We all know how important it is to have a plan. We all know the value in knowing what steps should come next to give us the chance to prepare and decide how to move forward. However, creating your plan can be quite challenging. Knowing what to do and when to do it can be difficult especially if your new to your industry or simply new to detailed planning in general.
There are some things to think about when it comes to making a plan. Whether it's for business or pleasure it is important to start with a timeline. Having a timeline gives you the start and end time. From there you will be able to see the how much time is available to you to utilize.
Things to Consider
1. How much time is available and what needs to be done
This is the most important step because this is where understanding what is required, as well as the amount of time necessary to accomplish the task needs to be establish. Lack of understanding here will result in forming unrealistic expectations. If your expectations are unrealistic, you will end up stressed out with a growing to-do list. This is how I approach every week. Generally I start with what needs to be done for the week then I break it down to daily tasks. In the freight industry, flexibility is one of my greatest challenges so I always make sure to leave an hour or so open each day to deal with the unexpected, without taking away from other duties. Whenever that hour is not required I use the time to learn.
2. Make learning a daily part of your routine
Once you know what is needed, the day begins to take shape. Always make sure your timeline makes sense. Maybe start with a "yesterday, today, tomorrow" timeline. Start with what needs to be followed up on from yesterday. Return any phone calls or messages. Check on existing business. Follow up on any leads. Next, set up what needs to be done today. Are there any billing or sales calls that can be made? These are great day starters because these can result in immediate business. Be proactive. What work that needs to be done today? Finally what can I set up to make tomorrow easier? Is there any research required for a specific customer? Is there a new niche I am looking to get into? Do I have adequate capacity on current projects? Always include research each day because there is always something to learn. There is always a new and possibly simpler way to approach situations. There's always something to consider, something to learn. This is good to divide over a a period of time whether monthly or weekly. You can categorize research into daily, weekly or even monthly, using topics or themes.
3. Be flexible
There's not much to elaborate on here, but I do think it does need to be mentioned. Sometimes life requires adjustments. Doctor appointments, kids or loved ones get sick, school is out for an extended period of time. Whatever it may be, it may require adjustment to the schedule. So the first thing to look for is where to swap tasks. If that isn't possible, then you may have to move things to a different day. This is where that "extra or open" hour will come in handy. Whatever happens, just go with the flow. The important thing to remember here, is to do what you can do and be okay with that.
4. Be balanced
Making a schedule can sometimes feel like you're losing freedom. It can also be tempting to be too ambitious and overload the day. So you need to remember to plan time to live your life as well. You have to leave time for tending to the home. Make time for the kids and their homework, activities, quality time etc. Don't forget about the spouse, make time for date nights, etc. Most importantly, make time for yourself. Make sure you take care of your mental, physical, and spiritual self. Visit friends, get active. Find ways to consolidate as many of these tasks as possible. Find ways where you can include your family in your business. Get active as a family. It makes for happier and more connected family. This can also help to make the time you carve out for yourself less guilt ridden and more enjoyable.
5. Delegate
More often than not we can feel as though there is never enough time in the day. This is why you have to harness whatever power over your time life will allow. Sometime asking for help isn't even an option because admitting we need support can feel like we are admitting weakness or defeat. Delegation is such a useful tool in business. If you have business partners or colleagues, divide as many tasks as possible, with the exception of learning. Everyone should be learning, even though the topics may be different. In my opinion it is best to categorize roles in terms of back office and front office. Everyone should be able to do everything. Still, you should be creating lists where tasks complement each other and play to the strengths, or limitations of the person assigned to the task. Again, make it make sense. As I mentioned before, consolidate your steps. Delegation should streamline the process where every aspect of your business is covered in a timely manner. Not everyone will have a team. This is where time management and organization will serve as your team. It would still be beneficial to think of your business in terms of front end duties compared to back end duties, as this will serve as a tool to determine where tasks may fit best within your hours of operation.
Delegation will serve you at home as well. Meal planning and chore lists will help everyone in the family contribute to the running of the home. Kids can keep their rooms clean and laundry sorted. In fact, there isn't much kids can't do around the house. Research age appropriate chores to ensure you aren't creating more work for yourself on the back end. This will help your children feel capable, and confident. It will teach them responsibility and how to keep their house in order when they're adults. The best part is it can create more time to do more enjoyable things. It will give you peace of mind to continue and to focus on building and growing as a business as well as a family. Knowing we don't have to do it all on our own can be the most valuable and liberating nugget of info we can give ourselves. Delegating tasks will be your best friend. It will give your family a chance to support you supporting them.
This is a great place to start if you're unsure about how to create a plan for yourself and your business. As with everything, practice makes perfect. Time management is crucial to enjoyment and balance in all aspects of life. The smoother your business operates, the easier it is to grow and expand. The less you feel rundown and overwhelmed, the easier it is to be more present in life.
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