Essential Business Systems work best when time blocking is applied. Set up the blocks to establish when you will work on each, so they work for you.
Defining the physical space for our essential business systems is just the first step. The next step is to blocking out the time to work on and maintain that system.
Some areas will require more time than others, all will require less as you become used to and develop the habits to do the work.
Here are some thoughts about what to consider when time blocking for each system.
The Money System. Once you assign the place where you money stuff and bills to pay will live, you need to block out or schedule a chunk of time to open, reconcile, pay, file, send, call, investigate and record your figures.
I recommend starting with 1 hour at regularly scheduled intervals to start. You are still setting it up and familiarizing and establishing your system. Within a few weeks it will take considerably less time. Typically you will go from 4 plus hours per month to about 1 hour a month.
The Contact System. After you take care of your money, you might as well care for your people too. Create a time block to deal with family arrangements, enter new client details, track your marketing efforts, perform performance reviews, update notes and schedules. This chunk of time will vary greatly but is essential for the progress of your business and the smooth functioning of the other systems.
The Delivery System. When you schedule client time, try blocking out when you would ideally like to deal with them. Then slot them in as they schedule.
I group coaching calls on one day, block out 3.5 days and 1 full day a week for my package clients. Anytime not filled by an actual client goes to marketing or fun, depending on flow.
Don’t forget to pad the schedule with enough time to record notes, put materials away, drive to and fro or grab a snack and pit stop between clients. That is the reason therapists have a 50 minute hour.
The Marketing System. Marketing success is easiest to achieve with consistency. So, build in a block of time daily to market your business to your ideal clients.
Taking the time to create a strategy and plan so you can spend this time block executing and or supervising the implantation will ensure a more consistent cash flow and bring opportunities for growth.
Marketing is easy when you realize you can break it down into 3 types of activities – reaching out, following up, and creating. Each is a part of the strategy and makes the plan pay off. 30 minutes a day on each will get it done.
The Inventory System. The most overlooked system is usually inventory. The amount of time devoted will vary greatly if you are a storefront, manufacturer or work from home consultant.
Just make sure you block out the time to order the stuff you need, accept the delivery or pick it up, reconcile the order, unpack it and put it where it goes.
It will also help to review it regularly. Awareness and rotation will payoff.
Now with the 5 Essential Systems in your schedule the time left over, and saved is for FUN!!!
In it’s simplest form, think of it as one hour a day for each of the systems – that is you working 5 hours a day. Expand and contract each time block to accommodate. One hour a week for money gives you 4 more hours towards clients. See how that works?