5 Tricks to Create a Workable Calendar and Actually Get Things Done

Guest Post By Amber Singleton Riviere

My business is one big balancing act.  I have a radio show, an online magazine, and a podcast to keep up with and get produced or published on a regular schedule.  I have three websites with their own respective newsletters to manage.  Not to mention, I have clients and customers through project-based work, writing gigs, and a membership program on one of my sites.  If I think too long about my workload (just writing out that paragraph was enough), I begin feeling nervous and overwhelmed.

Thankfully, I know I can handle it.  Why?  Because all of those moving parts were added over time to an ever-changing schedule that allows me to get the most done in the least amount of time.  That schedule gets a lot of attention, but it helps me to be more productive and more proactive over the direction of my life and business.  Here are just a few of the tricks that I’ve learned to help me create a workable calendar and schedule and actually get things done.

Trick #1: The calendar and routine can’t be static.

My calendar and to-do system is a constant work in progress.  I actually enjoy tweaking and modifying it to better suit what’s going on in my life and business at any given point.  Why change a good thing, you ask?  Well, our lives and businesses are fluid and ever-changing, and one mistake I think we often make with our calendars and routines is thinking that they should remain static.  That’s unrealistic and will lead to us abandoning the system when it stops working for us as our lives and circumstances change.

For example, every afternoon at around 3:30, I stop working for a couple of hours so that I can go for a one-hour walk and run any errands I might have for the day.  It’s a nice routine, and I’m loving it.  I can work from around 9:00 or 10:00 in the morning to 3:30, cut out for a couple of hours, and then come back for an hour or two of work in the evenings.  It’s a nice way to break things up, maintain an exercise schedule, and give myself a mental break mid-afternoon.  In about a month, though, I’m going to have to change the routine.  Why?  I live in Louisiana, and come June, I’ll be able to fry an egg on the concrete.  No way am I going walking in Louisiana heat at 3:30 in the afternoon.  My schedule is going to have to change dramatically.  At that point, the only times that will be halfway comfortable and safe (you can seriously have a heat stroke out there) to walk will be before 7:00 in the morning or after 6:30 or 7:00 in the evening, big difference from my current routine.

If I wasn’t willing to adapt my current schedule and prepare for that change, then I’d abandon the whole routine, and chaos would soon follow.  Nothing would get done, I’d feel very overwhelmed, and I could forget about exercising.

Trick #2: Use the right mix of tools.

I use three tools to manage my schedule.

• Google Calendar takes care of appointments.  I check it first thing each morning to see what scheduled meetings I have on tap for the day.
• TimeDriver helps me coordinate appointments with other people.  I do anywhere from six to nine interviews each week with guests for the different media outlets within my business, and coordinating that many schedules was once a nightmare.  Now, I decide my availability for interviews (set blocks of time each day/week), and guests find a time that works for them as far as four to six weeks into the future.  From there, I move over the appointments to Google Calendar.  (Note: TimeDriver actually syncs with Google Calendar automatically, but I prefer to manually add new bookings because of extra steps I need to take around each appointment.)
• Backpack is my to-do hub.  This is where I keep anything that doesn’t have a set time attached to it.  I have a weekly to-do list template that I duplicate each Monday, which breaks down all my to-dos by day.  For instance, the radio show is due each Friday by 4 PM, so that’s on the Friday to-do list within the page.  I have a lot of recurring to-dos like this, so instead of reinventing the wheel each week and writing out the same things over and over, I use Backpack’s page-duplicating feature to make things simple.  This makes it really easy to manage, and nothing slips through the cracks.

A fourth “tool” I like to use is Google Calendar’s ability to create multiple calendars.  This is where I mock up my overall schedule for the week.  I color-code as many calendars as I need to encompass all the types of activities I do each week and then put in time blocks within the respective calendars.  Once I have it mocked up the way I like, I take a print-screen of it and create an image with it in GIMP.  I then have an image that I can refer to while I get used to a new schedule (see image).  Once I have the image, I hide all the mock-ups within Google Calendar and put back my main ones with appointments and such.

