Try putting a vase of fresh flowers in your office (this is also a visual – happy flowers make me happy!)
Or try room fresheners or diffusers with mood boosting scents like citrus or peppermint!
Simple, but effective changes can make all the difference!
2. Batching helps balance your workload and increases productivity
If you find yourself avoiding work, it’s important to understand why.
Life has its ups and downs and those can influence your productivity.
If there’s not a specific reason that’s affecting your workflow, it could be you’re simply overwhelmed and spread too thin.
One of the reasons people dread working is the sense they can never complete a task entirely before the next one is looming.
Jumping from one task to another, hoping to get it all done day after day is exhausting and can lead to burn out.
A remedy for the madness of non-productivity is batching.
Batching is an idea that helps you gain control of your workload and intentionally design your work week and your workflow.
Batching helps you control your productivity
If you ask most people, they’ll tell you they dread Mondays when they know there’s a week’s worth of work waiting for them.
Wouldn’t it be better to have a clear schedule starting on Friday and lasting into the next week?
Batching makes it more likely you’ll hit Monday with fewer commitments and looming work projects.
It helps structure your work week into a manageable pattern, allowing you to group activities and projects and assign them to specific days and times of the week.
This is an awesome way to gain control of your work week, workload and improve your productivity!
Personal Tip: Batching personal commitments is just as helpful as batching your workload.
I find that it helps to assign one day per week for activities like doctor appointments, grocery shopping, or other activities.
This helps me eliminate having appointments spread throughout the week, taking up chunks of the time I need to be productive.
3. Trick your brain into being productive by setting a timer
Sometimes, half the battle is getting started.
If you feel burned out and struggle with the thought of working, the urge to avoid it altogether can be strong enough to make you procrastinate.
Putting things off can lead to missed deadlines and falling short on your commitments which only adds to the stress you’re already under.
If your tasks feel daunting or distasteful, your brain may magnify the potential discomfort causing you to avoid the tasks, but usually, once you get started, it’s easier than you thought.
So how can you trick your brain into doing the work?
Try this: Give yourself the freedom to dodge those long hours spent tackling a not-so-fun task by setting a timer for a quick 30-minute burst of focused work, and see how it magically amps up your productivity!
This is what I do.
When my timer goes off, I get up.
Whether it’s to do a household chore or grab another cup of coffee, I make myself to get up and move.
Then I sit back down and get back to getting stuff done.
You will find that once you gain momentum working, you’ll likely want to keep going as your brain becomes engaged in your work.
4. Create a reward that motivates you to get stuff done
If you’ve ever participated in a rewards program, you know how motivating they can be.
If you are seasoned coffee drinker like me, your favorite coffee shop probably has a rewards program.
Collecting points towards a free coffee to get a tenth for free is a great strategy to keep you coming back for more.
And hey, it works!
You can incentivize yourself to be more productive in a similar way.
A rewards system that motivates you to work is a great way to maximize your time.
Here are a couple of ideas:
Create a pre-work reward
Why not start the day off on a positive note with a treat that motivates and energizes you for work.
From a stop at your favorite coffee shop or a good pre-work run, engage in an activity that you love before you begin your work day.
Build a mini-rewards system throughout the day
One of the reasons people feel burned out and don’t want to work is that they are running themselves into the ground.
Everyone deserves and needs a good break.
Give yourself mini rewards throughout the day and decide on a time to step away from work to enjoy them.
From reading a chapter of a good book, grabbing a nutritious lunch, or watching a few minutes of a favorite show, give yourself something to look forward to and work towards throughout the day.
When I stop for lunch, I’ll either grab a book or turn on the TV.
Just make sure you don’t get so engrossed in that book or show that you don’t go back to work.
Not, mind you, that I’VE EVER done that. (Imagine the eyeroll here). HAHA
Develop a post-work reward
Give yourself an incentive to be productive by having something positive to look forward to at the end of the day.
If you simply move from working to chores, it can leave you feeling exhausted and resentful.
