In this article, we’ll explore some practical strategies you can use to stay organised and efficient, helping you keep your business moving in the right direction.

1. Streamline your processes

Efficiency is key when resources are limited. Take some time to review your workflows and identify any redundant tasks or bottlenecks in your processes. By streamlining you can save time and also reduce costs.

Start by mapping out your existing processes and workflows. Identify tasks that are repetitive or time-consuming and work out whether they add value. Consider implementing automation tools or software that can handle some of the workload, freeing up your time to focus on more strategic tasks.

Some examples are: 

• Automating your invoicing and payment processes: This can reduce the time spent on admin and help you maintain a steady cash flow
• Using a project management tool (I use and love Asana): This can improve collaboration within your team, helping everyone stay on the same page and working towards your business goals
• Setting up email templates for responses you send regularly: This saves so much time and energy, plus it ensures everyone in your team is responding in your brand voice and your clients are getting a consistent experience with your business. 

2. Know your priorities

When your to-do list is endless, it’s important to prioritise your tasks based on their impact and urgency. By knowing and setting clear priorities, you can focus your energy on what truly matters for your business’s survival and growth. Consider using tools like The Eisenhower Matrix to categorise your tasks.

To implement this process, list all the tasks and projects you’re handling, then categorise them into four areas: 

• Urgent and important [Do]
• Important but not urgent [Defer]
• Urgent but not important [Delegate]
• Neither urgent nor important [Delete]

This exercise will help you identify tasks that need your immediate attention and those that can be scheduled for later, delegated or discarded.

It’s a good idea to reassess your priorities as your circumstances change. By staying agile, you’ll be ready to shift focus when necessary.

3. Delegate and outsource

You might be someone who either likes handling everything yourself or has always had to do it. Delegating tasks to your team members, or outsourcing tasks that don’t need your expertise, can lighten your workload and improve your overall efficiency. Trust your team, if you have one, or leverage external support to maximise your productivity.

Start by identifying the tasks that can be delegated. Focus on things like admin, bookkeeping, data entry or social media management.  Getting these tasks off your plate can give you the breathing space you need.

When you’re delegating tasks, remember to provide clear instructions and set expectations with your support team. Empower them by giving them the support and resources necessary to be successful. 

4. Finances

Stay on top of your finances by regularly reviewing your cash flow and reducing unnecessary expenses. A solid financial management strategy is essential for weathering economic uncertainty and making informed decisions for your business’s future.

Start by conducting a thorough analysis of your current financial situation. Review your income and expenditure, balance sheets, and cash flow to get a clear understanding of your business’s financial health. Look for areas where you can cut costs without compromising the quality of your products or services.

Implementing a robust budgeting process can also help you allocate resources effectively and monitor your financial performance. Regularly update your budget based on actual results and adjust your strategies accordingly to stay on track towards your financial goals.

If numbers aren’t your thing, maybe it’s time to outsource?

5. Look after yourself

Don’t neglect ‘you’. A healthy mind and body are necessary for effective decision-making and resilience when running a business.

• Make time to exercise: Put it in your schedule, like you would a client meeting or event
• Plan and eat well: Consider a meal plan and batch cooking to get a head start on the week
• Spend time with friends: It will lift your spirits and recharge your energy
• Get enough sleep: You function better when you’re refreshed. Try to establish a schedule where you go to bed and wake up at the same time every day; this will help you get regular, consistent sleep
• Have a hobby: Whether that’s reading, yoga, gardening, or something different, spending time doing the things that you love is a great way to avoid burnout and establish work/life boundaries.
• Take short breaks throughout the day: This can boost your productivity and reduce stress levels by allowing your mind to recharge, too.

6. Refresh your business strategy

Pivoting your business is not just smart, it’s necessary. Why not take a fresh look at your business model to see if it still works? There’s always room to explore new revenue streams, find different types of customers, or shake up your marketing plan.

