that window, the interruptions will drop.
Make a framework
Write down all your business and personal activities. (Click here to download a checklist to mark off as you add them to your calendar).
Tips to Create blocks in your schedule:
- Pick the nasty stuff you hate doing and put it first during the day
- Take a break, have lunch then tackle your next project
- Streamline your meetings as much as possible to avoid running around and create standing meetings with recurring clients
- Make sure nothing is missing in your personal and professional life ie. going to the bank, creating content, and buying groceries.
- And don’t just repress the tasks you don’t want to do in this list. This means if you are in the early stages of your business and are going hard on sales outreach, then you have to take into account quality time with a CRM and email follow-up to move your pipeline along.
Anticipate curve balls
Sometimes you may feel like you are playing whack-a-mole with unanticipated requests that come up during the day. As soon as I smack one down, two new ones shoot right up!
Most people know what the common curveballs are in their life and business – family members who constantly call to chat, clients that ask for changes at the last minute.
We can make a plan for them BY ADDING some buffer time during the day to handle these spontaneous requests. The great thing is, if there are no curveballs that day, guess what — you have extra time! How cool is that?
Put it in your calendar
If it’s not on your calendar, it doesn’t exist. Trees fall in the woods. If someone doesn’t have it in their calendar to bring a chainsaw to it, it’s just going to lie there, whether or not it’s making a sound. Take your Outlook calendar or Google calendar (or whatever you use) and section off every activity. If you are hesitating, get honest and ask yourself if you are really going to do it. If not, let it go.
Tweet this: If it’s not on your calendar, it doesn’t exist.
Although it may feel robotic — even write down your personal meetings and outings with friends and family.
Look for partners
- Are there team members that would be better suited to doing lower level tasks so you can handle higher priorities?
- Are there strategic partners that you can team up with to handle some of your projects, i.e. co-branding an event, online workshop, etc.?
- Is there budget to hire contractors or team members where you see bottlenecks? IF YOU DON’T HAVE THESE FOLKS IN YOUR LIFE, IT’S TIME TO FIND THEM. Ooooh yeah – delegation time.
Bonus Round – THE NEED TO TICK OFF ITEMS ON A TO-DO LIST.
THIS IS in the biggest pitfall. We are so overwhelmed that sometimes we feel like every time we check off something in that to-do list we have a mini-victory (filled with glory as the mental crowd goes wiiiild).
It’s awesome to feel busy, but at the end of the day we are not moving our business forward. Don’t go for lower level tasks to feed the ego, stick to your commitment to your business — even when it feels hard ( and the mental crowd goes – me no likey).
Tweet this: Stick to your commitment to your business — even when it feels hard
ScaleTime’s Tip: Press pause, download the checklist, and be proactive about your calendar. I recommend you do this one with someone who is system’s oriented because brainstorming helps you see things you can’t yourself i.e. how long things actually take.
So if you’re banging your head against a wall because there aren’t enough hours in the day and need some help to get off that insane carousel, then let me know — I’ll throw you a line and pull you out! Just email me.