Strategic Thinking Archives - TASK Virtual Assistant, LLC

business efficiency and organization tips

Mastering Business Efficiency: Lessons from a DIY Relocation Journey

Business, Goals and Business Planning, Strategic Thinking, Time Management

Mastering Business Efficiency: Lessons from a DIY Relocation Journey

Relocating to a new State can feel like navigating a maze. From the excitement of starting fresh to the challenge of settling into a new environment, the process is full of ups and downs. But did you know that the skills you use to organize your new home can also apply to running a business? That's right! As someone who's recently been through a major move and is in the process of renovating our new home, I've discovered that the same strategies for DIY home renovations can translate into practical tips for improving business efficiency. Let me share how the lessons learned from our recent relocation can help streamline your business operations and boost productivity.

Planning Ahead: The Blueprint for Success

When renovating a new home, the first step is always planning. You wouldn’t jump into tearing down walls without a clear vision of what you want. Similarly, effective business organization begins with a solid plan. Here's how to map out your business blueprint:

Set Clear Objectives

Just as you'd determine the goals of your home renovation (e.g., adding a new kitchen island or updating the bathroom), establish clear objectives for your business. What are your short-term and long-term goals? Are you aiming to increase revenue, streamline processes, or expand your team? By setting clear objectives, you can create a focused strategy that guides your decisions and actions.

Create a Step-by-Step Plan

Breaking down the project into manageable steps helps prevent overwhelm in home renovations. Apply the same principle to your business. Develop a detailed plan that outlines each phase of your project or initiative. For example, if you're implementing a new customer management system, outline the steps from researching options to training your team and integrating the system into your daily operations.

Budget Wisely

Budgeting is crucial whether you’re renovating a kitchen or launching a new marketing campaign. Allocate resources based on priority and need. Be realistic about what you can afford and plan for unexpected expenses. A well-managed budget helps you stay on track and avoid financial stress.

Organizing Resources: From Tools to Teams

Having the right tools and materials is essential for home renovation. The same applies to your business. Organize your resources effectively to maximize efficiency.

Optimize Your Workspace

Just as you'd arrange your tools and materials in a home renovation project for easy access, ensure your workspace is organized. A clutter-free environment promotes productivity and reduces stress. Invest in ergonomic furniture, organize documents digitally, and declutter regularly to create a more efficient workspace.

Utilize Technology

During our move, technology played a crucial role in managing logistics. Similarly, leveraging technology in your business can streamline operations. Use project management software such as ClickUp to track tasks, collaborate with your team, and set deadlines. Implementing automation tools can also help with repetitive tasks, freeing up time for more strategic work.

Build a Strong Team

Just as a renovation requires a skilled team (contractors, electricians, plumbers), your business needs a capable team to function efficiently. Hire individuals with the right skills and expertise. Invest in their development and foster a collaborative work environment. A well-coordinated team can tackle challenges more effectively and drive your business forward.

Time Management: Scheduling and Execution

Efficient time management is crucial both in home renovations and in running a business. Here’s how to keep things on schedule:

Develop a Timeline

In our recent move, creating a timeline was key to staying organized. For your business, develop a realistic timeline for projects and tasks. Use Gantt charts or project management tools to visualize deadlines and track progress. Be sure to build in some flexibility for unexpected delays or changes.

Prioritize Tasks

Just as you’d prioritize which rooms to renovate first, prioritize tasks in your business. Identify high-impact tasks that contribute most to your goals and tackle those first. Use techniques like the Eisenhower Matrix to categorize tasks by urgency and importance, ensuring that critical tasks receive the attention they deserve.

Avoid Procrastination

Procrastination can derail both home renovations and business projects. To combat this, set specific deadlines and stick to them. Break tasks into smaller, manageable chunks to avoid feeling overwhelmed. Celebrate small wins along the way to stay motivated and maintain momentum.

Problem Solving: Navigating Challenges

Challenges are inevitable whether you’re dealing with a renovation setback or a business hurdle. How you handle these challenges can make or break your success.

Adapt and Adjust

During our move, we encountered unexpected issues, like a delayed flooring delivery. Similarly, in business, being flexible and ready to adapt to changes is crucial. If something doesn’t go as planned, reassess your strategy and make necessary adjustments. Being open to change can turn potential setbacks into opportunities for growth.

Learn from Mistakes

Mistakes are part of any renovation project. The key is to learn from them and apply those lessons to future projects. The same goes for your business. Analyze what went wrong, identify the root causes, and implement changes to prevent similar issues in the future. Embracing a growth mindset will help you continuously improve and avoid repeating mistakes.

Seek Help When Needed

Sometimes, tackling a renovation project requires professional assistance. Likewise, don’t hesitate to seek help in your business. Whether it’s consulting with an expert, hiring a mentor, or bringing in additional resources, reaching out for support can provide valuable insights and solutions to complex problems.

Continuous Improvement: Fine-Tuning for Success

Once a renovation is complete, it’s important to review the results and make any necessary adjustments. The same approach applies to your business.