Start by diving into some market research to find new trends and customer needs relevant to your business. You might find opportunities to expand your products or services, enter new markets, or adjust your pricing to stay competitive.

For instance, if your business has always relied on in-person sales, now could be the perfect time to increase your online presence with an e-commerce platform or virtual consultations. The key is to regularly revisit your strategy and be open to trying out new ideas. 

7. Team management

Communication is key in business. Keep your team informed, motivated and engaged by having an open and supportive work culture. Hold regular team meetings to discuss updates, address concerns, and gather feedback. Create a safe space for team members to share their thoughts and ideas. Recognise and celebrate achievements, no matter how small, to boost morale and create a great working environment.

8. Welcome technology with open arms

Let’s face it – technology is your friend, especially when it comes to making things run smoother and faster. By implementing tech, you can automate some repetitive tasks. Whether it’s using project-management tools to keep things on track or e-commerce platforms to reach more customers, the right tech can streamline your processes.

Take a moment to review your current tech stack and see where you can make improvements. Maybe it’s time to try customer relationship management (CRM) software to keep better track of your clients and give your customer service a boost. Or maybe cloud-based collaboration tools are just what your team needs to stay connected and productive.

Wrapping up

Sure, the journey ahead might feel a bit overwhelming, but by putting some of these tips into action, you’ll be better prepared to steer your business through the tough times. Remember it’s during challenges that resilience shines. Your ability to adapt and come up with new ideas will be what keeps your business going strong.

This article first appeared in issue 46 of the Inside Small Business quarterly magazine

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For many of us, a digital declutter can be as refreshing as a spring clean, helping streamline our operations and refocus our mind. Moreover, there’s evidence that keeping a clutter-free space can save you money. With that in mind, here are eight actionable steps to help you conduct a digital declutter.

Step 1: Let’s do an audit

Start by taking stock of all your digital ‘stuff’ like emails, files, documents, software, apps, and online accounts. Make a list of everything you use and categorise them into their function and importance. This is a great way to see what you’ve got and what you don’t need anymore.

You don’t need to declutter everything at once – you can start with the spaces you use the most.

Step 2: Clean up your email

Email can be one of the biggest sources of digital clutter. Here are some suggestions to clean up your inbox:

1. Unsubscribe from newsletters and email lists that aren’t relevant (also consider moving subscriptions from your business email to personal if they’re not business-related)
2. Delete old emails that aren’t relevant anymore (or throw them into an archive folder if deleting them stresses you out)
3. Organise your inbox with folders and/or labels for easy navigation
4. Set rules to automatically sort incoming emails 

Step 3: Organise your files

Your computer and cloud storage can quickly become disorganised with countless files and folders. Here are some suggestions to declutter:

1. Delete duplicate and outdated files
2. Organise your files into a logical folder structure
3. Use Descriptive Names for files and folders to make them easy to find (and understand)

Step 4: Look at your apps and software

Assess the apps and software you use for your business. Are there any that overlap in functionality? Are there any you’re not using anymore?

1. Identify and eliminate tools that aren’t required any more
2. Consolidate functions by using tools that offer multiple features
3. Update software to make sure you’re using the latest version

Step 5: Tidy your desktop

A cluttered desktop can be distracting and make it difficult to find what you need. To clear your desktop (and your mind):

1. Remove unnecessary icons and shortcuts from your desktop
2. Create a system for organising frequently used files and applications
3. Use a wallpaper that is visually clean and uncluttered

Step 6: Organise your calendar

Your calendar is crucial for managing your time effectively. To organise it:

1. Consolidate multiple calendars into one view if possible (the calendar on my phone is my ‘source of truth’ and has all my business and personal appointments in it)
2. Colour code events and appointments for easy reference
3. Set reminders for important tasks and deadlines

Step 7: Clean up your social media

Social media is a must have tool but can be a huge source of digital clutter. To manage it:

1. Review your socials and unfollow accounts that aren’t relevant to your biz or don’t interest you anymore
2. Schedule posts using a social media management tool (I use and love RecurPost)
3. Monitor your engagement to focus on platforms that give you the best results

Step 8: Regular maintenance

Digital decluttering should be an ongoing process. To maintain your digital cleanliness:

1. Set time aside each week/month for regular digital decluttering (for example, I file and clean my desktop every Friday afternoon before I switch off for the week)
2. Review and update your digital assets regularly
3. Try to stay disciplined with your organisation system

Conducting a digital declutter can really help with your productivity and efficiency. By following the tips in this article you can create a more organised and efficient digital life!

