"Setting up Systems to Boost Productivity: 7 Tips for making the most of your day"
by Steve O'Sullivan
One of the first things I learned about business is that if you have to do something more than once, you need to create a system for it. The reason is simple. You'll save a ton of time in the long run if you slow down enough in the short run to create a model that you can repeat over and over. Let's take a look at McDonald's for a minute. They've created systems for every aspect of their business. That's why you can go to any McDonalds in the world and get the same exact (crappy) tasting hamburger, fries and milk shake. I'm not suggesting you sell a product or service that is sub par, but make available that same product or service in an efficient and consistent way. If you go behind the counter of that fast food joint I mentioned above, you will see footprints on the floor leading from the freezer to the fryer, directions and pictures of how to place the frozen fries into the oil, what button to push to time the fries, how to salt those deep fried russets after they come out of the cooker, etc, etc, etc..Systems (You can read more about this in Michael Gerber's The E-Myth Revisited) You don't need to go to this extreme. But you can see how creating these models has allowed Mickey D's to grow quickly and worldwide. So can you see that if you had some systems for dealing with your marketing, record keeping, product ordering and all the rest of the tasks you do over and over, you could stop pulling your hair out because you have too much to do? So now you know why having systems can be a major benefit for you. But this begs the question, "What is a system?" Here's a couple of definitions from the dictionary. sys·tem (sĭs'təm) n.
An organized set of interrelated ideas or principles.
A condition of harmonious, orderly interaction.
An organized and coordinated method; a procedure. Check out these 7 Tips to boosting your productivity with systems. Do the Right Things - Set up systems for the most important aspects of your business. That is, the things that make you money. Typically that means marketing to clients and serving clients. So make a list of the most important tasks that occur the most often. Begin creating your system the next time you have to do one of those tasks. But I Don't have Time - Stop saying this! The reason you don't have time is you don't have your systems in place. It's a bit counter intuitive. Like taking a portion of you valuable time to plan what to do with your valuable time. It works, stop questioning it. Systems don't have to be complex, they can be as simple as a check list. Outsource - For example, unless you are an Accountant, don't do your own accounting and bookkeeping. They already have systems to do the work for you. All you need to do is set up a way of getting the information to your Accountant. Remember, If you don't have an assistant, you are one! Get help as soon as you can. Slowly hire others to do the things you don't enjoy or are not excellent at. You can apply this at home too, hire a "gofer" to pick up the dry cleaning, gas up your car, run to the post office, and such. Set Up New Systems as you Go - Each time you start a new project or introduce a new aspect of your company, create a system for it right away. For instance, create a new file (either physical and/or on your computer) for every new client you get. Each time you do any work for them, file the documents in the proper file right away! Or create a checklist for opening or closing your shop, i.e., 1. Unlock the door. 2. Turn off the alarm, etc. Don't' Worry if it's Not Perfect - Just get started, you can make your plan better as you go. Try it, analyze it, fix it, change it, dump it. Ask for advise on how to make it better, ask your friends, husband, wife or children what they think. If you have employees, get them involved in the process, you'll be amazed how a different perspective can revolutionize your process and your progress. Make it Teachable - Take the time to develop your systems in such a way that you could easily give the directions to a new employee and have her duplicate your efforts right away. When you are brand new in a business you may not think of this, but seasoned entrepreneurs know how painful it is to train a new person only to have them leave after a few months. Now you're stuck training someone new. If you had created clear directions that anyone could follow, that wouldn't be a problem. (Remember the McDonald's example? Follow the footsteps on the floor!) Make it Automatic - Once your systems are in place, your goal should be to make them happen automatically. Sort of a system for your systems. For instance, this ezine is set up through an "autoresponder". When someone want's to subscribe or unsubscribe to The LifeLine (and I can't imagine why anyone would want to unsubscribe <grin> ) my system adds or removes their name automatically. That way I don't have to go in manually and add or remove them from my e-mail list.
Finally, setting up systems will completely change your business. You will be able to get so much more done, and be so consistent with your efforts you will wonder why you waited so long. If you need some more help putting your business systems into place, give me a holler and I'll be happy to help. P.S. Try putting some systems in place for your personal life, they work just as well there! © 2007 Steve O'Sullivan
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7 Marketing Lessons I Learned From the Muscleheads at Gold's Gym
by Alexandria K. Brown
Can I share a secret with you?
Many years ago, I almost chose a career in fitness. In my 20s, I modeled for Reebok and Ironman magazine, made it to the final round for hosting a fitness TV show, and I moonlit as an aerobics instructor and personal trainer for several years while I figured out how to get out of my day job in publishing.