Trick #3: Use time blocks to organize the day.

It’s easy to get distracted and feel pulled in twenty different directions.  Inevitably, I’ll get new ideas all the time and will want to change things up and chase after those new possibilities.  To stay focused on the most important things, I have to think in terms of my “Big 3,” the top three priorities of my work life or business.  For example, I have to publish and produce content on a regular basis.  That’s a very big rock to move each week, so it’s one of my “Big 3″ and gets its fair share of my attention.

I divide my days into quadrants, giving the three big rocks (the “Big 3″) two hours of concentrated time each day.  The last quarter of the day goes to admin-type things, like responding to emails, staying in the loop on blog feeds and social networks, commenting on blog posts, etc.  I can work above and beyond a 40-hour week, if I want to chase things that aren’t top priorities, but I absolutely have to get those big rocks moved each day at minimum.

Trick #4: Trust the system.

All the planning in the world doesn’t amount to much, if I don’t follow the plan.  I keep two tabs open in my web browser at all times, my Backpack’s weekly to-do list and my Google calendar with all my appointments.  When I get to the end of a work block, I check the calendar for time-sensitive appointments, and then I go to the to-do list.  If I’m getting used to a new routine/schedule, I put the schedule image as a tab in the browser as well so that I can refer to it often.  It usually takes a couple of weeks to adjust to it, and then I can go back to the main two browser tabs.

Trick #5: Stay true to your intentions.

I map out my routine and my to-dos when I’m clear-headed, not stressed, and not overly attached to outcomes.  That way, I’m sure to create an objective and achievable schedule and plan for myself.  On top of that, it lets me trust the system even more, knowing that I’m clear about the intentions for my life and business and know exactly what should have my attention.

Once I know that, I just have to stay true to it.  Email gets closed, alerts are turned off, and my phones are set to go to voice mail until it’s admin time.  My full and undivided attention is on that one big rock in front of me, and if I can give it it’s full block each day, I know I’ll make major progress by week’s end.

Managing the days is not always easy, especially with so many distractions and interruptions tempting us to get off track, but with the right planning, the right mix of tools, and a clear focus, it’s much easier to approach the day with purpose and actually get things done.

Amber Singleton Riviere is the founder of Upstart Smart, a resource for small business owners, as well as the Rock Your Genius radio show, which focuses on small business and entrepreneurship.  She also runs the Give Back Project, a web design and marketing firm, and writes for websites like Web Worker Daily on topics relevant to small business owners.  You can find out about all of Amber’s work by visiting AmberSingleton.com.

To Grow Your Business, Stay in the Discomfort Zone

Guest Post by Amber Singleton Riviere

Many people want to build successful businesses, yet few are willing to put themselves out there in order to do so.  To grow a business by finding new customers and clients, a business can’t be a state secret.  Unfortunately, many business owners’ actions seem to suggest just that, and it generally stems from not wanting to be in the limelight and do those things that are foreign and uncomfortable.

Think of the most uncomfortable example of putting oneself out there – public speaking.  Public speaking offers some of the best opportunities for growing a business, like providing interviews to media outlets, speaking at conferences and seminars, and going to in-person networking events.  To take just one of those examples, providing interviews to media outlets is one of the best ways to put oneself or one’s company in front of the greatest number of people in the shortest amount of time and at no cost to the individual or company, other than a small investment of time, yet few business owners use this to their advantage.  Why?  Most are just too nervous about talking in front of an audience or appearing in the media.

By seeking out opportunities that generally frighten others and by becoming “comfortable with being uncomfortable,” you can position yourself as the go-to expert in your particular niche.  As Seth Godin said in his book Linchpin: Are You Indispensable?, “Discomfort brings engagement and change.  Discomfort means you’re doing something that others [are] unlikely to do, because they’re busy hiding out in the comfortable zone.”