As a business owner, it can be difficult to find the time or motivation to do a declutter. If you’re dealing with a particularly stressful schedule, it might be worth decluttering that first.

The post How to do a “digital declutter” in eight steps appeared first on Inside Small Business.

Well, it’s the concept that “work will expand to fill the time available for its completion”.

Firstly, a little bit of history – the term was first coined by Cyril Northcote Parkinson in 1955. He shared a funny story of a woman who took all day to send a postcard. Now a busy person could have written and sent a postcard in five minutes, but this woman spends an hour finding the right card, another half hour looking for her glasses, an hour and a half writing the card, 20 minutes deciding whether to take a brolly with her to the mailbox and on and on until her day is filled.

An updated example might be that you have two weeks to prepare and present a report … chances are you’ll work on it bit by bit over the two weeks taking much more time than necessary. If the same report was due in two days’ time, guaranteed you’d still have enough time to get the job done because you would knuckle down and just do it. That’s Parkinson’s Law in action!

This is why supervisors quite often decide to give more work to extra busy people because they know it will get done!

Another example of Parkinson’s Law in action is a student who has an assignment due in a month … they work on it, pretty unproductively [if at all] until the last few days, when they pull one or two all-nighters and manage to get it done at the last minute!

So now we know what Parkinson’s Law is, how do we beat it? Here are my top four tips:

1. Break down your tasks and deadlines
   Parkinson’s Law nearly always rears its ugly head when you have enormous tasks with long deadlines. So, break the project down into smaller tasks and assign due dates to them. This way you have more manageable work tasks that are due in the shorter term.
2. Try work sprints
   I’m a huge advocate for work sprints. Set a timer, turn off notifications and other distractions and get stuck in.
3. Create incentives to finish early
   Promise yourself a little reward if you finish early. It could be as simple as taking a quick break, some online shopping or going for a walk. Do whatever you feel like and enjoy it knowing you deserve it. In doing this, we’re associating rewards with results – not with time spent! So think about telling yourself “when I’ve finished xyz” rather than “when I work for an hour”
4. Use a task management tool
   Get your tasks and deadlines into a task management tool. Break them down into specific tasks with specific due dates, that way, you know exactly what needs to be done and by when. My go-to is Asana. It’s a free tool that will keep you and your tasks on track, but there are plenty of great options available.

Now that you’re aware of Parkinson’s Law and the effect it has on your productivity, you can work with it – and beat it too!

The post Parkinson’s Law: What it is and how to beat it appeared first on Inside Small Business.

Small-business owners tend to wear many hats … so it’s important to plan your time to ensure that all the hats get the attention they need.

Here are my seven tips to help you get more done in your available time …

1. Find your “productivity zone”

Ok, first you need to work out what time you’re most productive; determine if you are:

• The early bird who is most productive first thing when your mind is fresh and the phones haven’t started ringing yet?
• Most productive mid-day when your momentum is up and going?
• A night owl who is most productive later in the day after your ideas have had time to settle?

Once you know where you fit, you’ll be able to plan your most important work at that particular time of day.

2. Plan your work

One of the things I do without fail every afternoon is write my to-do list for the following day. That way I have everything organised before I finish for the day, and it allows me to go into my evening with a clear head.

You can do this in a diary or on a piece of paper, or if you’re serious about managing your time, try using a task management system like Asana.

