How Millionaires Manage Their Time

No matter what industry you’re in, there’s a good chance that you have a big to-do-list and are constantly trying to figure out how to get more done in less time.

The truth is, we all have the same amount of hours each day. So how do ultra-successful people manage a business, keep up with personal development, family, friends and fitness, without being overwhelmed and stressed?

After researching and modelling numerous success stories, we’ve come up with the most common traits of the most productive and highly successful business people.

1. Morning Rituals

Starting your day off with a consistent morning ritual gets you into a positive state. Getting up early to work-out, go for a run, stretch, meditate, or listen to inspirational music or podcasts is the foundation for a productive day. Starting your day off by dedicating yourself to your body and mind is a winning game!

2. Get Crystal Clear

Millionaires have a crystal clear vision of their goals and values.

They rarely get sidetracked by distractions and know when to say NO to things that aren’t in alignment with their life and business goals.

Time Management

3. Break down your Big Goals 

Breaking down your big goals into small tasks daily is the secret to achieving anything you want. 

You need to know exactly why you’re working towards that goal and what the outcome will be like. Then reverse engineer your goal with an achievement date in mind.

4. Knowing the Best Kept Secret to Productivity 

Leverage your time.

Instead of getting bogged down with mundane tasks and stifling the growth of your business, a virtual assistant can help you get more accomplished by helping you with your marketing strategies, completing your day-to-day tasks, advertising campaigns, designing creative assets, and coaching you to stay on track with your big goals, while working with your office hours and schedule. It’s a win-win for any growing business!

Hiring a virtual assistant is a great way to test-drive support staff and identify people who can become key players for your business.

There is no better time than now to get started.

Reply to this email or click here to find out how we can help!

Hiring a VA lets you focus on the things that matter most—growing your business, spending time with your family, or just giving yourself a few more moments to catch your breath. We look forward to hearing from you today! Contact us here. 

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6 Easy Ways to Work with a Virtual Assistant

So, you have considered hiring a Virtual Assistant, otherwise known as a VA?  Maybe you’ve even hired one, and now what?

How does it all work?

Here are 6 steps to a successful partnership with a Virtual Assistant.

Contracts

Most professional Virtual Assistants offer contracted services to their Clients. A contract is a necessary requirement for most, as it protects not only the interest of you as the Client but also the Virtual Assistant. Be sure to carefully read your contracts and don’t be afraid to ask questions if needed.

Documented Processes

It will be easier to delegate projects and/or tasks if you have clear processes for repetitive tasks outlined. This will reduce the margin for error by letting your VA know exactly how you carry out processes within your business. Once you and your VA are up and running together then you can hand over updating and creating procedures to them. An easy place to keep processes for everyone to access is in programs like One Note or Evernote. These programs allow you to create chapters, sections etc. and that makes it easier to keep things current.

Communication

Be crystal clear on your needs and your wants. Decide right off the bat what the best form of communication is for you both. Some VA’s prefer tasks to be added directly to project management software like Trello or Asana. Other’s preferring to receive instructions via email. You as the Client may prefer a phone call, email or even text messages. Whatever the form of communication, be sure to set out expectations.

Instructions

Further to documenting your processes be sure to provide clear and detailed instructions. Although most VA’s would love to add mind reader to their resume alas it is not an ability we yet possess! If you are not sure how to communicate via writing then be sure to call your VA directly, or do a little walkthrough video. Find a way to give clear instructions in a way that is easiest for you.

Use Technology

There are so many fantastic programs out there that make working remotely and with a virtual team easy. Here are some of the most common ones out there (most of them free):

  • Last Pass – Allows users to store and share access to programs, information etc. in a safe and secure manner without sharing your usernames and passwords.
  • Asana – Project management program that allows you to set up teams, projects, delegate work, communicate, set deadlines and more.
  • T-Sheets – Allows VA’s to track their time by the minute for accurate and honest billing.
  • Screen-Cast-O-Matic – Create videos, presentations, capture your screen as you work to provide a video operation manual. So many great features!
  • One Note or Evernote – use these for online manuals, policy and procedures, store your blog topics and mark them done, create checklists and more.