Try building in a transition between your working day and evening chores that allows you to do something enjoyable and boosts your mood and energy before switching gears.
Spark you productivity with big rewards
From a weekend getaway to a shopping spree, building a reward into your weekly, monthly, and annual schedule can help you stay focused and be more productive.
Planning a vacation can help motivate you to earn extra money or get projects done early to make time for your trip.
Having bigger ticket rewards in the future can help you stay focused when the daily grind weighs you down.
5. Divide and conquer- breaking tasks up helps you stay productive
If you don’t control your work day and workflow, it’s easy to be overwhelmed by texts, phone calls, emails, and other interruptions each time they pop up.
When you think about it, it’s pretty easy to reframe your tasks and make them work for you instead of against you.
Breaking things up and consolidating your time can help.
Here are some simple ways to divide your day and conquer your tasks.
Designate time for your tasks and don’t deviate from them.
Determine what time of day you want to devote to certain tasks like email, voice mail, etc…
You can use autoresponders or a detailed voice message that shares when you review your messages and return emails or calls.
Train yourself to focus on these tasks only during the designated time.
Here’s a productivity tip I use: Turn off alerts so you aren’t interrupted during the workday. Only pay attention to your email, voice mail, and texts during your designated times. My family and friends have specific ringtones so I know if it is them calling me. And they know if I don’t respond, I am working and will get back to them.
Batch tasks into manageable chunks
Rather than doing the same thing every day for a little while, consolidate tasks into a once-per-week activity.
Where you can, batch tasks and designate a day and time to focus on them rather than taking up valuable time throughout the week.
Instead of reacting to tasks as they pop up, gain control of your day and organize it in your favor.
It will help you feel more productive and less like working in a pinball machine.
Remember, productivity is not just about crossing items off your task list; it’s about enjoying the journey.
So, embrace the fun side of getting stuff done, and let each accomplishment be a celebration of your small business victories.
If you’re looking for more…I’ve shared some other productivity tips here !
P.S. Share your craziest (but most effective) productivity hacks in the comments below! Let’s build a community of hustlers who know that getting things done can be as fun as a squirrel chasing its tail (especially if there’s coffee involved)!
You’re a small business owner juggling a million tasks from product creation to customer service.
But there’s one beast in your jungle that keeps roaring.
Your social media.
You post sporadically.
Your captions feel like forced smiles.
And your engagement?
Well, it is about as lively as a deflated balloon.
The pressure is on, the algorithm is a mystery, and you are drowning in a sea of hashtags.
Sound familiar?
You are not alone.
A recent Sprout Social report found that 73% of small businesses struggle with creating consistent social media content.
It is enough to make you want to throw your phone in the ocean and sail away to a hashtag-free island.
Hold your horses (and your phone)!
Before you abandon ship, there’s a secret weapon in your arsenal.
Secret weapon?
What is it, you ask?
The social media content creator.
Now, you might be thinking, “Is that not just for influencers with millions of followers?”
Not at all!
Think of content creators as your brand’s personal hype squad.
Minus the entourage and excessive selfies.
But here’s the rub about social media content creators.
Most articles about content creators for small businesses only scratch the surface.
They tell you about scheduling posts and writing captions.
Which, honestly, is like handing you a bow and arrow without teaching you how to hunt.
So let’s dive deeper and explore the hidden magic of working with a content creator.
Content Creation on Autopilot.
Say goodbye to staring at a blank screen and wracking your brain for caption inspiration.
Your content creator will craft engaging posts, design eye-catching visuals, and tell your brand’s story in a way that resonates with your audience.
Think of them as your personal wordsmith and graphic designer rolled into one.
But without the paint-splattered overalls.
2. Unlocking the Engagement Enigma.
Content creators are fluent in the language of likes and shares, understanding what makes your target audience tick.
Think of them as social media detectives, cracking the code of engagement and ensuring your posts don’t get lost in the algorithm abyss.
No more crickets under your comments!
3. Data-Driven Decisions, Not Guesswork.
Your content creator isn’t just a creative whiz, they’re a data ninja too.