In order to grow your business and become known in your industry, you have to position yourself as an expert and you get comfortable with the idea of taking chances and putting yourself in front of others.  Those first few steps, however, can be the most intimidating ones to make, so how do you get started?

That’s actually the easy part!  Start small and think local, and local can mean participating in opportunities in your particular geographic area or opportunities within your reach, like blogs where you already know the site owner.  Approach a fellow blogger or podcaster, for instance, and pitch an idea for an article or podcast that you’d like to do on the person’s site.  Most site owners are constantly on the lookout for content and jump at opportunities to fill the gap.

Once you participate in a few smaller and local opportunities, you can start venturing out into unknown territory, like pitching your story and expertise to reporters on the free website Help a Reporter Out (HARO).  If you provide great content, media outlets might invite you back again and again or might even start approaching you for your expertise.

The most important thing to remember is that you have to venture outside of your comfort zone and be willing to put yourself out there so that customers and clients can find you.  Get comfortable with the uncomfortable, and a variety of doors and opportunities will present themselves to you!

Amber Singleton Riviere is the founder of Upstart Smart, a resource for small business owners, as well as the Rock Your Genius radio show, which focuses on small business and entrepreneurship.  She also runs the Give Back Project, a web design and marketing firm, and writes for websites like Web Worker Daily on topics relevant to small business owners.  You can find out about all of Amber’s work by visiting AmberSingleton.com.

Business Lessons From a Jamaican Beach Vendor

If you read my blog, you probably know that I spent last week in Jamaica. My daughter wanted for the longest time to get corn row braids, and we decided to go for it together. In the process, I learned some business lessons that everyone can use, and I want to share those lessons with you today.

Be Where Your Customers Are

There were lots of  vendors on the beach, where people spent a good part of the day. But the vendor who got our business was the closest to our hotel: they probably paid more than the others, but had first access to anyone interested in visiting/buying from any of those vendors.

Connect With Your Potential Customer

Get in your potential customer’s face every chance you get, and make them comfortable with you and what you have to offer. As we were walking on the beach, trying to decide which vendor we would go with, this lady started talking to us even before we arrived at her booth. She asked us what we were looking for, mentioning hair braiding specifically (I am sure she knew how to spot her potential customers by their behavior/appearance), called us to her booth, introduced herself, and assuring us that she would work with us, whatever our need was.

Make Yourself Useful to Your Target Market

She constantly kept an eye on the traffic going by her booth, and started conversations with potential customers. Even if they were not looking for something right now, she asked questions, introduced herself, and offered information for free. I remember a mother & daughter walking by, and she asked them to come and see what she was doing (our braids). They said they just got there, and weren’t interested in braids right now, but she said: “just come and take a look!” Her words were happy, upbeat, encouraging, and when the two left, she said: if anyone else offers you hair braiding, tell them you are all set: I am going to give you a special price.

What Not to Do!

Now, while our “vendor” was very good at getting customers, she wasn’t as good at servicing her current clients. She spoke on the phone a few times during our appointment,  serviced other customers who stopped by to buy some of her trinkets, which I might add, were only a fraction of the cost of our service, and even stopped to feed her son (the father was also there, and could have easily taken care of the child). If I needed her services again, I probably would not go back, nor would I recommend her services to my friends.

Remember to give your current customers your full attention. While getting new customers is important to any business, don’t do it at the expense of your current customers. In the long run, your happy customers will bring new ones your way. I hope you can use these lessons in your own business.

P.S. Would You Do Business With You?

How to Write a Marketing Plan

Starting your own business is an exciting but also very stressful endeavor. In order to ensure the success of your business, you are going to want to conduct a lot of research and do a lot of preparation. An important aspect of your research and preparatory work includes creating an effective marketing plan because behind every successful product or service you will find a well-crafted marketing plan. If you have recently created your own business or are thinking of doing so in the near future, you’ll find useful information concerning the process of writing a marketing plan.