3. Prioritise according to urgency or importance

You can use something like ‘Covey’s time management matrix’ or “The Eisenhower Matrix” to do this.  These systems have you split your list into urgent / not urgent and important / not important.   Or you can just mark the three most important tasks on your to-do list and then plan to do them during your ‘productivity zone’.

4. Delegate if you can

If you have staff to assign some tasks to, the Covey or Eisenhower systems will help you decide what you can delegate.  If you don’t currently have staff it will allow you to see what tasks you usually do that don’t require your expertise.

5. Pick a system and commit to it

There are so many time management and productivity systems out there and it doesn’t matter what system you choose, only that it’s something that works for you. If you struggle to find an approach that you can fully commit to, try combining a few different ones to create the perfect time management and productivity tool for you.

For example, I use Asana for all my project planning, client work and my tasks but I still write a hard copy to-do list every afternoon for the next day … that’s what works best for me!

6. Minimise distractions

Lots of things can distract us from our priorities.  Most of them these days tend to be digital so here are some things you can do to help reduce them:

• Control your notifications – on your laptop, tablet, phone and watch
• Create email filters and rules so that every email you receive doesn’t hit your inbox
• Use do not disturb if you really need to
• Take regular breaks and try a change of scenery if necessary

7. Track your time

Tracking your time will make you more aware of where your minutes go every day. But even more importantly, tracking your time allows you to identify what is misusing, or wasting your time; And once you know that, you can make changes to reduce it in future.

It’s not always easy to make changes, but, if you identify your productivity zone, plan and prioritise your tasks, (and delegate if you can) you’ll have more time to dedicate to other things … think family, friends, exercise and even sleep! How good would that be?

The post Tick tock, tick tock: seven time management tips appeared first on Inside Small Business.

But, there are some things (other than COVID) that can ruin it all.

The good news is, if we keep these things in mind, we can make sure they don’t ruin our plans. Read on for my top safety tips…

Deck the halls

Falls from ladders, tables and chairs spike at Christmas when people are putting up lights and decorations. Some falls can be serious, resulting in broken bones or cuts and bruises.

• Don’t stand on tables or chairs … use a step or ladder instead, depending on the height you need to reach.
• Before using a ladder, make sure it’s in good condition and it’s set up on a   firm and level surface.
• Have someone hold the ladder while you’re on it.
• Wear suitable footwear.
• Don’t drink and decorate!

Christmas lights

Lots of fires are triggered by a failure of a piece of equipment, including Christmas lights that are faulty or incorrectly installed.

• When buying lights, check they have an Australian Approval Number.
• Check your house has an RCD installed.
• If you plan on your house being visible from outer space, think about getting additional outdoor power points installed so you don’t overload your existing power system.
• Make sure artificial Christmas trees and decorations are flame-resistant.
• Turn off your Christmas lights when you’re not home.
• Don’t overload extension or power boards.

Travelling

We all know that Australia’s road toll spikes during the Christmas and New Year period.

• Make sure you’re well rested before going on a long road trip, give yourself plenty of time to get there and take breaks (it’s recommended about 15 minutes every two hours).
• Avoid driving at odd hours of the morning or night when you would normally be asleep.
• Stick to the speed limit.
• It goes without saying that you shouldn’t drink and drive.
• Before going on long road trips, check your engine, lights and tyres or even consider getting your car serviced; and check any trailer and caravans, too.

Going away?

Lots of homes are left empty during the holidays, making them prime targets for burglars. Some things you can do to avoid coming home to a burgled house are:

• Secure all windows and doors.
• Ask a friend, relative or neighbour to collect your mail.
• Use lights with a timer that allows you to have the lights on at different times of the night.

Having a few?