Now that I make a great living online, I still make time for my health. And I'm lucky to live close to the most famous gym in the world: Gold's Gym at Venice Beach, California. On a daily basis, I'm surrounded by bodybuilding legends like Lou Ferrigno and various men named "Gunther," athletes like Kobe Bryant and Lisa Leslie, and celebs like The Rock. The place is an absolute circus, and I enjoy the entertainment factor.
When I first joined Gold's several years ago, I didn't pay much attention to the "muscleheads" - the professional bodybuilders. But I've come to realize they can teach us a lot about marketing and business success. Here are 7 lessons we can all learn from.
1. Hang around people whom you want to be like.
Bodybuilders and aspiring bodybuilders from all over the area come to the Venice Gold's because it's the home of bodybuilding. I know a few bodybuilders who drive almost an hour just to work out there. Sure, they could exercise at their neighborhood Bally's, but instead they make the trip to their Mecca every day through the arduous Los Angeles traffic.
Why? They know that when you hang around people who are doing what you want to do, you automatically have a much greater chance of success. The furious energy at Gold's is undeniable as soon as you walk in the door. You're surrounded by world-class competitors, gold medalists, and celebrities. It's not only motivating and inspiring, but there's a wealth of knowledge surrounding you as well.
Who are YOU hanging around? (Think about it.)
2. Consistency is the key for long-term success.
Bodybuilders know that a body is built over a long term. And even if they take some time off, they'll bounce back quickly because of all the training they've done over the years. It's called "muscle memory" - your body remembers your shape and snaps back into place.
In the same way, our clients and customers have "marketing memory." That is, as long as we're in front of them on a regular basis, they'll remember who we are - even if we take a break. (And there's no better way to stay in front of them than publishing an e-zine!)
3. Ups and downs are a part of the process.
Bodybuilders know that success comes in cycles. It's physically damaging for them to try to be on "full force" more than a few times every year. They know their limits, and they push them, but they don't break them.
Marketing has cycles as well. You can hit it hard for a while, then ease back for a bit. Don't worry when there's a "down." Just make sure to immediately follow it with an "up". Get back on your marketing schedule or mix it up and do something different.
4. Hard work is part of the game.
Bodybuilders don't wake up and say, "I don't feel like working out today." They just do it. It becomes part of their schedule, part of their life. And that ensures their success.
How many of us secretly wish our success would be handed to us on a silver platter? I'm all about attracting success on whatever level we can, but hey, let's realize there is work involved. The solution is to make the hard work FUN by doing what you love to do and delegating what you don't.
5. Model others who are already doing what you want to do.
Bodybuilders don't try to invent their own training programs from scratch. They look at what the top competitors are doing, and they do the same thing. From weightlifting to cardio to diet, they've got it down to a precise formula.
Don't reinvent the wheel when there are others who are already racing along. Find other business owners who are doing what you want to do, and model them. Important: Don't model ones who are doing it half-assed. Model the best, the ones who are experiencing the immense success that you dream of!
6. Find a mentor or coach for faster results.
I don't know of any champion who got to where he/she did alone. Every bodybuilding competitor hires a trainer or a coach who has been there before and can walk them through every step of the way. Does this cost them a lot of money? You bet. But they don't look at what it costs. They look at what it's WORTH. They're fast forwarding their success, and that is priceless.
I know many entrepreneurs who have wasted thousands or even tens of thousands of dollars on websites, programs, and training that got them nowhere or pointed them in the wrong direction. Don't make that mistake - I've been there. Stop struggling and invest in someone to show you the way - the right way - the first time. (Not sure where to start? Join my Marketing & Motivation Mastermind.)
7. Show off what you've got!
You can be sure the bodybuilding gurus at Gold's aren't meek about their successes. They show off their hard work with outfits that emphasize their assets. (Oh, the stories I could tell you about some of the costumes there! Lace catsuit, anyone?)
Even if you don't have it all (yet), show off what you DO have. Strut your best stuff and toot your own horn. You're doing the world a disservice if you don't let us all know what you and your business can offer.
© 2004-2006 Alexandria K. Brown
WANT TO SEE MORE ARTICLES LIKE THIS ONE?
See Alexandria's Small Business Marketing Blog.
Online entrepreneur Alexandria K. Brown, "The E-zine Queen," publishes the award-winning 'Straight Shooter Marketing' weekly ezine with 22,000+ subscribers. If you're ready to jump-start your marketing, make more money, and have more fun in your small business, get your FREE tips now at www.EzineQueen.com
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There were over 60 people committing to change their lives. Sue gave a great overview of the program and then it was time to weigh in and get measured.
