When you’re a small business owner, maximizing your work time is key to the profitability of your company. So it’s important to create a productive work environment where you experience minimal distractions and can focus on running your business. Use the following strategies to get more out of your day so you can increase your productivity and your profits:
1. Create a dedicated workspace – If you find that your “office” moves from your living room to your bedroom, to your kitchen table or elsewhere, I guarantee that you aren’t nearly as productive as you could be. You are running a business, not pursuing a hobby! Your business deserves its own dedicated space where you show up for work each day. Regardless of how large or small your home is, you can carve out space for your own office. A corner, a nook, even a closet can be used to create a highly functional office space where you can run a profitable enterprise. Retailers like IKEA and The Container Store have numerous resources to assist you with this.
2. Clear the clutter – Some of us are more organized than others for sure, but there is not a single small business around who wouldn’t be more focused, productive and profitable if they got rid of their clutter. Do you have old pens, mail, folders or other materials piled up in your workspace? Whether you realize it or not, having clutter in your space is a huge distraction for you. It’s been proven that:
- Clutter causes you to feel overwhelmed or depressed
- Clutter robs you of energy
- Clutter steals 50% of your storage space
- Clutter makes running your business harder – You have to look longer and dig deeper to find what you’re looking for
- Clutter makes it hard to think straight
Get rid of your clutter and you will instantly boost your productivity!
3. Eliminate all your notifications – Unfortunately, because of our technology-focused society we are often inundated by notifications and so-called “helpful” reminders. However, when you are focused on your client work and business operations during the day, you don’t need to notified of every little thing. Make it a habit to turn the ringer on your cell phone OFF. Turn the ringer on your home phone or business phone OFF. (You can schedule times to check your phone(s) during the day). Also, let friends and family members know what your work scheduled is and that you are NOT available to talk during those hours. Finally, turn your email notifications OFF. Your time during the day is much better spent working on various projects and being notified each time you receive an email is a costly distraction that you don’t need.
4. Stay OUT of your email Inbox – Email is one of the greatest productivity killers around. It’s a fabulous communication tool, and critical to the functionality of your business, however, it also has the potential to be a HUGE time waster if you aren’t careful. I recommend dedicated two blocks of time per day to process your email. Otherwise, you’ll find that you won’t get any real work done during the day because you spent all your time answering emails! Also, train your clients to communicate with you via a project management system such as Basecamp or Central Desktop. These systems will track all correspondence in a neat, organized fashion so you don’t have to keep a backlog of emails but can still keep track of conversations around projects and tasks.
5. Choose the right workstation – Think about the functions that you’ll be doing at your desk. Analyze what you do in a day, and make sure that your desk or workstation suits your needs. Do you have lots of cords between your computer and other equipment? Then you want to have a desk with built-in cable management and an adjustable keyboard drawer. Are you a person who likes to spread out while you work? You’ll want a desk with lots of flat space so that you can work comfortably.
By implementing these strategies, you can create a workspace that maximizes the time you spend on your projects and stay focused on the task at hand. Schedule time now to makeover your workspace by selecting one area to work from, cleaning out clutter, eliminate notifications, manage the time spent on email and choosing the right workspace. You’ll see the benefits pay off in no time!
Want to learn more about increasing your productivity and profits? Check out my FREE, on-demand webinar, “How to Structure Your Business for Maximum Profits and Productivity” at http://sydnicraighart.wpengine.com/profitable-structure/.
Elizabeth says
Great post Syndi. Interesting in that I have just this last week or so:
a) created a new dedicated work space
b) done some serious decluttering
c) don’t get notifications, so that’s good
d) but I DO check my emails constantly and must admit I find it distracting. So I’m going to try scheduling time for that and see if my productivity improves.
So thanks for the tip!
Elizabeth
Darren Sanford says
Great post! Very valuable tips. Thanks for sharing.
Sydni Craig-Hart says
You’re most welcome Darren! Thanks for stopping by to post a comment. 🙂
Nika says
Awesome tips, Sydni! The time you invest in making over your workspace will come back to you 100-fold. (Getting notifications has always been my downfall – thanks for the reminder to turn those off!)