Evaluate Performance

After completing a project or implementing a new process, evaluate its performance. Are you achieving the results you anticipated? Are there areas that need improvement? Regularly reviewing performance metrics helps you identify successes and areas for enhancement.

Solicit Feedback

Feedback from family or friends can provide valuable perspectives on home renovations. In business, seek feedback from clients, team members, and stakeholders. Their insights can help you understand what’s working well and what needs adjustment. Use this feedback to refine your strategies and improve overall efficiency.

Embrace Innovation

Just as home design trends evolve, business practices do, too. Stay informed about new tools, technologies, and methodologies that can enhance your efficiency. Embracing innovation ensures that your business remains competitive and adaptable to changing market conditions.

When you break it down, it’s easy to see how running a business efficiently is much like managing a successful home renovation. Both require careful planning, effective organization, time management, problem-solving, and a commitment to continuous improvement. By applying the lessons learned from our recent relocation to your business, you can create a streamlined operation that fosters productivity and growth.

Embrace these strategies, and you'll find that organizing your business can be as rewarding as transforming a new home into a well-oiled machine. Here’s to a more efficient and organized business!

Ready to Transform Your Business Efficiency?

Just like a successful home renovation can breathe new life into your living space, optimizing your business operations can invigorate your productivity and growth. If you’re looking to streamline your processes, organize your tasks, or need expert help managing your workload, our virtual assistant services are here to support you every step of the way.

Contact us today to discover how our virtual assistant services can improve your business's efficiency and clarity. Let’s turn those renovation-inspired strategies into real results!

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Unlock Growth: How Eco-Friendly Practices Drive Business Success

Accountants, Accounting Firms, Bookkeeping, Business, Goals and Business Planning, Helpful Tips, Real Estate Agents, Sales and Marketing, Strategic Thinking

Unlock Growth: How Eco-Friendly Practices Drive Business Success

Are you ready to elevate your business while championing sustainability? Today, we're diving into the world of eco-friendly practices and how they can fuel your business growth. Yes, you heard it right – going green isn't just good for the planet; it's a game-changer for your bottom line.

Think about the café where you get your morning brew. Sustainability is woven into every aspect of your experience – from compostable cups to recycling bins. How does that make you feel as a customer? It makes me feel pretty great! Well, your customers will feel the same about your business when you go green.

But it's not just about warm and fuzzy feelings; going green can bring tangible financial benefits.

I know what you're thinking. "Going green sounds like a massive undertaking!" Not to worry. Start small, set achievable goals, and gradually integrate eco-friendly practices into your operations. Every step counts!

Ready to get started? Here are some actionable tips:

Energy Efficiency: Investing in energy-efficient appliances, lighting, and heating/cooling systems can lead to significant savings on your utility bills. Plus, you may qualify for rebates or tax incentives for making these upgrades. It’s a win-win!

Reduce energy costs with LED bulbs. Learn more about energy-efficient lighting options at Energy Star.

Waste Reduction: By reducing waste and implementing recycling and composting programs, you can cut down on disposal costs. Plus, you might find opportunities to repurpose materials or even generate additional revenue through recycling initiatives.

🌱 Digitize your documents and processes to reduce paper waste and streamline your operations. Not only is it better for the environment, but it can also improve efficiency and accessibility.

Supply Chain Optimization: Choosing eco-friendly suppliers and materials can not only reduce your environmental footprint but also streamline your supply chain and potentially lower costs. Plus, consumers are increasingly demanding sustainable products, so going green could give you a competitive edge in the market.

Streamline operations and reduce costs by choosing eco-friendly suppliers. Join the Green America Business Network to access sustainable supply chain resources.

Brand Reputation: Consumers today are more socially and environmentally conscious than ever before. By aligning your business with sustainable practices, you can attract and retain customers who value ethical and eco-friendly businesses. This positive brand reputation can lead to increased customer loyalty and word-of-mouth referrals.

Source products made from sustainable materials or with minimal packaging to appeal to environmentally conscious consumers.

Employee Engagement: Going green can also boost employee morale and productivity. When your team feels proud to work for a company that cares about the planet, they’re more likely to be engaged and motivated. Plus, implementing eco-friendly initiatives can foster a culture of innovation and creativity within your organization.

Embrace remote work options for your employees to reduce commuting emissions and overhead costs associated with office space. Discover more tips on inspiring your team from Carbon Trust.

Going green isn't just a trend – it's a strategic move that benefits your bottom line and the planet. So, what are you waiting for? Start embracing the green today. Your business, your customers, and the Earth will thank you for it!

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Seasonal Business Planning: A Strategic Guide for Businesses

Business, Goals and Business Planning, Strategic Thinking

Seasonal Business Planning: A Strategic Guide for Small Businesses

Are you ready to navigate the ever-changing seasonal business trends and market shifts? As someone who's experienced the highs and lows of seasonal fluctuations, I'm here to guide you toward innovation and growth opportunities in your business strategy.