If you’re a teetotaller (ie you don’t drink alcohol) you’ve nothing to worry about, but if you like to have a few drinks, read on:

• Make sure you’ve organised a safe way to get home if you’re out and drinking.
• Think about the standard drinks you’re consuming (one glass does not equal one standard drink).
• Consider pouring your own drinks to keep track if you’re drinking at home or at a friend’s place.
• Eat before and while you’re drinking.
• Consider low-alcohol drinks, alternating alcohol with soft drinks or switching to water (which will also keep you hydrated in the hot Australian summer).
• Resist the temptation to drink every day of the holidays.

I hope you find these tips helpful and you have a wonderful Christmas and a safe and happy New Year!

The post ‘Tis the season to be safe! appeared first on Inside Small Business.

While this type of checklist is totally necessary for the aviation industry, it’s probably a bit over the top for us business owners!

What is a checklist?

A checklist is a list of steps for a repetitive task.  Checklists ensure that you don’t forget steps while you’re performing a multi-part task. 

Don’t confuse a checklist with a “to-do list” which lists things needed to be done, whereas a checklist shows you “how” to do something [ie how to load a blog onto my website].

What’s the best time to use a checklist?

The short answer is more often than you think.  You probably already use checklists without even noticing.

You can use a checklist whenever the task is:

• repeatable.
• easily forgettable, either because it’s too complex or too simple
• In the above example, you use the “I’m going out” checklist not because it’s hard to pick up five things … You use it because it’s a boring task that you don’t want to think about

What does a good checklist look like?

Good checklists don’t include every tiny detail…they serve as a reminder for every important step. If you’re looking for every tiny detail, you’ll need work instruction instead.

So, a good checklist is:

• precise
• easy to use
• simple.

On thge other hand, a bad checklist is:

• vague
• long
• impractical
• too complex to use.

Bad checklists will kill your productivity, instead of helping it. You’ll spend more time figuring out how to use it than actually doing any work…and nobody has got time for that!

So how do you create a checklist?

1. Choose a repetitive task that you do regularly
2. Write down all the steps you need to complete for the task
3. Next time you do the task, compare it with the steps you’ve got listed 
4. Add anything that you’ve missed, remove anything that you don’t need and rearrange the order if necessary
5. Once you’ve done this without any changes, your checklist is good to go

Your checklist can be created on paper, or you can create them electronically.  I keep my checklists in Asana and tick them off in there. This saves me paper and I can always find them because they’re in one place.

Your new organised life

Using checklists will improve your work and productivity. No more wasted time trying to remember what to do next.  I find them invaluable when I bring on a new client and I’m learning their processes.

If you start using checklists, you’ll have all these bonus side effects:

• Organisation – By making sure you’re not skipping any steps you’ll stay more organised. You won’t have to go back to check if something “fell between the cracks”.
• Accountability – When something goes wrong, you’re able to pinpoint where and when in the process it happened.
• Avoid distractions – If you only do the tasks on the checklist, you’ll be forced to avoid distractions.
• Motivation – Checklists are powerful because they make us act.
• Consistency – Checklists ensure that the process gets done correctly the first time.
• Productivity – If you do your tasks more quickly, efficiently and with fewer mistakes, you’ll have more time in your day.
• Delegation – Delegating tasks will be so much easier. With a checklist to follow, there’s less room for mistakes and you’ll feel more confident handing over tasks to someone else.

Remember to use your checklist, and you won’t forget any step in the process ever again!

The post Checklists – tick them off your list appeared first on Inside Small Business.

As a small-business owner, especially when you’re first starting out, you might feel as if you need to do “all the things” yourself. It could be a lack of funds or a trust issue … maybe you don’t think anybody else can do it as well as you can, or maybe you don’t know how to go about outsourcing tasks.

Maybe working hard gives you a sense of achievement and makes you feel as if you’re making progress. The more you work, the more you feel things are moving in the right direction … right?

But when you’re making every decision, handling every request and doing everything yourself, there’s a distinct possibility you’ll miss things like deadlines, “me” time, your family and friends … and sleep!

So, how can you avoid this when you’re a one (wo)man band?