They will track your posts’ performance like a hawk, analyzing clicks, comments, and shares to see what is working and what is not.
This data becomes your roadmap to social media success, guiding you towards content that truly connects with your customers.
4. Freeing Up Your Precious Time.
Remember that social media beast we mentioned?
Consider it tamed, leashed, and maybe even purring contentedly in the corner.
A social media content creator takes the reins of your online presence, freeing you up to focus on what you do best.
Running your amazing business.
More time for baking delicious cookies, crafting beautiful jewelry, or whatever magic you work!
5. A Collaborative Dream Team.
Working with a content creator is not about handing over the keys and watching your brand drive off into the sunset.
It is all about building a partnership.
A creative force field where your ideas and theirs collide and spark into something truly special.
Think of it like peanut butter and chocolate.
Two great things that come together to make something even better.
So, how can we help you, fellow small business owners?
We are more than just content creators.
We are your social media therapists.
Your engagement whisperers.
Your data-driven allies.
A social media content creator will help you tell your brand’s story, connect with your audience, and finally tame that social media beast once and for all!
Ready to ditch the chaos and embrace the calm?
Let’s chat about YOUR content creation!
We’d love to hear about your business and show you how we can help you thrive online.
And remember, a thriving social media presence is not just about likes and followers.
It is about building relationships, boosting sales, and letting your unique brand shine.
One of the biggest obstacles to achieving your business goals is distraction.
And if you’re ANYTHING like me, everything can be a distraction.
That’s why it’s so important to have your goals written down and in front of you.
Now, hopefully you’ve already set your new year’s goals, but if not, I’ve included some tips for that as well, so sit back with that cup and enjoy!
1. Define Your Business Goals
Write Specific Goals
If you want to reach the top of the mountain, you need a clear and specific goal.
Your goal should inspire and motivate you and give you direction.
Take the time to define what success means to you and make a plan to achieve it.
Set Meaningful Goals
Effective goal setting is the foundation of any successful endeavor.
By identifying your priorities and values, you can set meaningful goals that align with your vision.
Remember to break down your goals into smaller, achievable tasks to maintain motivation and track your progress along the way.
Write Your Goals Down
Write your goals down and keep them somewhere visible to remind you of what you’re working towards.
I have my goals on my board next to my, along with any pictures that go with my goals.
For example, I want to work in the winter from the beach.
2. Visualize Your Success
To achieve your dreams, it’s important to have a clear vision of what success looks like for you.
By visualizing your desired outcomes, you can better understand the steps and actions needed to make your vision a reality.
Visualize Your End Goal
Imagine yourself at the finish line of your goal.
How does it feel?
What does it look like?
Put that picture up…FEEL the accomplishment!
Take Time to Reflect
Set aside time to reflect on your progress and any obstacles you’ve encountered.
Stay Positive
Focus on the positive aspects of your journey and the progress you’ve made.
Visualizing helps you to stay motivated, focused and in a positive mindset.
“If you go to work on your goals, your goals will go to work on you. If you go to work on your plan, your plan will go to work on you. Whatever good things we build end up building us.”
Jim Rohn
3. Create a Detailed Action Plan
Setting goals is one thing, but knowing how to get there is another.
In order to achieve your goals, you need an action plan.
By breaking your goals down into smaller tasks, setting deadlines, and identifying the resources that you need, you can create a roadmap to success.
4. Bite-Size Tasks
Identify the Goal
Identify your main goal and write it down.
This helps bring clarity and focus to your plan.
Break it Down
Divide your goal into smaller, more manageable tasks.
This makes it easier to tackle and less scary.
Set Milestones
Break your big goal into smaller milestones.
This makes it easier to track your progress and celebrate your successes.
Track Your Progress
Regularly check your progress and celebrate each milestone.
This keeps you motivated and encouraged.
4. Eliminate Distractions
Clear Your Workspace
Remove all unwanted materials from your workspace to reduce distractions.
Oh. My. Goodness.
This is a big one for me.
If my desk is mess…nothing gets accomplished.