A marketing plan is a written manuscript that specifies what the necessary actions are in order to realize one or more marketing goals. Marketing plans can be crafted for a product, a service, a brand, or a product line and the objectives that they cover typically span between one and five years. In order to have an effective marketing plan, however, you also need to have a well thought out business plan and marketing strategy, which both serve as the foundation for the marketing plan. The business plan details your business’s financial and operational goals and policies and the marketing strategy is the overall direction a business plans to take in the hopes of focusing its finite resources on the best available opportunities so as to boost sales and gain a competitive advantage.

One of the key components of a marketing plan is the mission statement. In it, you are going to want to write a few sentences stating who your chief market is, what it is that you are selling (contribution), and what your unique selling proposition is (distinction).

There are several topics that a marketing plan should address. These topics include:

- market analysis details, sales advertising

- public relations campaigns

- as well both traditional and new media programs and strategies.

In order to conduct a thorough market analysis, you are going to want to collect and organize as much data as you can about the current market that will be purchasing and using your products or services. When doing this, some important aspects to consider include paying attention to market dynamics and patterns like seasonality, assessing the offerings of your competition, and keeping in mind who your targeted market is and what their demographics are.

A marketing plan should also offer descriptions of both your products and services and your competition. You want to detail how your products and services relate to the needs of the market and how they rise above what the marketing is currently offering. As far as your competition goes, you are going to want to detail what makes your product or service distinct and stand apart from your competitors.

Additional components to include in a marketing plan are product pricing details, where your product is going to be positioned in the market, and what your monthly budget is going to be.

After detailing all of the aforementioned information, you should be able to create quantifiable marketing goals for your business whose effectiveness should be closely monitored and revised as needed.

There are so many facets to evaluate and take into consideration when starting your own business, but if you take the time to first create a well thought out marketing plan, then you will be providing yourself with a great guide to keep you on the path towards success.

Seth Godin’s Permission Marketing : Turning Strangers Into Friends And Friends Into Customers is a great resource for those in the planning stages of their business.

Winning Web Design Tips for Newbie Webmasters

Good web design is an art form.  A web page that is easily accessible, easily navigated and creative will attract more customers than one that is complicated and cumbersome.  Most people assume that to create decent web pages, they must use the most advanced graphics, flash techniques and other sometimes “expensive” tools.

In reality, good web design relies more on simplicity.  Best web design practices actually are simple to master.  First and foremost, a web designer should look at color.  Color is one of the simplest tools that a designer can use to attract surfers to their website.  Good web design uses just two or three complementary colors that are bold enough to send a message, but not so bold as to send the image “cheesy” to customers.

Good web design also requires appropriate utilization of text.  One of the biggest errors failed web sites have in common is inappropriate use of text.  Text for example, should be uniform.  Try using the same font if at all possible throughout a web page.  Additionally, ensure that text is big enough for a surfer to read, but not so big that it detracts from the message of the main web page.

The best web designs also take into consideration the ease of navigability. A web page that is difficult to navigate will cause surfers to flee before they have had enough time to decipher the message you are trying to sell.  Far too often, novice web designers attempt to design complicated and flashy websites.  While visually appealing, these websites can sometimes be difficult to navigate.

Make certain that when designing web pages you select navigation buttons that are easily understood and readily available.  Navigation should also be uniform throughout the website: that way a surfer once they ascertain the navigation method used does not have to guess how to go from one page to the next.

Large web sites should ALWAYS provide surfers with a search engine or site map, so that visitors can easily navigate through the many pages.  Also helpful to surfers would be buttons that would provide customers with information related to where they currently are.

Perhaps the most critical web design practice is ease of download.  Pages that are large and cumbersome or those that download too slowly will cause surfers to turn away before they ever have the opportunity to see what you have to offer. You want to ensure that all surfers have easy access to the information you are providing.

How does your website design stand up to these guidelines? If you have trouble designing your own site, why not outsource it to someone who does this every day?