Being in the field that I am, most of my work is done online and through different types of modern technologies – Skype, the Internet, email, contact management software, smart phone, and so on. I’ve found that while technology and all the conveniences it brings can be a lifesaver at times, at other times it can be a huge roadblock in getting the real work done.

I see this not only in my own life, but in many of my clients and peers. And as I get busier and have more tasks, it seems that technology can start to become more of an enemy than a friend. So this week, when I was reading “Eat That Frog” again, this particular chapter about technology time sinks seemed very appropriate.

Here’s some tips on how to keep technology on your side, and not have it working against you.

• You have a choice – You can be plugged in or you can unplug at any time. You need to unplug from your phone, your email, the internet, Facebook – detach on a regular basis, so you don’t become overwhelmed and so that you stay calm, clearheaded and able to perform at your best.
• Don’t get addicted – I see this a lot with Facebook – you know who you are, those people who play Farmville 24/7, who message you the second you get online, are Tweeting about their dr. appt in the middle of the exam. Don’t fall into this trap, don’t let technology (whether it’s Facebook, your phone, checking your email constantly) suck you in. The whole goal of technology is to make our lives easier. It’s meant to help us improve our lives by helping us to accomplish things and communicate with people faster and more efficiently. So remember that, and don’t allow it to take up your time by obsessing over the use of it.
• Standardize and delegate – We all feel like no one else can do it as well as we can. That might be true, but at some point those small tasks are going to cost you time and money. One of the huge benefits of technology is that you can easily hand off many admin tasks without having to actually hire an employee. How would your life change if you had an extra 20 hours each week to think, work, plan, talk with clients and prospects, or even go to dinner with your spouse?  Use technology to hand off tasks you really don’t need to be spending your time on.
• Treat technology as a servant,  not a master – Technology is there to help you, not hinder you. Just because that notification on your Outlook goes off, it doesn’t mean you need to respond right now! One of the best ways to get a handle on technology – just turn it off. Don’t check your email as soon as you get to work or sit down at your desk. Turn off the cell phone.  Just unplug, even if it’s for a few minutes!
  

I know,  I post a lot about saving time and following systems in your business. That’s because I know from personal experience, that if you let your business run you instead of you running your business, it’s not going to be a fun experience.

So today, I’m going to walk you through the 3 steps for creating a system. I know that if you can set up a system for all of the tasks you do on a regular basis for  your business, you are going to see a dramatic change in your business. And don’t think that a system has to be this huge involved project, because it can be as simple as just a checklist.

Ok, the 3 steps for creating a system:

Step 1 – What am I doing? Figure out what you need or want to create systems for. Usually if stuff is falling through the cracks, you need a system. Start with one thing that you know is a mess, it just isn’t working for you right now.

Step 2 – Where am I going? Now figure out what outcome you are looking for. Your end destination, so you know when you’ve arrived. Focus on one task at a time. Don’t try to multi-task, you’ll just feel overwhelmed and probably give up. Take one task at a time. Some examples of outcomes – to book a sales meeting, to close the deal, to get an email address.

Step 3 – Create the steps to get there. There are so many ways you can actually handle this part. Find one that works for you.You can use a flow chart. A checklist. Mind mapping – on paper or using software on your computer.

So now I’ll walk you through an example of the above process. Let’s say you decide you want to set up a system for sales calls, so your assistant can take them over if you’re out. That’s “what am I doing?”  And your desired outcome is to set a meeting – “where am I going?”

Now create the steps. Get 2 colors of sticky notes. With the first color, write down each step on it’s own sticky note. So if step 1 is – convey the 3 most important things about my program – then write that down and write the 3 points down also. Then stick the note on the wall.  Say the 2nd step is that you check availability of appointments on the calendar. Write that on the 2nd sticky note and stick it on the wall. Continue until you have all of the steps on the wall.

Now using the 2nd color of sticky notes, turn those on the side to make a diamond. These are now your “decision diamonds.” Forks in the road. So if a person answers the phone or you get an answer machine, for example. So if a step is “make the call” the first diamond would be “Do they answer?” If yes, one set of notes will say – go through 3 points, book meeting, put in calendar, etc.. If no, another set of notes might say – leave message, make note in calendar to call back, send an email, etc.

Once you have it all laid out in front of you, turn it into a system that your assistant or anyone else can easily follow. Because obviously you can’t just have all of your systems up on the wall.

Then do this again for each task you perform in your business. Take it one at a time, and before you know it you’ll have a complete operations manual. And you’ll no longer be the one who has to handle every little detail of your business. Freedom!