Let's dive into your strategic roadmap:

Analyze Seasonal Trends:

Start by examining historical data and market research to identify seasonal patterns in your industry. Look at sales trends, consumer behavior, and competitor strategies.
Consider external factors such as holidays, weather patterns, and cultural events that may influence the customer's decisions.
Create a calendar outlining your peak seasons, off-peak periods, and transitional phases to guide your strategic planning.

Set Clear Objectives:

Define specific goals for each season based on your analysis. Whether boosting sales, introducing new products, or expanding into new markets, establish measurable targets to track your progress.
Develop tailored strategies for each season to achieve your objectives, such as adjusting marketing tactics, optimizing inventory management, or running seasonal promotions.
Allocate resources effectively to support your seasonal initiatives, whether staffing, budget allocation, or logistical support.

Embrace Innovation:

Promote creativity and innovation in your seasonal strategies. Explore unique ways to engage with customers and differentiate your offerings.
Consider introducing seasonal product variations, limited-time offers, or themed promotions to capitalize on seasonal trends and capture consumer interest.
Leverage cutting-edge tools and platforms, streamline your operations, and boost efficiency.

Adapt to Market Shifts:

Stay agile and proactive. Monitor trends and gather feedback to identify opportunities as well as potential threats.
Maintain open communication with customers and stakeholders. Listen to their needs and adjust your strategies to stay ahead of the curve.
Target new demographics to allow you to accommodate a broader range of clients, increasing your revenue potential and keeping your business competitive.

Pursue Growth Opportunities:

Continuously evaluate and refine your seasonal strategies based on performance metrics and feedback.
Encourage experimentation and empower your team to embrace change and adapt to evolving market dynamics.
Stay informed about industry trends and adopt new technologies. Position yourself as a leader in your field, driving growth and innovation in an ever-changing landscape.

As you embark on your seasonal business planning journey, remember that flexibility and foresight are key. By aligning your business plans with seasonal trends and market shifts, you can confidently navigate the dynamic landscape of entrepreneurship and drive your business toward success.

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daily planning for small business owners, time management strategies, effective task management, productivity tools for entrepreneurs, time blocking techniques, digital productivity apps, self-care for professionals, optimizing daily workflow, virtual assistant services.

Mastering Daily Planning: A Blueprint for Small Business Owners

Accountants, Accounting Firms, Bookkeeping, Business, Goals and Business Planning, Helpful Tips, Real Estate Agents, Strategic Thinking, Time Management

Mastering Daily Planning: A Blueprint for Small Business Owners

Are you tired of feeling overwhelmed by your never-ending task list? As a small business owner, your days are likely filled with a myriad of tasks and responsibilities, making effective daily planning essential for staying on top of things and achieving your goals. Keep reading for actionable strategies tailored purposely to enhance your productivity and get things done.

1. Set Clear Priorities: Effective daily planning starts with setting clear priorities like managing your finances or closing a real estate deal. Identify the most important tasks that align with your business objectives and focus your energy on completing them first. Tools like the Eisenhower Matrix can help you categorize tasks based on urgency and importance, allowing you to allocate your time and resources more efficiently.

2. Utilize Time Blocking: Time blocking is a game-changer for small business owners. You can minimize distractions and maximize productivity by allocating specific time slots for different activities throughout your day. Whether it's client meetings, accounting tasks, or property viewings, dedicating uninterrupted time to each task ensures that nothing falls through the cracks.

3. Embrace Technology: In today's digital age, there's a plethora of productivity tools and apps designed to streamline your daily planning process. From project management platforms like ClickUp and Asana to scheduling apps like Calendly, leveraging technology can help you stay organized, collaborate with team members, and automate repetitive tasks. Incorporating these tools into your workflow can save you time and reduce administrative burden, allowing you to focus on growing your business or serving your clients.

4. Regularly Review and Adjust: Effective daily planning is not a one-size-fits-all solution. As your business evolves and market dynamics change, reviewing and adjusting your planning strategies regularly is important. Take time at the end of each day or week to reflect on what worked well and what could be improved. You can fine-tune your approach and stay ahead of the curve by staying flexible and adaptable.

5. Practice Self-Care: Last but not least, don't forget to prioritize self-care in your daily planning routine. Running a small business, managing the finances, and staying on top of trending marketing can be mentally and emotionally taxing. Make sure to schedule time for activities that recharge your batteries, whether it's exercise, meditation, or spending quality time with loved ones. Remember, caring for yourself is essential for maintaining long-term productivity and well-being.

Are you ready to take your productivity to the next level? Consider hiring a virtual assistant to delegate time-consuming tasks and free up valuable time for high-impact activities. A virtual assistant can handle administrative tasks, manage your schedule, and provide support, allowing you to focus on growing your business and serving your clients better. Learn more today!

Implementing these strategies into your daily planning routine can supercharge your productivity and take your business to new heights. Remember, effective daily planning is not just about checking off tasks—it's about aligning your actions with your goals and priorities so that you can work smarter, not harder.

Consistency is key when it comes to mastering daily planning. Stay committed to implementing these strategies; you'll soon achieve more with less stress. Here's to your success!