Sydni Craig-Hart says
Thanks Nika! We’ve become conditioned these days to feel like we have to be instantly accessible and give an immediate response to any inquiry that arises. Such is not the case. I find that I work so much more efficiently when I ignore my notifications until the designated time I have to deal with them. That way I’m able to give my full attention to the client or project in front of me and do my best work. I’m glad to know you appreciate this philosophy too! 🙂
Brenda Stanton says
Sydni, what an effective, practical artice on how-to set up your space for more success. I heard somewhere that the best business development tool is to clean your office – and I’ve found that to be true. When I have some space in my practice to take on more clients, I simply get out my handy label maker make a couple labels for “new client” and make space in my filing cabinet for what’s to come. I love how you gave us the tips like this in such an easy to follow format. As always, you deliver the goods!
Sydni Craig-Hart says
Thanks for the comment Brenda! I love what you shared that “the best business development tool is to clean your office.” I haven’t heard that before, but it does make a LOT of sense. I always think more clearly and find that I do my BEST work when my workspace is comfortable and organized.
I have a similar system when I have the space to bring on a new client…I go out and purchase a welcome gift for them, get it gift wrapped and excitedly anticipate them showing up. It works every time! 🙂
Jackie says
I agree with email being a big time waster, but somehow that’s what I start my day with. Perhaps I feel accomplished after answering email. Not sure why. I will block out time during the day for email and see how it goes. Thanks for the advice.
Sydni Craig-Hart says
Thanks for stopping by and sharing your thoughts Jackie! That was a habit I had to break as well. And to be honest, I still struggle with it. But on the days that I start my day with a marketing or client project, I ALWAYS get more done. Thus, checking email first thing in the morning is simply a habit that needs to be broken. 🙂 Please stop back by in a week or so and let me know how you’re doing with this.
Warm regards,
Sydni
Jennifer Bourn says
I love that you said “stay out of your inbox” – My inbox is the most distracting thing in my day… Constantly new requests are coming in and people need help. The day I stopped leaving outlook open all the time and got rid of all distractions for focused time was the day I started working less each day but completing the same amount of work!
Jennifer Bourn, Bourn Creative
Gina says
Great tips Sydni! I agree – environment plays a huge role in productivity. The day I discovered the “do not disturb” status on Skype was no-word-of-a-lie game changing.
I really resonate with Brenda’s comment… I also create new client folders to make space for what’s to come too …
Gina
Hannah says
Your article really hit me on the spot and it is really what I need to implement for me and my wife.
Sydni Craig-Hart says
Glad to hear it Hannah! As you work to increase your productivity each day, please keep me posted on your progress.
Warm regard,s
Sydni
Andrea Costantine says
Great post, I always love learning more about being productive. I have to admit, I struggle with #4 Email. This has been my biggest productivity challenge to date. I love the idea of using one of those tools to track all correspondence and simplify it. I do need to work on this. To add something to this, I’d also say to designate certain days of the week or times during your day for specific work. For example Monday & Wednesday’s are client project days and Tuesday’s & Thursday’s are marketing days. My Friday I keep flexible to wrap up what’s needed for that week.
Amy Kinnaird says
Oh Sydni, you have hit a sore spot with me! My biggest issue is my workstation. Wrong size, not enough work space or file space. I keep threatening to replace it. Maybe this will inspire me to do it.
I can attest that once I clear the clutter from my work space that I am uncluttering my mind as well. I should institute that “clean desk policy” we had in the corporate world each night!
arlene says
Thanks for the tips. Looks like they worked for you…
Sydni Craig-Hart says
You’re welcome Arlene! Thanks for stopping by to say hello.
Amanda says
Great post. I completely agree that to be proactive in your work, you should be an organized person and eliminate all clutter around you, this will let you find things easily and you will be more focus on your work. There are lot of decluttering tips that can be apply in your office.
Sydni Craig-Hart says
Thanks Amanda! Your feedback means a lot considering you specialize in offering de-clutter advice! 🙂 I will check out your website. Thanks for stopping by. 🙂
Kristi LeGue says
Sydni, this information is a life saver! I cannot tell you how much I struggled with all this over the seven years I owned my practice. Unfortunately for me, I did not have your blog to help me along the way back then. These are all things I wrestled with for years. Just when I was getting ready to sell my practice, things really started to fall into place.
To anyone reading this post, this is a wealth of information. Take her advice! You will definitely see your productivity shift for the better…