Archive for the ‘Business’ Category

I am a gadget girl, and this is a cool tool!

Just a few weeks ago, my laptop just stopped processing.
I tried everything, even tried to restore it to manufactures specifications.
Then realized it was going to require me to wipe the hard drive clean, and then
restore. I didn’t feel qualified to do that, so I took it to Best Buy’s Geek
Squad. I had no choice as my computer technician closed his business a while
ago, and I never took the time to find anyone new. This put me between the
proverbial rock and a hard place. And, off to Best Buy I went.

Initially, I felt very confident. The technician
explained that it sounded like I had a virus. He shared what he was going to
do, and that for an additional charge they would back up my data. So, I paid
all the requisite fees, and signed my computer over to the Geek Squad. I was
told not to worry, as they were a little light on work, and that I should have
my computer back in a few days, as oppose to the 7-10 days they normally
require.

Well, I left my computer there, and three days later I
called to check on the status. I was told that they were working on it, and
when it was ready someone would call me.  So, I waited, and then another three days or
so went by. Then I called again. This time I was told that they were working on
it, and I should hear something soon. However, I didn’t need to call back, as
they have 10 days to work on it. Someone would call me when it was done.

Then I called a third time, exactly 10 days later. A
technician answered. I told him that I was calling to check on the status of my
computer. He told me to hold on. And, I literally held for 8 minutes and 17
seconds (I know because my phone tracks the time). I was distracted by the work
that I was doing at my desk that I didn’t notice the wait at first. When I
realized that I had been put on hold for longer than it would take me to get
there, I immediately hung up, and drove to the store.

The whole way I had to talk myself down from being so
angry that I could scream. I had to remember that they were holding my laptop
hostage, and I STILL needed it back. So, I approached the desk and the
technician said, “How can I help you?” “I’d like to get my computer.” I replied
calmly. He took my receipt, punched in my number, and then proceeded to say out
of his mouth, “Someone just left you a message that your computer is ready.” I
wanted to scream.

I need a computer tech. I need someone reliable and
trustworthy. I need someone that will honor their agreement with me, when I
drop off my business equipment into their care. I have decided that I will
start calling around to some of the smaller computer repair shops. I’ll work on
developing relationships with other business owners. This, I am sure, will give
me peace of mind. My entire business is about building relationships, shame on
me for not considering that with the most critical tool of my trade – my computer.

I hope that as you grow your nonprofit, you recognize the
importance of having key support: computer technician, administrative support, legal
counsel, and accountant. These individuals will save you time and money as they
are experts. They will be able to advise on ways to improve your efficiency and
conserve your expenses. Be diligent and look for these essential partners now,
before your back is up against the proverbial wall.

I used to take my calendar and fill it with a “to do” every hour. I would have
a list a mile long of things I wanted to complete by the end of the day.
However, I would find myself throughout that day just shuffling things around. I
was completely overwhelmed by the list, and therefore, it stifled my ability to
move forward.

Like all good learners, I sought a solution to my
problem. I took a time management class, attended a managing multiple projects
seminar, and I’ve purchased many books on the topics. I learned two invaluable
lessons from my research: 1) I must put myself on a “to do” list diet, and 2) my
time management system will be ever evolving.

What is a “to do” list diet, you ask. I used to be the
type that would put ever “to do” on the list for Monday, and then move the
undone things to Tuesday. Then repeat throughout the week until the Monday “to
dos” were finally done. It would be aggravating and frustrating to see the list
growing, and feeling like I had nothing checked off. So, in essence I was
creating a lose/lose scenario for myself: too much to do and not enough week to
get it all done.

As a result of the classes I took, I immediately recognized
that I was adding too many “to dos” to my daily list. I was encouraged to only
add one or two a day. I thought, “I’ll never get through my list with only one
or two things on it.” Then I tried it. I was astonished to discover that by
limiting the number of things I was requiring myself to complete in a day I was
actually able to complete more tasks on my list, and with no pressure. This is
my “to do” list diet: one to two tasks to complete a day.

Now, why does the system evolve? It has been my
experience, after trying many systems, that a combination of things actually
works best for me. So, today I use a Planner Pad, my Palm®Treo smartphone, and
my Outlook calendar to track tasks, and keep myself generally organized. My
friend, Toni Jo Artz, gave me her extra Planner Pad this year. I didn’t think I
would use it because I’ve evolved beyond paper. (Hahaha! The jokes on me!) It
has been the best system I’ve ever used. I’ve color coded my clients, and list
out their “to dos” in the Categories section of the pad. Then assign the tasks
a day under the Daily Things To-Do section. Finally, I set aside time within my
Appointments section to work on that client’s project. I transfer the
appointment information to my Outlook calendar, and then synchronize my Palm®Treo
with my Outlook. I am able to stay completely on track! It’s like my own checks
and balance system.