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How Strategic Thinking Can Transform Your Business

Business, Strategic Thinking

How Strategic Thinking Can Transform Your Business

Have you ever wondered what sets thriving businesses apart from those that struggle to survive? The secret often lies in the art of strategic thinking. In today's fast-paced and ever-evolving business landscape, the ability to think strategically can be a game-changer. It's not just a buzzword; it's a proven approach that can reshape your business's future. So, isn't it time you began harnessing the power of strategic thinking?

Why Strategic Thinking Matters

Would you get in your car and drive aimlessly to an unknown destination? Of course not. You would input the destination into your GPS and follow the given route, changing direction when instructed.

Strategic thinking is the GPS that guides your business toward its goals. It's about setting a direction, making informed decisions, and adapting to changing circumstances. It's a proactive approach that allows you to anticipate challenges and seize opportunities.

Let's look more into how strategic thinking can transform your business:

Setting Clear Objectives

Strategic thinking begins with defining clear and achievable objectives. It's about knowing where you want to go and charting a course to get there. By setting specific goals, you provide your team with a sense of purpose and direction.

Informed Decision-Making

In the business world, decisions can make or break you. Strategic thinking involves gathering data, analyzing trends, and making informed choices. It minimizes the risk of making hasty, ill-advised decisions that can lead to costly mistakes.

Adapting to Change

Change is inevitable, especially in today's dynamic market. Strategic thinking equips you to adapt and thrive in changing circumstances. It's about being flexible and adjusting your strategies as needed.

Maximizing Resources

Every business has limited resources. Whether it's time, money, or staffing, strategic thinking helps you allocate these resources efficiently. It ensures that you invest where it matters most.

Staying Competitive

In a competitive landscape, strategic thinking gives you an edge. It allows you to identify trends in the market, differentiate your business, and stay ahead of the competition.

Now that we've highlighted the power of strategic thinking, below are five tips you can start today to implement strategic thinking in your business:

Define Your Vision: Start by clarifying your long-term vision for your business. Where do you see it in five or ten years?
SWOT Analysis: Conduct a SWOT analysis to identify your strengths, weaknesses, opportunities, and threats to provide valuable insights.
Set SMART Goals: Ensure your goals are Specific, Measurable, Achievable, Relevant, and Time-bound.
Create a Roadmap: Develop a strategic plan outlining the steps to achieve your goals.
Regularly Review and Adapt: Monitor market trends and adjust your strategies accordingly. Don't be afraid to pivot if necessary.

Strategic thinking is not a luxury; it's necessary for any business that aspires to succeed in today's competitive landscape. By embracing and implementing this mindset effectively, you can unlock new opportunities, navigate challenges, and transform your business.

So, isn't it time you began your strategic thinking journey? Your business's future might depend on it.

Ready to Transform Your Business with Strategic Thinking?

Download our FREE Strategic Daily Planner. Organize your goals, track progress, and harness the power of strategic thinking to propel your business forward. Don't miss out on this essential tool for success!

Get Your FREE Planner Now!

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Your Complete Guide to Strategic Task Lists

Business, Goals and Business Planning, Strategic Thinking, Time Management

Your Complete Guide To Strategic Task Lists

Here’s the honest truth for entrepreneurs - your task list will NEVER be complete. There will always be more to do! So how can you manage everything without tasks or projects slipping through the cracks? Use strategic task lists.

Why You Should Use a Strategic Task List

A strategic task list is a list of tasks that can help you achieve your goals. It is a tool that can help you stay organized and focused on what you need to accomplish. It can be used for a variety of purposes and is one of the strongest time-management tools you can have in your arsenal.

Strategic Planning:

Use the list to organize your thoughts and plan out your agenda for the day or week with each item representing an action or project you want to complete.

Goal Setting:

The tasks on the list are those things that support your goals, making it easier to remember what needs to be accomplished in order to reach them.

Resource Management:

This type of task list is often used by people who need reminders about what’s happening at work so they know which meetings they need to attend, identify gaps, and maximize capacity.

Change Your Strategy by Having a Strategic Task List

If you have a task list, you are more likely to complete it within time limits which will lead you to accomplish your goals faster.

With a written strategic task list, you are less likely to be derailed or distracted by small tasks that may not seem urgent but actually are urgent. Being able to identify what needs immediate attention is important for an organization’s success.

When there is clarity about what needs to be accomplished time gaps are eliminated and you achieve maximum productivity levels.

Create the Perfect Strategic Task List

Creating the perfect strategic task is easier than you might think. Following these simple steps will ensure that your task list is effective:

First, do a brain dump! Using a pen and paper, set a timer for 15 minutes. Write down EVERYTHING that you need to do - business and personal. Do not assign deadlines, edit or prioritize yet. When the timer goes off, try to go for another 5 minutes.

Next, prioritize the tasks using the time management matrix:

Urgent + Important: Must do tasks with a clear deadline such as paying taxes, paying bills, completing work on a deadline. If this isn’t done - there is a clear consequence!