I’m too busy looking at all the STUFF.
Take a Technology Time Out
Turn off technology notifications to avoid interruptions.
Turn it off.
Put it in another room.
Another tough one for me as I’m paranoid I’m going to miss a call or text.
Schedule Your Breaks
Schedule breaks throughout the day to avoid burnout and stay focused.
Break? What is THAT?
I’m learning the hard way to do this better.
I’ve got a bum hip that reminds me to GET UP and GET MOVING!
Otherwise it is going to be a LONG night!
5. Unlock Your Potential
Continuous Learning
Never stop expanding your knowledge and honing your skills.
Embrace a growth mindset and seek out opportunities for personal and professional development.
The more you learn, the more you will unleash your full potential.
I’m still going back through the videos…so much information.
Don’t waste it!
Stay Committed
Achieving your goals requires dedication and perseverance.
Stay committed to your goals, even when faced with challenges and setbacks.
Remember that each obstacle is an opportunity to learn and grow stronger.
Celebrate Progress
Don’t forget to celebrate your achievements along the way.
Acknowledge and reward yourself for reaching important milestones, no matter how small.
This positive reinforcement will motivate you to keep pushing forward on your journey.
6. Embrace Change
Gauge Your Current Situation
Take a step back and evaluate where you currently stand.
Acknowledge your strengths and areas for improvement.
This self-reflection will help you identify areas in which you need to make changes to achieve your goals.
Create an Action Plan
Once you have identified the areas that you can improve on, develop an action plan outlining the steps you will need to take and make the necessary changes.
Break down your plan into manageable tasks and set deadlines to hold yourself accountable.
Adapt and Repeat
As you implement your action plan, be open to adapting and repeating along the way.
Recognize that change is not always straight up, and adjustments may be needed as you go.
Embrace the opportunity to learn from your experiences and refine your approach.
7. Persevere Through Challenges
Embrace the Climb
Just like climbing a mountain, achieving your goals requires determination and resilience.
Embrace the challenges that come your way as opportunities for growth.
Every setback is a chance to learn and come back stronger.
Navigate Obstacles
Obstacles are a natural part of any journey.
Go at them with a problem-solving mindset, seeking creative solutions and alternative paths.
Remember, every obstacle you overcome brings you one step closer to your desired goal.
Celebrate Small Wins
Even the smallest accomplishments deserve recognition.
Take the time to acknowledge and savor each little victory as you progress towards your ultimate goals.
Embrace New Experiences
Remember that the journey towards your goals is filled with opportunities for growth and discovery.
Embrace new experiences, step out of your comfort zone, and embrace the excitement of the unknown.
Nurture Yourself
Self-care is an essential part of achieving long-term success.
Take care of your physical, mental, and emotional well-being to ensure you have the energy and resilience to pursue your goals with passion.
By following these seven steps, you’ll be on your way to achieving your business goals this year.
Remember, stay focused, stay motivated, and celebrate the small wins along the way.
If you’re looking for some guidance on goal setting, drop me a message!
Now is the time to start preparing yourself and your business for the new year.
Yes, I said it.
The.
New.
Year.
In her email last month, Cindy Bidar talked about how NOW is the time to start looking towards 2024.
Why now?
Because, as Cindy says, the holidays are coming up and we tend to get ourselves wrapped up in preparation and celebrating and before you know it, BAM…it is the new year.
Cindy talks about how she is starting to plan out her 2024 now, and that is a good reminder for all of us to start preparing now.
Here are some tips to get you moving toward 2024.
1. Reflect on the Past Year
Take some time to look back on the past year and reflect on your accomplishments, challenges, and lessons learned.
Consider what worked well and what could have been improved.
It really is only by understanding where you’ve been that you can better determine where you want to go.
2. Identify Areas of Growth and Improvement
We are all constantly improving and growing.
As a business owner, it is important to identify the areas where we can continue to grow and improve, whether personally or professionally.
Professional Development
Assess your skills and knowledge in your field.
Seek opportunities for growth and improvement, such as courses, workshops, or conferences.