1. Get organised

The heart of productivity is organisation. If you’re not organised your productivity is going to suffer. And when you’re working in and on your business, that’s going to increase the number of hours you need to spend working each day/week/month.

“Use your time wisely by outsourcing tasks to the right people so you can focus on what’s really important.”

Start with your physical space. Try to make your work area somewhere you’ll feel comfortable and make sure you’ve got lots of natural light – this makes such a difference to your overall wellbeing and productivity. Keep it clutter-free, use drawers to store things you’ll need rather than your desktop, and make sure it’s been set up for you by doing an ergonomic assessment. Add some items that you love, like art or decorator items in your brand colours; and last but not least, add some plants … not only do they look great, they clean the air and make for a better work environment.

Now that your physical space is sorted, let’s move on…

2. Set up processes and systems

Set up systems that allow you to easily duplicate your processes. I’m talking about things like a project management system, email templates, document templates, electronic filing systems, etc. You’ll be amazed how much time you’ll save by having processes for repetitive tasks and knowing where everything is!

I think it’s so important to have a master to-do list. It’s so easy to end up with bits of paper everywhere with lists on them. I have my master to-do list in Asana; but if you prefer pen and paper, grab a notebook and at least keep everything in one place.

I use Asana as my project management system (PMS) and have set up canned responses in Gmail along with a comprehensive folder structure in OneDrive, my document management system (DMS). These three things keep my business information structured and easy to find and action.

As well as a PMS and a DMS, get yourself some good accounting software and keep it up to date. I have a recurring task in Asana that makes sure I do it. It’s also worth choosing software that allows you to link your bank account so that your bank transactions are automatically imported, as this saves so much time every month. It’s important to have your money in order!

3. Put some boundaries in place

It’s so easy to spend every waking hour in your business, but you’ll probably end up burning out. You are your business so if you’re not firing on all cylinders, then neither is it.

Some things to think about:

• Have a closing time – Turn off your business phone, close your email and write your to-do list for the next day.
• Establish boundaries with your clients – Let your clients know your business hours and stick to them. If you are working outside those hours, schedule any emails to send the next morning so that your clients don’t get mixed messages.
• Make time to exercise – Nothing more to say on this one really!
• Plan and eat well – Do meal planning and prepping on the weekend.
• Get enough sleep – Try to establish a schedule where you go to bed and wake up at the same time each day; this will help you get regular, consistent sleep.
• Find a hobby – It’s healthy to have hobbies and interests outside of your business. Whether that’s reading, yoga, gardening or something completely different, spending some time doing the things you love outside of work is a great way to avoid burnout and establish work–life boundaries.

4. Outsource the important stuff

Yes, there are lots of things we can do ourselves, but the question is, should we? I’m talking about things like:

• The legal stuff – There are so many reasons you shouldn’t do this yourself; but number one is that both you and your clients need to be covered in the event of an issue, so make sure you have a lawyer create (or at least review) your contracts and policies.
• Tax – Use a registered tax accountant. By all means do your bookkeeping yourself to begin with but get a professional to sort it all out for you at the end of the tax year.
• Graphic design and website – These guys are wizards and unicorns … they can do things so much better and faster than we can! Period.
• Google/Facebook ads – Online advertising can be a great way to grow your business. However, it tends to be very expensive and if you don’t know what you’re doing, it can be money poured straight down the drain. If you’re intent on doing it yourself, do some training before trying it. Otherwise, outsource it for the best results.

5. Outsource the stuff that doesn’t need your expertise

At the other end of the scale is the outsourcing of tasks that don’t require your expertise. Use your time wisely by outsourcing tasks to the right people so you can focus on what’s really important for your business.

The types of tasks you could consider outsourcing to a Virtual Assistant (VA) are:

• email and calendar management
• setting up landing pages/email automations
• customer service
• file and database management
• online research
• creating documents/reports/slide packs
• setting up/managing your socials
• managing your blog
• proofreading
• creating graphics in Canva – socials, freebies, newsletters, etc.
• reporting
• invoicing.