Urgent + NOT Important: Time-sensitive tasks that should get done such as replying to your emails, client communication, working with your team. This is an excellent area to automate and systemize.

NOT Urgent + NOT Important: These are tricky tasks because these are the ‘should do’ tasks we say yes to without determining if they really help us reach our goals. Learn to say NO to these tasks. Outsource to another to handle this area.

NOT Urgent + IMPORTANT: This is where you want to play! Focus your time and energy on important revenue-generating tasks such as marketing, sales, or developing new revenue streams.
Many of the tasks should be based on your goals. I find it helpful to keep a printed copy of my goals on my desk, usually in my day planner, for quick reference.

Finally, check your daily task list at night and prioritize the remaining tasks based on what you should be working on first. Create a fresh list every morning pulling forward the unfinished tasks from the day before.

It is important for any organization to have a strategic task list. Whether your company has 1 employee or 100 employees, using strategic lists will help them understand the steps needed to reach the end goal and thus, provide stability and consistency in your strategy.

To help you get started with your strategic goal planning, grab this FREE Goal Planner:

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Are You Realistic About Your Goals?

Business, Goals and Business Planning, Strategic Thinking

Are Your Realistic About Your Goals?

People often struggle in both life and business with the process of goal-setting—more than likely, you’ve read a lot about creating SMART goals. SMART is an acronym for: specific, measurable, attainable, realistic, and timely. SMART goals give direction and focus to your efforts. If your goal is without focus, or if you are unable to tell if it's working, odds are you'll be wasting time.

Let's Be Clear

If there’s one thing that keeps people stuck, it’s a lack of clarity.

You know you want to quit your soul-sucking day job in favor of the freedom of self-employment, but you aren’t clear on the steps to take. You want to take an exotic vacation, but you aren’t sure where to go—or how to make it happen. You want to grow your business but aren’t even sure what that means.

The truth is, with ambiguous “goals” such as these, in five or ten years, you’ll still be right where you’re at today. But with a little clarity, you can achieve any goal you can conceive. The first step is simple, visualize what you want.

Start With A Vision

A vision board is a planning tool that allows you to unleash your creativity and daydream in a tangible format. Vision boards can serve to keep you inspired when boredom strikes and remind you of why you’re working so hard when all you want to do is take a nap. Best of all, creating a vision board is easy—and fun!

Start by collecting images that represent your biggest goals. Gather pictures from magazines, photos from a favorite vacation, ads of products you want to have. I had a postcard from the New Yorker hotel I used to keep pinned on a board above my desk. I looked at it every day and knew I would be there one day. Four months later, I accepted a position at a start-up company in New York City!

Use images, graphics, photos that express what you want. Dollar signs, or a specific figure, to represent your desired bank account balance. Phrases and quotes that inspire you. Add it all to your new vision board.

Your vision board is a living document. Your dreams and goals will change. Some you will achieve and remove from your board to make room for bigger and better dreams. Some you will decide no longer matter, and you’ll trade them for some others. It’s your vision, and it’s entirely up to you what dreams you choose to follow.

Keep your vision board within sight; you’ll be better able to focus on the steps necessary to reach your goals. I keep mine hanging on my wall directly opposite my bed. It’s the first thing I see in the morning and the last thing I see before going to sleep.

Now, Create Your Goals

Using your vision board as your roadmap, create three SMART business goals and at least two SMART personal development goals. Quantitate each goal and include a deadline date. Write your goals out and keep them visible. If this is not feasible, make sure they are easily accessible.

Keep It Real

It’s fun to fantasize about becoming a millionaire or making a high six-figure salary while sitting on the beach. The problem with this is that it’s just not that realistic. It’s not to say that no one has ever done it, but more than likely, they already had tons of resources like money and contacts that allowed them to delegate while they were lying on the beach.

When you come up with a figure or a measure for your goal to track, you want the number to be realistic and not just pulled out of thin air.

To be accurate and realistic about how much you can earn, you need to figure out the order of operations at your business. How many hours will you have available for clients, and how many hours will be set aside for business administration? A typical 40-hour workweek will probably give you four or five hours billable in a day, and the rest of the time, you’ll need to work on marketing and other aspects of your business. If your billable rate is $40 an hour, that will provide a gross income of $1,000/week. Reduce that by business expenses and personal draw to reach your net income. Will that be enough to sustain and grow your business?

Perhaps you can find other ways to increase your billable hours, such as outsourcing or hiring full-time employees. The main thing is that you should not leave these numbers to chance. Design your entire day and determine what is realistic for your goals in each case. Don’t just pull a number out of the air. Think about the number and how it can happen or not happen before you put it in writing.

Personally Speaking

Use the same process for your personal development goals. Think about what skills you want to improve; how long will it take to develop? Are there classes you can take? A good freelance education source is Freelance University. You can find any skill development course in their extensive library. Now, create a SMART goal. For example, perhaps you want to become more efficient with Excel to maintain your financial plan or even automate some of your tasks. You could write, “By March 1 (or any date you choose), take an Excel course to increase efficiency with some of my business administration tasks.”

