Prioritizing your Workday

It's Monday morning when you walk into the office. There are papers scattered about your desk, a full trash can, and about 70 emails in your inbox. You left in a hurry on Friday and now it's time to clean up the mess. It's hard to concentrate because on the way to work, you made out a mental to-do list and it was not a short one. As you start to straighten your office, the phone begins to ring and two co-workers stop by to chat. You glance at the clock: 9:15. Where in the world did that first hour go? Panic starts to grip your chest because you feel the day slipping away already and you had planned to be a superstar this morning and take care of half the things on your to-do list before 10am. Suddenly you can't seem to do anything because you are thinking about everything.

Sound Familiar?

Prioritizing your workload can be one of the most beneficial disciplines that lead to an effective day. I've gathered some tips on how you can do just that.

1. Gather all materials for work in one place.
It's difficult to get your projects done if you have stuff in piles between your house and office.
2. Create a list of three categories: Must-do, Should-do, and Nice-to-do.
3. Consider the consequences of certain tasks being held off until another day.
Obviously if one thing on your list is to complete a project for your co-worker who has a presentation that afternoon- putting this project off would put their job in jeopardy... and yours!
4. Use daily, weekly, and monthly calendars
5. Determine the amount of time to be spent on each task and try to stick to it!
6. Focus on one thing at a time.
7. Minimize interruptions.
For example, set three times a day that you check email, and don't sneak peaks in between.
8. Keep your list small- you can only do so much. After you've accomplished several tasks, you can always add more on.
9. Have a scratch pad nearby for any to-do items that threaten to disrupt your flow.
10. Re-prioritize as demands change.
If your boss comes in your office and tells you about an urgent conference call that needs to be scheduled, then obviously, that would trump your to-do list.

Take a few minutes Monday morning and establish your lists. You'll be amazed at just how efficient you can be. Remember to give yourself those time limits because the old saying goes "the project stretches to fit the time." Plus...checking tasks off on a to-do list is a whole lot of fun.

Good luck!

Does your Marketing Piece look like POO?

On my way to work, I've noticed a sign that is planted in the median on a 4 lane highway. It's a small white sign approximately 11x17 with a wooden post. I was intrigued by the fact that it caught my attention nearly every day even though it was so small.

That's pretty good marketing, putting a sign in the median like that, I thought. What made the sign more interesting is that it said "POO ROOFING" in large block letters. "POO??" I kept wondering why anyone would call their contracting service by the name of "POO."

Late last week, I was stopped in the turn lane, waiting for traffic and I was able to get a better look at the tiny roofing sign. It actually said "PDQ ROOFING." I had to chuckle to myself because I had been wondering for months why anyone in their right mind would title their business after fecal matter.

Where is this story going you ask? Well this interesting little sign made me think about how quick we are to slap something on a sign and stick it out for the world to see when we we're in the business of finding more business. The general thought is, "something is better than nothing." But I'm here to remind you that the wrong "something" can lead to a whole lot more "nothing."

I challenge you, and my own company, to take a second look at your marketing pieces. Review each piece with the intended audience in mind, how the audience will interact with the piece, and under what conditions the piece will be viewed. And instead of being satisfied with "it's fine," instead ask yourself, what could be done to make this marketing piece the best that it can be?

It could make the difference between PROFITS and POO.

I Hate Limbo

It was 1992 and the place to be on Tuesday nights was Fries Roller Skating Rink in Concord, NC. Of course I showed up, it was the only place any respectable 10 year old would be on Skate Night in Cabarrus County. Laced up in my white leather skates complete with hot pink wheels (a birthday gift from my dad), I would participate in "All-Skate," "Couples Skate," "Wipe Out" and yes...even "Limbo." I always hated Limbo. How attractive is it to ride on sakes in front of all your peers putting your face to the smelly wood floor and fall on your butt? I hated Limbo in 1992 and I hate Limbo now.

The kind of Limbo that I dislike today is the Price Wars Limbo- "How low can you go?" In a fight to tighten up spending and retain profits, businesses are doing some pretty crazy things. The craziest I've heard lately is something called "Reverse Auction." A businessman calls his vendors and tells him he will job out his materials to the lowest bidder. Whichever vendor can come in the lowest gets the "prize." How humiliating and non-cost effective is that strategy? Moreover, this strategy undoubtedly yields a dissatisfied customer.

What are your options when you find yourself in the middle of a pricing war? One option is to be the lowest bidder - but let's go ahead and scratch that option since we all know that being the lowest is 100% headache and 0% profit. The next option is to pass on the bid and the third option is to sit down and have a talk with your customer. Since passing on the bid will not increase your profits, let's examine the later.

In a recent article entitled "It's Crazy Out Here!" in Quick Printing Magazine, David Fellman encourages small business owners to first find out WHY the customer wants to find the lowest bid-- Is it because of your performance? If the customer admits that your performance has been great, then you have leverage for a convincing conversation.

Fellman writes, "If that's the case, (good performance) let's do something that could result in a 'win-win' instead of a 'lose-lose'. Obviously I stand to lose your business if it comes down to bidding for the lowest price, but you could lose, too, if a cheaper vendor can't deliver the same level of satisfaction...Let's look at everything- how it's used, how it works, the quantities you order...let's see if we can find some cost savings or performance enhancement in all of that."

By engaging your customer in a problem-solving dialog, you establish that you are willing to get dirty to make their business more viable. Most importantly, this dialog will lead you to discover new ways to meet client needs.

Remind your customers that they face a giant risk in switching vendors- especially when looking for the lowest bidder. Make them feel safe and secure by offering them the service they are used to with an added savings on the side.