Hire the Right VA for your Business/Needs

It seems like that is a no-brainer, right? What a lot of people don’t realize is that most VA’s will have a couple of niche areas that they specialize in. For instance, some are designers/creative VA’s, others might specialize in certain fields like real estate, law or medicine. Depending on what you need you may hire multiple VA’s who can work together to get your business where you want it to be!

Ready to get your business organized, free up your time and get new projects started?

Contact us today to find out how we can help get your business to the next level!

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Hashtag

ALL ABOUT THE HASHTAG

Social Media is always changing, evolving and it can be difficult to keep up. We are often asked how and when to use hashtags. We have put together some information on do’s and don’t’s, banned hashtags to avoid and when and how to use hashtags based on each social platform.

DO’S AND DON’T’S FOR HASHTAG USE

DO

DO NOT

  • Make your hashtags too long, people will not want to type them and won’t find you
  • Use banned hashtags (see below for more information on this)
  • Have more hashtags than content
  • Follow for Follow (just because someone follows you does not mean you should)
  • Use hashtags on Facebook (See below for more information on this, or download our cheat sheet)
  • Use irrelevant hashtags on Instagram your account could be flagged as a spammer.

BANNED HASHTAGS

For instance, when posting at Thanksgiving a banned hashtag we were unaware of caused it to be blocked. Who knew #happythanksgiving was the culprit, chances are it is one of the new temporarily banned hashtags much like #dogsofinstagram. Time will tell. Here is a list of just a few of many partially banned hashtags:

#attractive

#brain

#cheeky

#date

#easter

#elevator

#goddess

#saltwater

#tgif

#women

#woman

#workflow

NEW PARTIALLY BANNED HASHTAGS

#dogsofinstagram

#books

#skype

I am sure you can understand that many banned hashtags are because they can or have been associated with the inappropriate content.

WHEN AND HOW TO USE HASHTAGS

TWITTER

  • Tweets with one or more hashtags are 55% more likely to be retweeted
  • Tweets with 1 or 2 hashtags have a 21% higher engagement than those with 3 or more
  • Tweets that use more than 2 show a 17% drop in engagement

INSTAGRAM

FACEBOOK

  • Facebook posts without a hashtag fare better than those with a hashtag.
  • Posts with more than 2 hashtags dropped by 70% from those with 1-2 hashtags

PINTEREST

  • Hashtags are now allowed on Pinterest just like any other social platform
  • Pinterest recommends no more than 20 hashtags
  • Note that only 4-5 are visible in the preview.

GOOGLE+

  • Google+ has no official hashtag limit, but it is suggested to use no more than 5
  • Use the explore tab to search hashtags
  • Use 3 or 4 of the hashtags you find through the explore tab and copy to your post

YOUTUBE

  • The more tags you add, the less relevant they become.
  • Don’t use more any more than you need.
  • YouTube will remove your video if you use over 15.

LINKEDIN

Free Hashtag Cheat Sheet Download

Photo by Jason Rosewell on Unsplash

WHAT DOES LIVING IN A STATE OF REACTIVITY COST YOU?

WHAT IS REACTIVE AND PROACTIVE BEHAVIOUR?

Reactive behaviour is when you respond because of a situation instead of internal motivation. You wait until there is a need and then quickly move to execute or remedy the issue. Proactive behaviour is action and result oriented in nature, this means acting to plan, foresee and implement preventative or counter measures should an issue arise.  These are people who set goals, time block and typically remain cool and collected under pressure.

WHAT IS THE EFFECT OF BEING IN A CONSTANT REACIVE STATE?

Living in a constant reactive state can erode your business in a multitude of ways such as business relationships, client retention, sales and more. Being in a reactive state often causes people always to wonder where their day went and why did they get so little done, deadlines missed, work was done at the last minute, deliverables slip through the cracks. You are not only letting yourself down by adding unnecessary stress to your life, but you are also most likely letting support staff, assistants, business colleagues, etc. down by causing undue stress in their lives.

WHAT IS A PROACTIVE PERSON?

Proactive people typically are goal oriented; they have it planned and broken down into manageable bites, rarely will you find them drowning and scrambling to meet deadlines. Under pressure, a proactive person will already be organized, structured and have developed a game plan. They will rely on others, ensuring they have all that is needed to meet the deadline. Proactive people are communicators; they take time to explain and to listen.