Review Your Goals

Now that you’ve taken the time to create some fantastic goals set up a schedule to evaluate your goals. I suggest reviewing your goals quarterly at a minimum. Assess where you are, is the goal progressing as anticipated; are you on track to complete as stated? Make any necessary alterations and note why the changes are required.

Planning and working towards your goals should not be a source of stress if you remember to think about what you want and how you will get there. This step helps clarify expectations and ensures that the goal is SMART and worthwhile.

To help you get started with your strategic goal planning, grab this FREE Goal Planner:

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Outsourcing: The Key to Success

Accountants, Accounting Firms, Bookkeeping, Business, Goals and Business Planning, Real Estate Agents, Sales and Marketing, Social Media, Strategic Thinking, Time Management, Virtual Assistant News, Working From Home

Outsourcing: The Key to Success

Think back to when you first set out to build your accounting business. Do you remember what your “wants” were? For most, whether building a small business or becoming an entrepreneur, the first need, or “want,” was to have a successful business that provided the income you needed without overtaking your life. Working in the Corporate world was sucking your life away. Sure, you had an awesome career, maybe an excellent salary and title, but at what cost? You were missing out on the joy of life for long commutes and long hours. So you decided to take matters into your own hands.

Fast forward – six months? One year? Five years? Are you enjoying your business success and living that full and rich life, both professionally and personally? If you are, Congratulations! But I’d be willing to bet you are still overworked. So how do you build that successful business and get everything you want? The key is outsourcing.

My Story

My story is very similar to many independent contractors. I was in the Corporate world, living the dream. I had an excellent, well-established career, a fantastic salary and benefits, and a commute from hell. But I loved my job. Then my company had a corporation-wide restructuring, and I found myself without a job. Trying to land another job in an unstable and volatile employment outlook proved futile and frustrating, so I stopped looking and decided to build my own business. My first thought was, “what do I want to be when I grow up.” After careful deliberation, I knew what would make me happiest would be helping others. I thrived when I was employed as a secretary, an administrative assistant, and even an assistant manager. I was at my best in these positions because I was helping, I felt needed, and I knew I was making someone’s life a little bit easier.

So I did what makes sense to me, leveraged all my years of experience and skill set, and became a virtual assistant. Now I help accountants and CPAs like yourself with those annoying daily tasks, so you have the time to focus on growing that business you worked hard to build. This is the number one reason why virtual assistants exist and why we outsource our skills to you. Keep on reading to learn how outsourcing helps your business.

How Will Outsourcing Help My Business?

GROW
Outsourcing can improve your efficiency, cut costs, speed up product creation, and give you time to focus on the important planning and directing that a business owner must do, aside from doing the actual tasks in the business.

BOOST RESOURCES
Outsourcing adds key resources and skills to your arsenal. No need to learn how to manipulate Excel or take a coding class when you can hire someone to do it when you need it.

SAVE MONEY
Outsourcing means you pay your independent contractor only when they are working on your tasks, and you do not pay for non-productive hours.

REMOVE BOTTLENECKS
When you start to outsource tasks in your business, you’ll notice bottlenecks start to clear up, and tasks are being completed more efficiently. Because the truth is, in most small businesses, the bottleneck is the business owner.

FREE UP YOUR TIME
As a business owner, you have a lot to do, but you don’t have to do it all. You started your business to offer your expertise and your point of difference, not spend your day on mundane and overwhelming tasks. By hiring a virtual assistant, you focus your talent on doing things that only you can do.

IMPROVE CUSTOMER CARE
The truth is, someone else can probably do some things better than you. Because of that, if you outsource to the right people for the right things, you can improve your offers, thus improving your customer satisfaction dramatically.

How Do I Outsource Successfully?

Before you start the search, define what it is you want to have done. Being clear on the parameters of your project is half the battle. Here are seven tips to help you along:

Know What You Want – Prepare a detailed job or project description highlighting the expected deliverables, timetable, and budget.
Hire More Than One – Outsourcing based on the parts of a project, such as writing, editing, and formatting, may turn out a better product. And bonus, if one gets sick, the project doesn’t come to a halt or fall back on you.
Know Your Budget – This is a very important step. You need to know the range you are able to pay for the projects you’re trying to outsource.
Do Your Research – Visit their website, check out their social media pages, read their reviews and testimonials. Remember the saying, “if it’s too good to be true, it probably is.” Always check up on anyone you plan to work with, especially if they will be associated with your business name. You would do this if you were hiring an employee, and you should do it anytime you plan to have someone work for your company, no matter the status.
Respect Their Business – Chances are, your independent contract will not be exclusive to you as they are not your employee. How many active clients they have or how they produce your deliverables is not any of your concerns. Use a non-compete statement in your contract to protect your business and clients.
Communicate Regularly and Quickly – A regular touch base is important, especially with long-term projects or retainer bases services such as office admin and management. When your virtual assistant has questions, try to respond back as quickly as possible with the answers.
Pay on Time – This is probably the top three if not the number one complaint most virtual assistants and independent contractors have. If you promise to pay them a certain amount of money for their service, pay them according to your agreement. Don’t hire people if you don’t have the funds to pay at that moment.

