What is preventing you from growing your business at a faster pace? If you're like most people, your environment may be preventing you from working more effectively. What can you do to improve your environment and increase your productivity? Let's consider what you can do to improve your results.
The challenge today is that life is too complex. There are too many variables. There are too many things taking up your time. Most people get into a zone and just keep going, day after, week after week, month after month, and year after year. The problem with that is that if you don't clear out the deadwood, your office will be choked and your business will suffer.
When you plant a tree in your yard, it will grow. Mother Nature will see to it that the tree has water and sun. However, the tree will do better if you take care of it. How? For one, you need to clear out the deadwood. As the tree ages, branches will begin to grow inward and compete for space. Certain tree limbs may even die or become diseased. The point is you need to intervene if you want a healthy, growing tree.
The same is true for your business. Your business will grow. But, if you don't take time to clear out the deadwood, your business will begin to experience the same issues. What is the deadwood in a business? It's simple. It starts with your office. Look around you. What do you see? Most people have a desk, computer, office cabinet, supply drawer or supply closet, and shelves. Is your office organized? Or is it a complete mess? Most offices fall somewhere in between. The dysfunctional office is fairly common.
So, what's an entrepreneur to do? Clear out the deadwood! Look for anything that hasn't been used in awhile. Sell it. Give it away. Box it up. Hide it. Or organize it. Just get it out of the way. Like the branches of a tree that become tangled and choke off further healthy growth, your office will become cluttered and your productivity will drop and your business will suffer.
It's December and the last thing you're probably thinking about is clearing out your files and cleaning up your office. Here's why it's the perfect time! First, business slows down for most people in December. Many people take vacation at the end of the year. People attend holiday parties and other events. And, they spend a lot of time shopping. So, this makes it a perfect time to clear out the deadwood.
What does it take to clear out the deadwood? The first step is to make a list of everything that needs to be done. Next, prioritize the list. Then, block out time on your calendar to declutter and organize. Then, take action.
I'm not saying your office has to be perfect. The key is that you make time on a regular basis to clean up and clear out. Don't wait until it's too late. Have you ever gone on a wild goose chase looking for a client file or other document? How productive were you while you were searching for that file? Not very!
So, what can you do? Here are some tips to clear out the deadwood.
Tip 1 - Annual Clean Up Week
Schedule one week every year to go through your files, purge your records and archive them. Your file cabinet should have space to grow. If it continues to fill up, you will no longer have space to file anything. So, you need to clean out your files. This is also a good time to look for receipts and other documents you need to file your taxes.
Put your files in a box and label it. Whether you need one box or a dozen, be sure to label the boxes with the year and a description of the contents. If you feel really ambitious, create a spreadsheet to list the boxes (by number) and a quick description of their contents.
Tip 2 - Monthly Clean Up Day
An annual clean up can really make a difference. But, it's not enough. Take time every month to clean up. Your small business needs systems and processes in order to run effectively. Don't fall behind on your bookkeeping. Each month, gather any statements, invoices or receipts that may have slipped through the cracks and update your accounting system.
Put everything else off for a day. Shut off the phone. Leave your email closed and get in gear. Clean up and clean out.
What's the best day to clean up? Fridays are good days to clean up. They are often slower than other days. People are less likely to return your calls. It's a good day to set aside. If you can't afford a weekday without clients, then schedule a Saturday or Sunday. It may be just what you need to make dramatic progress. But, be sure to reward yourself the following weekend with something fun. You may find the beginning of the month better than the end of the month to clean up. Competition increases at month-end. Use that time to follow up with prospects.
Tip 3 - Convert Stacks into Files
Are you a stacker or a filer? Stackers build stacks of papers, files, folders, mail, etc. Filers get information directly into files. Files are easier to access and are more organized than stacks. So, take time to convert your stacks into files.
Put away your client files. Organize any project files. Can you close out any projects and move the files out of sight? The goal is to create space in your office to work. Minimize distractions and you will be able to focus on your top priorities.
Tip 4 - Don't Forget your Electronic Files
Clearing out the deadwood is not limited to the physical environment. It also applies to your electronic files in your computer, laptop and PDA or smartphone. What is the impact of having deadwood in your electronic filing system? It takes time to locate a file that you need. The more files you have to sort through to find what you want, the longer it takes.
Plus, there is a physical limitation in the size of your hard drive. This used to be more of a problem, but you may still find that your hard drive filling up. You may have not only documents and spreadsheets, but also email, attachments, pictures, audio and video files.
Archive old files to CD or DVD. Do this at least once a year. You may even find your computer running faster after you delete the files from your hard drive. Be sure to defragment your hard drive periodically. Consult an expert if you need help.
You can also create a folder called Archive and then simply move files there. Be creative. The goal is to clean up your environment so it becomes more fluid and accessible.
Tip 5 - Deadwood Applies to Organizations Too
How many organizations do you belong too? As a small business owner, you probably joined a number of organizations and associations to network, connect and find referral sources. How many of those are paying off for you? Most associations have an annual renewal fee. Make a list of associations and memberships. List the amount you pay each year. Then, estimate the value you get from being a member.
My Success Coach Andrew Barber-Starkey, Founder of ProCoach International Inc., says that most people stay in associations too long. In the beginning, you were probably passionate about joining an organization or association. You gained value, contributed and felt a sense of camaraderie. Over time, you may have lost some of that passion and gotten caught up in gossip. Or, you might be frustrated by the lack of change or too much change. That's a good sign it's time to move on. When one door closes, another door will open. When you clear out the deadwood, you will immediately see new growth. And that growth will bring positive energy which will fuel your momentum.
Gary Henson, Founder of BusinessCoach.com once taught me the concept of recommitment. If you find yourself overwhelmed, it's time to take a look at your commitments and determine which ones you are willing to recommit to. The end result is that you should take action to give up some of your existing commitments. That might include associations, projects, clients and even relationships. This is a powerful strategy.
Take time to clear out the deadwood and you will accelerate your results. By cleaning up and clearing out, you will create space to grow. You will be calmer and less stressed. Simplify your office and you will multiply your sales and grow your business. Get started today by making a list of things to clean up. Good luck!
Rick S. Cooper, MBA, is The Sales Results Expert. Rick is a Business & Technology Coach who specializes in working with professional services entrepreneurs who want to attract their ideal clients. He coaches entrepreneurs to improve their sales skills and increase their sales results. He teaches them how to leverage technology tools and increase their productivity. Rick is Founder and President of The PDA Pro. Receive Rick's complimentary audio "7 Steps to Attract your Ideal Clients" by visiting http://www.ThePDApro.com/freebies.asp.