Here is a chart of traits to help simplify:

PROACTIVE REACTIVE
Always looking for change Afraid of change
Sets effective goals No goals, fly by the seat of their pants
Anticipates and prevents problems Always putting out fires
Constantly looking for ways to better themselves and their business Thinks they know everything
Takes action Waits to be rescued
Perseverance Victim
Achieves results Always wondering what is next

Being proactive all the time is not possible, we have all been reactive at some point. You may have a little of column A and a little of column B depending on the day. Reactivity can be based on beliefs and past experiences, these are not concrete, and you can change. The key is to find balance. Find people or systems, trains of thought, that can help to switch you from reactive to proactive slowly. Think about how much energy you are spending on stressing over remembering to do things, getting frustrated with yourself when you forget or miss deadlines.

WAYS TO MOVE TOWARDS BEING PROACTIVE

Here is a list of ways you can get organized and streamline your business and thought process:

  1. Set Goals (Personal and Business)
  2. Break down your goals into actionable items – minimum of three per goal
  3. Time block and STICK TO IT
  4. Set boundaries such as “I am only going to go to two networking events a month,” or “I am going too only take personal appointments after hours.”
  5. Develop a marketing plan for the year, so you know what to have ready
  6. Create or write out processes that need a checklist or some way of helping you stay on track, maybe use project management software
  7. Make processes work not only for your clients but you
  8. Get an accountability partner or business coach
  9. Note your weak spots and hire someone who can support and strengthen them for you
  10. Follow through always
  11. Stop and think before you react
  12. Use a tool such as a journal to plan and train yourself and your mind. (I use the BEST SELF Journal it is fantastic!)
  13. Let go ?

Small steps, achievable actions, intentional thoughts, mindfulness, and reflection, are just some of the ways you can start moving toward a more balanced, stable and flourishing business.

DOES YOUR CUSTOMER EXPERIENCE WOW?

Does your customer experience wow? For many companies, it is a fly by the seat of your pants approach. For others, it is a very detailed, customer first, approach. Most businesses think that their customer service is adequate. In today’s market that won’t cut it, you need to stand out, be better than the rest. A good experience or a fantastic experience will help create repeat business and generate referrals.

A couple of years ago, I bought a Hyundai from a local dealership. Throughout the course of the purchase and the years to come their customer service was bar none the best from any dealership. Here are the reasons why.

  1. I was treated like I was their only customer
  2. I was called to let me know when I was due for my next service/oil change and what was involved
  3. If there was a delay of any kind I was notified right away
  4. I was consulted before any work was done and educated on what had to be done and what could wait
  5. I was offered a free ride to and from the dealership, the staff was courteous and turn around was quick
  6. I received cards frequently from the sales person I purchased through

When it came time for my mother to buy a new car who do you think I recommended? The same dealership I went to of course and the same sales person. I would recommend them to anyone looking for a Hyundai.

On the flip side, I traded in my Hyundai and purchased a Jeep (long time dream of mine). I love my vehicle but have not been contacted once since my purchase to remind me of service appointments, oil changes, nothing. So, do you think I will recommend that dealer to anyone? Do you think I will go out of my way to give them business when I need to service my Jeep? Nope.

Here is yet another example of where a customer for life could have been made.

I took my Jeep to get new tires, two kept running flat due to nails. They ordered me new tires and told me they would be in by the end of the week. End of the week came, no call, I had to call them. No answer, no reply to my message. I waited a couple more days and called back. No answer. Finally, after a week and a half and a call to the manager, I got someone on the phone and they updated me and said the end of the month. Now you can imagine how irritated I was. Will I use them again? No.

It is imperative that you always provide top notch, customer service to every client. Not just the high paying ones! Bad reviews can cost you thousands. Here are several ways to ensure your clients are getting your best:

  • Anticipate the client’s needs and remember that they are coming to you because you are the expert.
  • Make their experience as easy as possible for them.
  • Educate them in a way that empowers them as a consumer.
  • Remind them of how much your business means to them.
  • Set up systems to ensure no one falls through the cracks.
  • Train your employees and ensure that everyone is on the same page, one weak link will cost you big money.

I am sure that you have had similar experiences. Learn from others mistakes and think about what you can do to wow your next client, spoil the ones you have and generate more money through great customer experiences. If you don’t know where to start, hire someone who can help you build a bulletproof plan to creating win-win partnerships for life.