Outsourcing is the biggest key to your freedom. Remember that many things you need to be done can be done by someone else. You really can hire experts remotely for a lot less than you think and increase the capabilities of your business fast.

Need a virtual assistant? Schedule a call with me personally! Let's talk about your business and how I can help you.

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5 Questions to Ask When Looking for a Fresh Start

Business, Comfort Zone, Goals and Business Planning, Self Care, Strategic Thinking

5 Questions to Ask When Looking for a Fresh Start

That's it. You've had it. Life is just not going as well as you'd like. It's time for a change, a Fresh Start! Sometimes starting over and cleaning off the slate is just what the doctor ordered. I should know; I'm the Fresh Start Queen. But how do you know where to begin? How do you know if you need a fresh start or maybe just a break?

It's simple. You start by asking yourself these five questions:

1. What Do You Really Desire?

Too often, what we think is a change in our life is nothing more than a dressed-up version of the old. To avoid falling into this trap, you must look at real and actual change.

Start by asking these hard questions:

What do you want out of the change?
- Probably the most important question, so spend some time with it. Be brutally honest with yourself. Even if it's only to spend Saturday morning watching cartoons as when we were kids, you must understand exactly what you want.
How are you not getting this in your current situation?
- Remember the saying, "You can't see the forest through the trees," and dig deep here. Take off those blinders and look around.
What would you need to do to attain this?
- Create your roadmap. Write out a few SMART goals and create your plan to make this change happen.
And finally, what's one positive change you can make right now that will place you closer to this dream?
- Declare your desires as if you have already obtained them. Speak affirmatively about your needs rather than focus on what you do not have or dissatisfaction.

2. How Many Risks Are You Willing to Take?

Fresh starts will demand a commitment from you, which manifests in how much of yourself you are willing to put into the project. If you are not willing to risk a new way of life or much in the form of change, you will not have much success.

I mentioned earlier that I am the Queen of Fresh Starts. I've never been one to shy away from going after what I want. About fifteen years ago, I made a huge decision to start a new life. As the Little Rascal's song goes, "packed what I could, sold what I couldn't, stopped to fill up on my way out of town," and my next verse was "start spreading the news…" and just like that, I left my job, my family, my home and moved to New York.

I didn't know anyone in New York, but I had accepted a contract position as a network administrator and knew this was the opportunity I had been looking for my entire life. So I took the risk, and those who know me will tell you, it was the best thing I ever did for myself.

3. What is Different About the Life You're Proposing

If you are looking for a new beginning, there must be something 'new,' or you are not starting over. Instead, you are merely continuing what you've been doing all along. So, what is the thing you haven't done before?

For me, it was freefalling. I didn't have a backup plan this time because I never once thought I was making a mistake.

4. What Are You Giving Up?

A new beginning means something else is ending. So what are you leaving behind?

I was giving up the stability of my family and friends, of knowing an area so well I could make it home blindfolded. I was giving up my comfort zone.

Remember that this question doesn't imply you must abandon every aspect of your past. Sometimes we are leaving behind only a small part of our life.

5. Are You Truly Ready to Let Go of the Past?

This last question can be challenging because you might not know the answer until you have begun. Your fresh start will fail if your past baggage is weighing you down. At the very least, it helps to have a positive attitude about letting go and are willing to do the work to make this happen.

In the end, these questions will give you some idea of what to expect as you embark on this journey of letting go. After all, being prepared truly is half the battle.

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Five Fast Ways to Make Quicker and Better Decisions

Business, Goals and Business Planning, Helpful Tips, Strategic Thinking

Five Fast Ways to Make Quicker and Better Decisions

Being an efficient decision-maker can often make a difference in missed opportunities. You have to be decisive, and often you have to make quick decisions, but you want to be sure you are making the best choice. So how do you make quicker and better decisions? How do you become more accurate and effective at making decisions when it counts?

You have to be decisive. Making important decisions in less time means more power and control over your life. It also means that you will have the opportunity to gain the trust of others. Being able to make important decisions will enhance your business and personal life.

Start with making small decisions in a timely fashion to help train your brain to think through questions more quickly. You will be surprised at how quickly our brains can be conditioned. Follow these five tips to help put your decision-making process in the fast lane.

What is the Objective?

Your S.M.A.R.T. goals will play a vital part in your decision-making process. Knowing the objectives of the decision and knowing your mission will help make the decision-making process simple.

Ask Yourself: "What are we really trying to do here?"

Write it out, brainstorm, and discuss. Is it your role to solve this problem? Do you have the tools needed? It is vital that your decision, any decision, is within your mission.

Seek Out Wisdom and Knowledge

Seek out wise counsel. Really. If you are surrounded by more experienced professionals who have done what you are about to do, ask questions and inform yourself. Do needed research. Don’t let pride or proving that you have it “all under control” blind you to great resources all around you.