Reevaluate y our time management system? Consider what
you can do to be more efficient. Next time I share details about my tickler
file.

This is a familiar sentiment of mine. I find it myself
saying it when I want to start something new that feels way big, you know like a
new exercise routine, diet, project, or something just way outside of my
comfort zone. My latest incantation of this fateful sentiment was just this
weekend. I had made the decision to avoid eating sugar throughout the week. I
have a dear friend, Angela Dion, who has been very successful with this new
lifestyle change.  Well, for me, it’s
only been a few days, and I find that I am completely and utterly drawn to
everything sugary. So, I’ll wait and start again tomorrow.

Why do we procrastinate on things? Why to do we put off
for tomorrow things that we can, and should do today? A few reasons why I do
are: 1) It feels overwhelming, 2) It feels hard, 3) It feels scary. I’m sure I
can come up with many more excuses. Just recently I was asked to do update a
client’s website using the HTML codes within Dreamweaver. I remember pacing my
office, drawing a diagram of how to start, sitting at the computer checking emails
just in case the client changed her mind, and then it was lunch time. Final the
day was over. You get the picture!  The
next day I decided to just get it done because I was bumping against the
drop-dead deadline. I was amazed at just how easy it was, and astonished that
it only took 30-minutes or so to complete.

This will serve as proof that procrastination just
prolongs the inevitable; getting whatever done! And, it further supports the
notion that the mind is tricky! We make things harder, bigger, and more
complicated than they really are sometimes.

What are you procrastinating about, and therefore,
causing yourself to stress? Do you recognize your procrastination triggers? If
so, how do you work through them?

Here's a great article I found on procrastination.

I went to lunch with my friend Deborah Crimes owner of Lessons from Abroad. We
met
at my favorite restaurant, Ledo's, for a delicious pizza, salad, and business
conversation.

We chatted about the importance of growing personal skills useful for business.
We talked about the importance of professional exposure: using press releases,
marketing tools, seminars, etc. Then we talked about personal health. Deborah
exercises every day. I, on the other hand, think about it every day. Yet, I
always talk about doing more.

Then Deborah said the dreaded words that confirmed my true heart, “Oh, I see, you're
not serious.” She said it in a way that conveyed it was fine that I wasn’t; so,
she just wasn’t saying any more about that subject. She switched the
conversation, and started talking about all the bible studies I attend.

Wow! I love that most about Deborah, she cuts to the chase.
It reminded me of Proverb 27:6a “Wounds from a friend can be trusted…”  Do you have someone in your life that gets to
the point with you? I highly recommend that you find that person. It was very
beneficial for me to have had that conversation with her, because I immediately
came home and started exercising. I’m not consistent. Yet, I know beyond a
shadow of a doubt that before my lunch with her next month I will be more
active.

I also take this approach with her when it comes to business
advice. Deborah is a very savvy business woman. She has successfully launched
her language programs for children throughout the region. Yet, the most
important lesson that I’ve learned from her is the giving of herself to help
someone else get ahead. However, that person must be ready to take action; as
you can see my friend is not into wasting time (yours or hers)!

So, I hope you find someone to invite alongside you in your
business that will be honest with you, and challenge you to move forward.

According to RescueTime, a company that analyzes computer habits, a typical information worker who sits at a computer checks email more than 50 times a day. That's once every 9.6 minutes. Begin immediately to control the number of times you go to your inbox.

Set a goal to check your email only 3-5 times throughout your day and get into the habit of minimizing your email program after checking emails. Also, keep in mind that while many emails are important, few are urgent. 

Tip submitted by Deborah Crimes, Owner of Lessons From Abroad.

Working vacations, doesn’t that sound like an oxymoron?
Well, it didn’t to me this past week as I hung out in Savannah, GA.
I traveled with my dear friend on her birthday trip. I hadn’t taken the week
off; so, I still had to work. However, because I plan for times like this I
have a laptop, a cell phone (that I transfer my business line to), and GoToMyPC.

Armed with the right tools, I set off for Savannah, where
I had a lovely river view from the Bohemian Hotel.
I logged in every morning to check email and work on assignments. Then logged
off, enjoyed the town and all it had to offer. Before I retired for the
evening, I checked email again. My clients knew I was away, and they knew they
could count on me to complete the tasks at hand.

