Productivity Plan benefits
What are the benefits of a productivity plan for a business?
Hopefully you will make a New Year’s resolution which includes building a business plan and in it, your personal and business goals. You will also do a budget to make sure you can afford to execute what is in your plans. Hopefully you are rested and as they say, “all dressed up and ready to go.” You are also saying “Bring it on.” My question is therefore, you know WHAT you want to do but HOW are you going to do it?
Chances are you have a list of projects and tasks you want and need to do. It probably does not include answering phones, sending and receiving emails, reading articles and newsletters, attending conferences, staying on top of compliance items that affect your industry but numerous day to day activities that lead most entrepreneurs at the end of the day to say “Where did the day go?” That’s the point of a Productivity plan.
A Productivity plan is an attempt to put some system into each day, week and month. Whether you are the President of the United States or the unemployed person looking for a job, we all have exactly the same amount of time in a day. While we may not always be able to control who we spend our day with, we can control how we spend it. For example, do you know how much time each day you spend on email? Do you respond to each email as it arrives? If so, you are not being productive. An email is a non urgent means of communication. If it was urgent you would be using a cell or telephone.
The goal of a Productivity plan is to plan and manage your day, first, so you enjoy it and second, so you get the important tasks done while the less important tasks wait. Closing down your email after all the messages are read and answered in the morning and then again in the afternoon allows you to be more productive…which is what a Productivity plan is all about.
As a business owner you have been taught to mainly work in months as this coincides with a financial period and allows you to close and then open a new set of financial statements with your book-keeper or financial analyst so you can review the success or shortcomings in preparation for the next month.
What other areas can you address to remain as productive as possible? The starting point is to make a plan at the end of each day for the following day and roll it up at the end of the week. Deciding what tasks you need to do in your business vary greatly from one person to the next as we all work from personal habits. This is because not only are we in different businesses but also because we are in different industries and just as importantly, at different stages of a life cycle of our business.
If you want some help with what productivity tasks to accept, look at your normal work habits and decide how they can be improved, the tasks that must get done that slows down others, and even consider what you avoid doing or spend too much time procrastinating over. This is where you can improve your productivity.
The best option is to either write your plan in a word processing document or a spreadsheet. Making a written record and spending the time to define what needs to be done is the first step towards success. Another important task is to make sure you allocate a priority – A for urgent, B for needs completing within a reasonable time and finally C for non urgent.
Finally, a Productivity plan is not about measuring results. A Productivity plan is about defining AND agreeing what needs to be done with what urgency. Measuring the results of your Productivity plan is important as it is by doing this we can see if we are moving forward and get a positive sense of accomplishment.
Check out my You Tube channel with over 35 short videos if you would like information about selling or buying a business – http://www.youtube.com/user/andrewrogersonsac