It Does NOT Have to be Perfect

Don’t overthink - just start. Make a plan. An imperfect, real plan. Start doing the work that is deciding and solving. Take note of the effects and response to your action. This way, you can adjust if needed.

Adjust Early...

…it’s ok to fail, but fail fast and move on.

Be humble - adjust early if needed. Don’t run the train off the track because you are unwilling to admit that you made a mistake. If your choice was wrong, own up to it in a professional way and make things right to the best of your ability. It’s better to win the fight after a change of tactics than to get knocked out by your own ego and pride.

Decision-making does not have to be tedious and stressful. An important part of the process is to know what you truly have power over, to control only what YOU can control. If it’s not your decision to make, stay out of the control room. Zero in only on what you have the ability to decide on. This means staying focused and being able to take action without becoming overwhelmed by the details.

With the right attitude, planning, and strategy, you can become a faster, more efficient, and competent decision-maker. This is a great tool for the corporate world and everyday life.

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Master Brainpower For Success

Strategic Thinking

Master Brainpower For Success

Do we take our brains for granted? Our brainpower helps us survive, make decisions, be creative, and think strategically. We can use our brains to imagine, make things up, fantasize. But the brain needs to be exercised, just like any other muscle in our body. Failing to do so can leave it soft and not functioning as it should.

We are conditioned to believe that with age comes some loss of that function. Recently I started noticing some decline. I was becoming a bit more forgetful and solving math – my favorite thing ever! – was taking longer. I had to write it down and use a calculator on equations I had previously performed in my head.

I refuse to believe that because I am getting older, my brain function will wane. Doesn’t wine improve with age? I am a hobbyist winemaker, and I have a Cabernet Sauvignon that I bottled in 2013. I found it lacking, but I had friends who enjoyed it, so I gave most away. I came across a few dusty bottles not too long ago and thought I would give it another try. I was quite surprised by the change. The wine has aged for seven years, and it now has a smoothness to it, and I enjoyed it very much.

I decided I needed to be more proactive to guard my brain and incorporate lifestyle changes that will improve brain function, and increase my brainpower.

Exercise

Simple fact, exercise boosts brainpower. Just look at the way Jack LaLanne lived his life. He exercised every day. He even worked out the day before he died, at 96! His very healthy lifestyle of diet and exercise was not for his physical appearance, although he did look fantastic, but for his mind. He believed that man’s biggest impression “…will not be the strength of his muscles, but the strength of his mind.”

If you lead a sedentary lifestyle, are a couch potato, you will age. Those who exercise will outperform couch potatoes in cognitive tests as well as tasks. If you want to improve your thinking skills, be more focused, you need to move your body.

Sleep

Making sure you get enough sleep is one of the best things you can do for your brain (and your general health); however, that's not saying you must go to bed at 10:00 pm and wake up at 6:00 am.

Some people are naturally more productive in the morning, do their best before noon. They usually find themselves sleepy in the evening and rise early. On the flip side, we have the night owls. Most productive in the afternoon, they usually stay up until the wee hours of the morning and are late risers.

Experts suggest 7-9 hours of sleep in a cool, dark, and quiet room no matter what category you fall in. Try to avoid light from computers or televisions close to bedtime, and use room darkening curtains to keep disturbing lights out.

Pay Attention

Be aware of the moment, of your surroundings, and stop multitasking. The brain cannot multitask. It focuses on concepts one at a time, one after the other. So, while you think you are multitasking and being productive, you’re really not.

Think about this, have you ever been working on an important project, and someone asks you to look something up for them, and then the phone rings, and you answer it. Later that day, your colleague asked if you found the information they asked about, and you quickly apologize; perhaps you even laugh it off with a funny comment about your memory. And what about the phone call? Do you remember who it was? What did they need? Or what message did they leave and for whom?

Our brains are just not equipped for multitasking. We only retain a few things at any given time in our short-term memory; therefore, multitasking, in reality, works against you, making you less efficient and effective. Using the Pomodoro technique or hiring a virtual assistant are some ways you can manage your daily tasks and projects.

More Exercise

Brain exercise is just as important as physical exercise. Our days are full of repeated tasks, functions we can do with our eyes closed – on autopilot. But if you stop using it, you will lose it. Nothing is quite so good for your brain as engaging it and challenging it with new information. Take a class, learn another language. Do something new.

Regularly challenge your brain with crossword puzzles or Sudoku. There are many apps out there filled with all kinds of mental challenges designed to enhance your memory. So, why not play a game that gives a real positive boost to your brainpower?

Losing cognition skills doesn’t have to be inevitable. Like wine, your brain can improve with age. Jack LaLanne once said, “People don’t die of old age, they die of inactivity.” The same goes for that magnificent supercomputer residing in your head! In fact, by making some simple life changes now, you can help your brain to stay healthy and focused, regardless of your age.

For reference and further reading:

Brain Rules, John Medina

https://health.clevelandclinic.org/science-clear-multitasking-doesnt-work/

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