For example, last month I attended Tawnya Sutherland’s VAVS Summit and gained valuable tips, tricks and information from the spectacular line-up of speakers Tawnya always puts together.
Look for these opportunities in your field and invest in your own education!
Personal Growth
Reflect on your personal life and relationships.
Identify areas where you can grow, whether it’s improving communication skills or fostering better self-care habits.
Health and Well-being
Evaluate your physical and mental health.
Take steps to improve your well-being, such as adopting healthier habits or seeking support from professionals.
3. Set SMART Goals for the New Year
SMART is an acronym for how best to set your goals.
Specific
Set clear and specific goals that define what you want to achieve.
Avoid vague or general statements.
Measurable
Create goals that can be measured and tracked, so you can monitor your progress and make adjustments if needed.
Achievable
Ensure your goals are realistic and attainable, considering your resources, time, and capabilities.
Relevant
Make sure your goals align with your values, priorities, and aspirations.
They should be meaningful to you.
Time-bound
Set deadlines or timeframes for your goals to create a sense of urgency and help you stay focused.
If you follow this formula, you will find that your goals will be very clear and concise, making it easier for you to actually achieve them.
4. Create an Action Plan
It may sound simple, but how can you get where you are going without a plan?
I always think about taking a trip when setting my goals.
Can I get from home to where I want to go and back again without a defined route?
Yes.
However, if I have a plan, I find that it just makes it easier to find my way there and back.
Here are some steps to help you create your plan of action.
Step 1: Define Your Objectives
Clearly state what you want to achieve with each goal.
Be specific and break them down into smaller tasks.
If I want to drive from the East coast to the West, I obviously am not just going to drive that in one shot.
I am going to have to make stops along the way.
Stops along the route=smaller tasks.
Step 2: Identify Actions and Resources
List the specific actions you need to take to reach your objectives.
Identify the resources you’ll need along the way.
I might determine where the best places are to stop between East and West coasts.
Rest stops, gasoline, etc.
And some type of guidance, whether an old-fashioned map or my GPS.
Step 3: Set Priorities and Deadlines
Arrange your tasks in order of importance and establish deadlines for each one.
This will help you stay organized and focused.
Unless you have unlimited time on your hands to travel from East to West, you will need to establish how long you will be gone.
Then determine when you need to be at each location as well as your destination before starting the return journey.
These 3 steps will help you, regardless of the goal, get you to where you want to end up.
5. Establish Accountability Measures
“Accountability is the glue that ties commitment to the result.”
– Bob Proctor
It is easy enough to set a goal.
It is not always so easy to hold yourself accountable, so you will want to find ways to track your progress and stay motivated.
Consider involving a trusted friend, mentor, or coach who can provide support, guidance, and hold you accountable to your goals.
6. Practice Self-Care
Make your well-being a priority.
Take care of your physical, emotional, and mental health.
Engage in activities that bring you joy, manage stress, and recharge your batteries.
Remember, you can’t pour from an empty cup.
7. Celebrate Successes Along the Way
Take time to celebrate the milestones and successes you achieve throughout the year.
Reward yourself for your hard work and progress made.
And share your wins with others.
Invite those who have supported you on your journey to celebrate your wins together.
Their encouragement and acknowledgment will fuel your motivation!
As we head toward the holidays and the end of the year, start preparing yourself for next year.
You will find that the holidays will be much more enjoyable when you are not thinking in the back of your mind about what you need to plan for next year while you are celebrating with friends and family.
And as always, if I can be of any assistance, please just drop me a message.
Most small business owners today know that they need administrative help but are not sure whether they should hire an employee or a Freelance Admin.
Welcome back to the GinAdmin blog. My name is Gina Koran, and I will be your hostess today as we talk about the differences between hiring an employee and working with a Freelance Admin.
So grab your favorite beverage and enjoy…
You know you need help for your small business, but…
Would it be faster to do it yourself versus having to train someone to do the tasks?
Where do you even start?
And really… do you even have ENOUGH work to keep someone busy?
