100+ Tips To Maximize Your Time

Task management

1. Label all of your required tasks between A, B, C or D tasks in terms of value

(revenue, growth and getting you closer to your business vision). Make it a goal
to fulfill 2 A tasks daily or 5 A tasks weekly. Delegate, Delete, Defer, or design out
all of your D tasks.

2. Set a few hours a week to focus only on the highest value tasks in your
organization (type A tasks).

3. Complete all of your highest value tasks (A, B, C tasks) by 10:30am daily.

4. Before you do your high value tasks for the day, consider how you can scale
them up to have a greater and more valuable impact.

5. Set 20 minutes every day to plan your day.

6. Set 1-2 hours per week to plan your week.

7. Fulfill all your tasks in terms of their operational components - (I.e.: make all calls
at once, write all information at once, do all research at once, respond to all
emails at once, etc.).

8. Avoid multitasking, it wastes time.

9. Fulfill all of your tasks days before they are due or become urgent. Live in the
important quadrant, and avoid the urgent quadrant (7 Habits of Highly Effective
People).

10. Consider 3 - 4 alternative ways of accomplishing tasks before you do them. You
will find that there are many more ways to accomplish the same goal (some are
more effective and efficient than others).

Review and evaluation

11. Spend 10 - 30 minutes every day, 30 - 1 hour every week, 1 - 2 hours a month,
and 3 - 4 hours a quarter, to review what went well, what did not go well and
what you will do better.

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 Websites

12. On various website log in pages, check the box to keep you signed in, if offered
on websites you frequent.

13. Use three passwords on all your sites - one for unimportant, important and
financial.

Web browsing

14. Use Google Chrome for faster browsing.

15. Have your web browser automatically set to your e-mail client.

16. Set your browser to save your passwords.

17. When pasting items in the search area, use the paste and go or paste and
search option (Google Chrome) to save you a step.

18. Bookmark all of you usual pages on the browser bookmark title bar.

19. When surfing or researching, bookmark pages to read them later.

Computer work

20. Use keyboard shortcuts to eliminate keyboard/mouse back and forth interaction.
For a list of keyboard shortcuts click here.

21. Set your computer to automatically activate your browser upon turning on the
computer.

22. Put your computer to sleep rather than shutting down altogether.

23. Set your computer to automatically start routine programs when you start
computer, or log on (Windows task scheduler).

24. Set your computer to automatically wake up (from sleep mode) at a set time
when you begin working (Windows task scheduler).

25. Save your most used folder as an icon or toolbar for quick access.

26. Utilize the speech recognition function to control the computer via voice.

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 E-mail

27. Do not check email in the morning.

28. Check and respond to e-mail only once or twice a day.

29. Set an auto responder to everyone that you only check e-mail once or twice
daily (for emergencies to call).

Phone calls

30. Use voice dialing on your cell phone.

31. Set up speed dialing on you cell phone.

32. Have all calls forwarded to Google voice to be transcribed as an e-mail.

33. Respond to all calls via e-mail or text.

Appointments

34. Use an electronic appointment service (Genbook or Tungleme) to your meeting

partners to schedule their own meetings with you.

35. Put the electronic appointment service (Genbook or Tungleme) on your website
for customers to make their own appointments with you.

36. Set up all professional personal meetings as a 1/2 hour conference call.

37. Send the agenda and all work a few days before hand to save time at the
meeting.

38. Hire a virtual assistant or receptionist to answer your calls.

39. Have the virtual assistant schedule and confirm your appointments.

Writing

40. Set up templates for writing you repeatedly do.

41. Cut and paste repeated phrases, rather than writing them again.

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42. Write straight through and then only edit after you are finished.

43. Only correct your grammar and spelling when you are finished writing.

Reading

44. Instead of buying the book, buy the audio or MP3 and listen in the car or as
background while you work.

45. Buy the kindle or PDF version and read it on your mobile phone while you wait at
different places.

Social Media

46. Use a service that allows you to update multiple sites, blogs, etc. via one post
(Ping, Meebo, etc.).

47. Use a service to receive updates on all of your sites in one place (Nutshell mail,
Pageonce, etc.).

48. Use a service to track searches that you are doing on different social media sites
(Monitter, etc.).

49. Save a share function on your bookmark bar on your browser to share ideas as
you come across them on the web.

50. Use the share function on articles or posts that come your way.

51. Add a share function (tweet it, share, etc.) to all of your blog posts, updates etc.
so that others can share it for you.