6. Find your people

Running a business by yourself can be lonely. And sometimes our family and friends just don’t get the issues we face. So, find yourself a group of business friends who know what you’re dealing with. You can also connect with other business owners in relevant Facebook groups, your local Chamber of Commerce or groups specific to your industry. Try Googling “business networking [your city]” and find your people!

You really can’t do everything yourself when running your own business, so I would encourage you to think about implementing some of these tips to ensure the longevity of your business and your mental health.

This article first appeared in issue 33 of the Inside Small Business quarterly magazine

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1. Have a system

Each email that lands in your inbox needs to either be “done”, “delegated”, or “deleted”. If you need to deal with the email and it takes less than two minutes – just do it and it get off your plate.

If it’s going to take longer than two minutes, in Gmail (online) you can add it to tasks or snooze it for later. Just right-click the email and you’ll find “add to tasks” and “snooze” in the menu.  

With Outlook (online) you can flag an email for today, tomorrow, this week, next week a custom date. This is a quick visual way to highlight important emails in your inbox with the bonus of a time-based reminder too.

2. Archive don’t file

Don’t create folders for your emails. Read the email, categorise it as above, and if it doesn’t require further action, archive it. The search function in most email clients these days is great, so save yourself time and just archive your emails instead.

3. Create templates

Both Outlook and Gmail allow you to set up email templates. These are great time savers if you find yourself sending the same emails over and over again.

4. Set up undo send

We’ve all done it … sent an email before it was complete or worse, sent it to the wrong person! What if you could “stop” an email being sent “after” you hit the send button?

In Gmail you can set the send time for up to 30 seconds and in Outlook for up to 10 seconds.  

In Outlook email head to settings > view all Outlook settings > compose and reply then update the “undo send” to the maximum time of 10 seconds.

In Gmail head to settings > see all settings > general and update the “undo send” to 30 seconds.

5. Gmail stars

You can change the default yellow star on your Gmail email account. You can choose different colours, exclamation points, question marks etc. Use them for a quick visual way to differentiate your emails in your inbox. Head to settings > see all settings > General > Stars and you can drag and drop your preferred icons. 

6. Send emails later

Both Gmail and Outlook allow you to schedule emails for later. Instead of clicking the “send” button, click the down arrow to the right-hand side of it and click “send later” (Outlook) or “schedule send” (Gmail). This is great if you’re working in the evening or weekend but want your emails to send during business hours!

7. Convert an email to an event

In Gmail you can create an event from an email. Click the relevant email, then click the ellipsis (three vertical dots) in the top menu bar and click “create” event. This will open a new calendar invite with the body of the email included, ready for you to add your attendees and send.

8. Set time aside in your calendar to deal with emails

Have time set aside in your calendar at the end of each week to deal with the emails sitting in your inbox before you switch off for the weekend. You may be able to archive or delete items, delegate them, or there may be items that are still awaiting information that can be flagged or snoozed for later.  

So, there you have it, these are just some of the many ways you can use your chosen technology to help you wrangle your inbox. Are there any missing that you swear by? Let me know in the comments.

The post Eight tips to up your email productivity game appeared first on Inside Small Business.

Don’t get me wrong, there are so many advantages to working from home:

1. no long commutes
2. no queuing at the coffee shop
3. no having to put up with *that* annoying colleague.

But when you work from home, it’s more difficult to switch off at the end of the day, and you can end up thinking about work when you should be relaxing on your sofa with a glass of wine.

Here are some tips that might help you:

1. Create a dedicated workspace

Instead of working at the kitchen table, try to establish a designated work area. If you don’t have space in your house for an office, even finding a place for a desk is a great idea. Try to make your work area somewhere you’ll feel comfortable and make sure you’ve got lots of natural light – that will make such a difference to your overall well-being.

If you just don’t have any space and you need to work at the kitchen table, try to set it up with everything you need at the beginning of the day and pack it away again at the end of the day. Clear out a cupboard that you can pop everything into or put it all in a backpack and put it away.