Most small business owners eventually get to this point – they KNOW they need help, but is it really worth it?
And how do they know whether they should hire an employee or a Freelance Admin for their small business…or even if they need either?
Employee or Freelancer Admin?
You need help, but not sure if you should hire an employee or a Freelance Admin?
One of the questions I get asked a lot is “What is the difference between hiring an employee and working with a Virtual Assistant?”
Check out these differences:
A Freelancer or Virtual Assistant already has their own equipment; you must provide equipment for an employee.
Freelance Admins have their own office space; you will need to provide the space and furniture for an employee.
Freelancers provide their own insurance and retirement; you (if you are going to provide them) will need to find and (at least partially) pay for these benefits for an employee.
You only pay a Freelance Admin for tasks completed or for the time they worked to complete your tasks; with an employee, you’re going to pay them for the fixed number of hours you hire them for.
Freelancers do not waste time as they have other clients that they are supporting; employees tend to take restroom breaks, lunch breaks, checking social media, texting…all on YOUR time.
Most Freelance Admins have specialized skills and will pay for enhancing those skills themselves; with an employee, you are going to pay for those additional trainings through either actually paying for courses and/or the time it takes the employee to go through that training.
Another benefit of having a Freelancer is that they can provide extra support during your busy times, as well as while others are out of the office, on vacation, etc.
So, now that you know the difference, let’s take a look at how a Freelance Admin can help you and your small business.
Time
A Freelance Admin can work as many or as little hours as you need them to.
You can also “purchase” a block of a Freelancers time for the work you need done.
One key is that finding an admin that is already familiar with your industry means less training time.
Simply show them how YOU like things done, and voila…training done.
Where do small business owners find Freelance Admins?
Today, there are SO many sites you can go to to find your perfect match.
My friend and mentor, Tawnya Sutherland over at VA Networking has a truly kick-butt Job Board where you can post your opening(s).
Tawnya also recently started a board for her massive network of VAs to list their skills, allowing business owners to search for that perfect VA!
I encourage you to head to VA Networking and see if Tawnya’s network has your match!
What can small business owners delegate to a Freelancer?
When you consider whether or not you have enough to keep someone busy, I suggest a quick test.
Take a look at your day today.
How much time are you spending…
Answering emails that ask the same questions every day.
Keeping tabs on similar businesses to see how you stack up.
Researching your industry’s standards and what’s new.
Determine the tasks you can delegate when your small business hires a Freelance Admin.
Writing a blog post to keep your clients updated on what’s going on with your small business.
Figuring out what to post on Social Media…
Then creating the wording…
And finding the perfect image.
Track your time for ONE day. One day of admin tasks.
Then figure out how much money you lose every day by focusing on those admin tasks versus your true money-making tasks.
I have a small business owner that hired me, well for many things, but one was to schedule his business’ social media posts each week.
This task takes me approximately two hours every Friday – just to schedule the posts.
That doesn’t include the additional time each week that I spend looking at his competitor’s websites and social media,
Coming up with new ideas for him to get new customers,
And creating new, exciting, eye-catching and scroll-stopping images and posts.
The literal HOURS I’ve saved him every week have allowed him to focus on expanding his marketing.
As well as other money-making areas that require his attention.
It has also allowed him to take some much-needed down-time with his family.
All because he knows he can rely on me to take care of those tasks each week.
Still not sure which, if either, is the right path for your small business?
Maybe you do not actually need an assistant yet?
You may just need to adjust a few things you are already doing to make them more efficient.
Just doing this alone may assist in saving time.
I would love to help you make the decision…
I can help you decide IF your small business should hire an employee or a Freelance Admin!
The decision on whether you should hire an employee or a Freelance Admin.
Head over to my contact page and let’s see if a Freelance Admin is the right fit for you!
As always, thanks for taking time to read my coffee-induced words.
And as a personal P.S., I want to thank those of you who have reached out and kept in touch with me about the “Life Happens” events going on here.
I appreciate all of you more than you can possibly imagine!
Until next time, my friends, stay happy, healthy and safe!
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