Outsourcing

52. Hire professional organizations or individuals to handle tasks you are mediocre at
or are low value tasks (bookkeeping, payroll, taxes, marketing, sales,
administration, HR processing, etc.).

53. Hire a virtual assistant to handle all of your business administrative tasks.

54. Hire a call center to handle all your customer service issues.

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55. Provide outsource company with a spending limit to utilize in case of need.

Mobile

56. Utilize Dropbox to access all of you documents remotely.

57. Utilize a service to remotely access your work computer at home to cut
commuting time (GoToMy PC, LogMeIn, etc.).

58. Get all email sent to your mobile phone (remember only check twice a day).

59. Use Google Voice to transcribe all of your voice messages as text.

60. Use a recording application to jot your ideas on the go. E-mail it to your virtual
assistant to transcribe for you.

61. Utilize a program to text a group at one time (Tatango).

Marketing

62. Hold webcast workshops instead of live workshops (Use GoToMeeting, DimDim,
etc.). Record them for future use.

63. Use direct e-mail instead of direct mail.

64. Rent direct e-mail lists from a reputable firm or your local newspaper (infousa,
etc.).

65. Set up auto responders for e-mail campaigns to go out automatically when
someone signs up for your newsletter.

66. Add Google Analytic tracking tags to all of your internet marketing efforts.

Sales

67. Hire an external commission based sales force.

68. Use a CRM (customer relations management system) for managing your sales
data.

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 Customer Service

69. Set up a FAQ (frequently asked questions list) for customers to reduce call in
time.

70. Set up a discussion forum for your customers to help one another.

71. Set up a members area on your website for customers, in order to submit
information, documents, etc. to them online.

72. Set up a web based project collaboration service in order to submit information,
documents, etc. to them online (Huddle, Comindwork, Basecamp, etc.) .

Human Resources

73. Delegate all tasks to your team at one time during week (major tasks) and one
time during the day (minor, emergency, etc. tasks) - preferably in the morning.

74. Set up detailed checklists for staff members to fulfill and sign off on to minimize
your review time.

75. Create recorded (video, audio, etc.) tutorials for your staff to reduce training
time (If using computer use Jing or Camtasia to record the screen actions).

76. Put together a training manual with cheat sheets for your employees to refer to
for questions after their initial training.

77. Set up a discussion board or internal social media tool for staff members to
communicate.

78. Utilize special project teams in order to accomplish tasks quicker and better.

79. Utilize an intranet site (Google Docs, Zoho Docs, etc.) or Dropbox to allow all of
your staff access to your main business information.

80. Set up emergency protocols so that staff will know exactly what needs to be
done in case of emergencies.

81. Set up purchasing limits, credit cards, and expense accounts for staff members
to order supplies for the needs of the business.

82. Outsource all of your HR functions to an HR fulfillment company or payroll

company.

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 Operations

83. Set up templates for work that you will repeat in the future.

84. Set up forms for information you will gather again in the future.

85. Document all new projects in order to have a repeatable system that can be
used over and over.

86. Hire a live or automated virtual receptionist to handle all of your calls and
administrative needs.

87. Utilize a service to see all of your online accounts in one place (I.e.: Pageonce,
Mint.com, etc.).

88. Send all of your documents to a document scanning and organization service
(Officedrop, Shoeboxed, etc.).

89. Set up warranty services for all of your equipment so in case of breakdown, it
can be fixed with one call.

90. Link and sync as many of your business applications and software together
(Quickbooks, CRM, Email client, Office, etc.).

91. Utilize a central business operating system for all of your organizational functions
(Zoho business, Google apps, etc.).

92. Use auto responders to send information and documents to your customers at
different intervals.

Financial

93. Set up recurring invoices for recurring billing of clients.

94. Set up auto reminders (5, 10, 15) days for collection purposes (Zoho invoice,
Freshbooks, etc.).

95. Send an electronic invoice and electronic payment option (paypal, google,
etc.) on the email.

96. Set up direct debit auto payments for recurring clients.

97. Set up auto-payment of bills from your bank or credit card company (do not let
your vendors directly debit from your account).
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98. Set up a monthly auto transfer of money from your deposit account to other
accounts (I.e.: Expense, reserve, maintenance, etc.).

99. Set up auto transfer of bank information to your bookkeeping software or service
(Mint.com, Outright, Expensify, etc.).

100. Set up quarterly auto generated financial reports from your bookkeeping
software or service.

101. Set up notifications for necessary information from your bank account
(I.e.: getting close to a low limit, overdrawn accounts, etc.).

102. Send all of your receipts and business cards to a document scanning
service (Shoeboxed).

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