It’s tempting to leave everything out when you need it again the next day but setting it up and packing it away again will mark the beginning and the end of your workday in your brain. If the to-do list is out of sight, it’s out of mind too! 

2. Close your web browser at the end of the day

Closing all your tabs at the end of the day tells your brain it’s time to switch off too! The physical act of clicking “close” helps your brain switch off. If you use the same web sites each day, create bookmarks for them, then you can just open them up really easily each morning.

As well as your browser tabs, close down your email client (if it’s separate), then switch off work email notifications on your phone too.  

3. Draw up a to-do list at the end of each day

At the end of the day, review what you’ve completed and what’s outstanding, then transfer the list of outstanding tasks to the next day’s to-do list along with the other items you need to get done (don’t forget to put your to-do list out of sight until you need it the next day). This is a huge part of my switch off routine.

4. Stay in routine

Start and finish work at the same time each day.  Take regular breaks – coffee, lunch, quick walk, etc. When you finish work (at the same time each day remember) do something to mark the end of your workday. Take the puppies for a walk (yep that’s me!), do some exercise, read a chapter of your book, have a glass of wine while you prepare dinner…you get the idea!

Like I said before, it can be hard to leave work at work when you work from home, but if you implement some of these ideas, you might just find it easier to switch off and then you’ll be happier and more productive!

Marie Robertson-King, Head Empress, Empress of Order

The post How to switch off when you work from home appeared first on Inside Small Business.

If you are ready to make your business mobile, here’s a few tools that will allow you to work from anywhere.

Hardware

Most work these days requires a computer, so you will need a light and portable system that you can pick up and take with you when you head out the door. Depending on the work you do, you may need a powerhouse laptop.  If you can get by with something lighter, it will save your shoulders when you’re on the move.  You may even be able to work remotely with a tablet if all you’re doing is exchanging emails and keeping up with social media.

The hardware you choose will be determined partly by how permanent you want your remote office to be, and partly by how much you want to spend.

Internet

Free wi-fi is typically not reliable or fast enough for business purposes.  And secondly, wi-fi hotspots are not secure. Using one for business purposes can put your data (or your clients) at risk.

One alternative is a portable broadband router.  You can purchase the hardware and data plan from your mobile phone service provider.

The other option is to hotspot to your mobile or another device with internet access. I have an iPad with 4G access that I use when I’m working remotely.  Just beware of extra data charges depending on your monthly allowance.

Cloud storage

If you have multiple devices (a laptop, iPad and iPhone for example), you will need a way to share files between your devices. Gone are the days of manually emailing yourself files or using a USB drive to move files from one device to the other.

These days, most internet users have access to cloud storage, allowing files to be truly “portable” and accessible wherever you have an internet connection. If you use a Microsoft operating system, you’ll have access to OneDrive and if you use Google Suite you’ll have access to Google Drive.  They’re both easy to use with drag and drop features.

Run system maintenance automatically

There is nothing like switching on your computer, only to find that there is a slew of operating system and software updates that need to download and install. This is a major productivity-killer, especially when you’re mobile. Make sure you set up your system so that updates are downloaded and applied automatically at a time that won’t interfere with your workday.  Keeping your operating system up to date is important as it includes security patches that need to be installed.

Don’t forget the small things

Do you need to take a mouse or are you happy to work from the laptop’s trackpad?  You should bring the power cord for your laptop so you can keep it charged and ready to go.  Consider purchasing a second power cord so that you don’t have to go crawling under your desk every time you’re working remotely.  And think about a portable charger for your mobile / tablet if you’re using it as your hotspot as this can drain the battery quite quickly. Once you perfect your mobile workspace, you may even find that you don’t need a desktop back in the office at all and you can quite happily use a laptop and docking station.

Marie Robertson-King, Head Empress, Empress of Order

The post How to go mobile with your office setup appeared first on Inside Small Business.