When I started B Thriven, I felt overwhelmed with all the daily things that needed to be done. I realised quickly that I was wasting my time on things that should be done in no time. One day I sat down and created a plan to streamline my productivity. Today I am so glad I did because my productivity and efficiency have been boosted immensely. I hope my ten tips will help you create a better workflow for yourself too.

1. Implement & follow SOP’s

If you or your team are struggling to find a routine with certain tasks, it might be a good idea to create an SOP – Standard Operating Procedure. This may sound complex but it is so simple and effective.

Write down in detail all the steps that need to be done to get a task completed. By writing these steps down, you may realise that there is room for improvement with some steps. Perhaps you can even cut a step out or you find an easier way of doing things.

You will be surprised what this simple technique can do for your business. The best part about SOP’s is, is that every team member follows the same praxis and new team members have a structure to follow.

2. Use templates

Templates are a huge time saver if they are tailored to your needs.

For example, in my business, I have created email templates for Proposals, Welcome emails and catch-ups but also templates for email responses. There are some emails you usually respond the same way to. Naturally, you will have to adapt and change the email slightly, but the core of the email is the same.

See how to create email templates in my video – 5 Outlook Hacks you didn’t know about.

Action: Think about where you can create templates for your business. If you need some inspiration, watch my vlog about Outlook hacks.

3. Prepare content in advance

Whether it is Social Media content, blog content or videos, prepare your content in bulk. This will boost not only your productivity but also your creativity.

If you write your social posts in advance you will also realise that it is much easier to create a theme and structure in your post to bring the right message across to your followers. It works the same with your videos or newsletters. A great scheduling tool is Hootsuite.

4. Schedule admin time in your diary

A really important one! In order to get things done, you need time to get them done but if you are just chasing from one appointment to the next, this proofs to be difficult. 

Action: Block time in your diary to get through your to-do list and treat it like a real appointment!

5. Use a meeting scheduler

I discovered Calendly for myself just a few weeks ago and I am not looking back. Calendly integrates with your calendar and your clients can book an appointment via a link with you. You can create multiple time slots and it even allows you to take payments.

For me, this is a huge time saver as it saves the forth and back with emails about availability. On top of this it integrates with Zoom and Microsoft Teams, so once a client books a time, Calendly automatically generates meeting details.

The free version allows one time slot and Zoom details need to be created manually but the paid version only costs US$10 per month.

Top Tip: Create templates in Outlook with your Calendly links.

6. Don’t respond to emails immediately

I know this is a tough one, but it really boosted my productivity. In the beginning, I used to respond to all incoming emails as soon as they came in.

Today I have switched off the notifications on my phone as well as on my desktop. I try to stick to looking at my emails 3 times a day only unless I know something is urgent and I am waiting for a response.

7. Set goals and break them into small goals

Sometimes goals can be overwhelming and it’s easier to forget them completely.

Write done your goals for the next six months or so and break them down into small size bite goals. It will hardly take time to create this plan but the result is enormous. Once goals are broken done, they are a lot more achievable and the best thing is it motivates us to keep going and reaching goals becomes easy.

Action: Create a goal plan.

8. Do a daily, weekly and monthly to-do list

Hand in hand with setting goals comes a to-do list. At the beginning of the month write down things you would like to get done by the end of the month. Hang it up near your desk to be reminded and keep yourself accountable. Once you have completed a task, tick it off and reward yourself with something. Maybe a coffee, a walk, an early mark, or anything that makes you happy.

Break the to-do list into the weeks of the month. On Fridays look at next week’s to-do list and start writing your to-do list for Monday.

Top Tip: Schedule difficult tasks for Monday, Tuesdays, or Wednesdays, so they are out of your way.

9. Have breaks

I am sure it’s the favourite part of this list but yes without a break there is no productivity. Sometimes it might just be a little weekend away or an early mark to keep your productivity boosted and of course, a longer break is also really important to recharge the batteries.

10. Hire a VA

If you are overwhelmed with all the tasks that need to be done, it might be a good idea to hire a VA.

The best part about a VA is that you can hire them for varies tasks for as long or as short as required. Plus, you don’t have any employment obligations.

If you need help with your Email Marketing and Social Media and also look for someone who keeps you accountable, contact me today.