Being a business owner really does afford me the flexibility to work from a variety of places. If
I were an employee, I’d be limited to what my supervisor would deem
appropriate. Now, back at home, I’m writing this post while hanging out with my
hubby at one of his favorite places – the Washington Bible College.I have my laptop connected to their wifi system, and I’m plugging away. The sad
realization is that when I leave here, and go home, no one will have come by to
clean my room, leave me fresh towels, and I’m sure I’ll have to make the dinner
myself. But what a wonderful week of work and vacation it was!

Do you venture to mix the two, work and vacation? If so,
what tools do you use to meet your needs? If not, why not? I look forward to
hearing your replies!

A wise friend posted this weekend, in Twitter, “Treat
your business as your #1 customer.” Now, I’m not sure if that is Mia’s original
thought, but it was quite timely for me.

Once a quarter, Esther Fleming and I set aside a weekend
to work on our businesses.  We call them,
If I Only Had A Weekend (IIOHAW). Our time during these IIOHAWs has been spent
praying, fasting, and focusing on our businesses. We come to the weekend
prepared to give advice, encouragement, and complete attention to each other
and our respective businesses.

This weekend was very special as we each are saying goodbye
to a client. This gap in our businesses has given us a clearer purpose for
meeting and strategizing. So, we spent a lot of time looking for direction,
being clear about action steps, and identifying our motives. This may be hard
to grasp, but neither one of us wants to run a business for the sake of running
a business. We want the passion we had when we first started our businesses, me 9-years ago and Esther 5-years ago. We spent quite a bit of time this weekend
falling in love with our businesses again.

For me, I can say that I like things plainly defined. I
want to look at a map and understand exactly where I’m to go next. So, I went
back to my life map I created earlier this year. It sits in a prominent spot in
my office (on the wall above my monitor). In the center of my life map is a
picture of the world with God spelled out in the middle of it. For me, taking
my business back to the beginning means reconnecting with my faith. This is what
this IIOHAW afforded me. On the first day, I organized my office, my thoughts,
and created my plan. On the second day: I sat quietly in meditation and prayer,
I revised my business budget (cutting costs and adding expenses for training),
I created the beginnings of a marketing strategy (get out of the office once a
week for business development), and I just did a lot of soul searching. On the
third day, I finalized my budget (I still have a few cuts to make, but it is
pretty much done), and I finalized my marketing strategy by creating a plan
with activities listed for the week and month. I am excited about what I’ve
created with the help of Esther. We have even added an accountability component
this upcoming quarter, to meet weekly for 15 minutes to talk about our progress
in keeping with our plans.

When was the last time you stopped to survey the health
of your business? Is it still on track? Do you need to take a weekend to refresh
yourself on your mission? Take it! Do whatever you need to in order to build
(or rebuild) what your heart desires!

Have you ever played the Six Degrees of Separation game?
The idea is that we are all somehow connected by as few as six people. My
friend Angela and I were marveling at the number of people I know that she
knows, and these are people who we didn’t even know that the other knew.  Sorry, that sounded like a bad rendition of an
Abbott and Costello show. I think you get the point.

This made me think about nonprofit organizations. How
connected is your organization to others? Some people may not see the necessity
in it, but there is. No organization can survive/thrive without the support of
others. So, find complimentary organizations and form alliances. So, if your
organization feeds the hungry, you should be aligned with food banks, churches,
and maybe even other soup kitchens to provide overlap and support.

Find ways to connect to others. Do you need suggestions?

Why does dessert follow dinner? Why do we wait to have
the most anticipated part of dinner for after we’ve stuffed ourselves with the
sensible part of dinner?

About two years ago, Stacy Brice, owner of AssistU, had a
What’s Next retreat where six fabulous women business owners met to work on
taking our businesses to the next level. Stacy planned this weekend event so
that we spent our dinners together. On this one night, I decided that I really
didn’t want dinner. What I wanted more than anything was to have some crème
brulee, first! So, I ordered my dessert. It arrived at the same time as
everyone else’s dinner. We ate our food, and then it was time to order dessert;
I had another crème brulee.

I’m sure you’ve heard the saying, “Go for what you really
want!” Well, that’s exactly what I’m saying in this post. Don’t settle for just
getting the job done, but actually go for the highest thing you can imagine for
you and your business. Take the steps to make your new nonprofit exactly what
you envision it can be. And, take your time making that happen. My friend Dawn
Goldberg is launching a new site with exciting new news. Her goal was to have
it released this Friday past, but it wasn’t up to her specifications. So, she’s
delaying her launch until she’s got exactly what she wants to present to the
public.