Save Time, Make More Money, & Strengthen Client Relationships

Save Time, Make More Money, and Strengthen Relationships with a CRM

Let’s say you attended a networking event yesterday. You collected business cards from potential clients and customers, and they’re sitting on your desk in a neat little pile. What happens to them now that the event is over? Will they end up scattered between bills, tax forms, and other papers? Or will they get stuffed into a drawer only to be dusted off and looked at months later?

How you manage prospect information—and existing client and customer information—is important to keeping your business organized and on the right track. This is where a customer relationship management (CRM) strategy and system can help.

Why you need a CRM system

Before you consider purchasing a CRM system, you’ll need to establish your strategy (more on this below). However, it’s important to know what a CRM system is and how it can benefit your business first.

Here’s a breakdown a CRM system benefits:

• It keeps all client information in one place
  The right system allows you to track prospect and client details. You can set up fields to identify where a prospect found you, if they have pets, and any other useful information that will help you tailor future marketing efforts.

• It stays on top of important dates
  A CRM system can manage all of your important business dates—from following up three days after a networking event to remembering any key celebrations in your customer's life.

• It helps you delegate
  When your clients’ information is stored in one accessible location, it makes it easy for you to keep your team on the same page when you need to delegate projects.

• It automates touchpoints
  You can automate all sorts of marketing efforts through your CRM—whether you decide to set up a thank-you message for your newsletter or send a mass email to all prospects about an upcoming sale.

• It’s secure
  When everything is cloud based, you don’t have to worry about misplacing a client’s information. A CRM system securely stores all information in one easy-to-access database.

Creating a CRM strategy

How you organize clients’ information is vital to the growth of your business. But before you sign up for CRM system like Contactually or Insightly, you need to have a strategy in place. To build a solid CRM strategy, I suggest doing the following:

• Map out every touchpoint
  The first thing you need to identify is how you currently manage client relationships. Start from the beginning of the process and go through every touchpoint that occurs when moving someone from prospect to loyal customer. This will help you identify the processes that are working, and where you need to make improvements.
  
• Name your processes
  When we give something a name—especially when that something is a business process—we give it an identity. And when something has a clear identity, it’s easier for us to remember. This is why I have a specific name for every step in the customer journey: from the first “discovery call” to the “success follow-up.”

Finding the best CRM for you

There are plenty of options out there to choose from, which makes it tough to find the one that will work best for you. However, once you have your strategy mapped out, all you need to do is match that strategy with the features your business needs.

This article covers a ranking of the best CRM systems in 2016 for small businesses and provides details on the many other options on the market.

Personally, I use Less Annoying CRM for my business and I absolutely love it. It’s highly customizable yet intuitive and user friendly.

Taking advantage of free trials

If you’re still on the fence as to which CRM system to use, I recommend taking advantage of any free trials being offered. Many software companies these days offer a trial period so you can make sure the system will truly suit your needs.

If you’d like to give Less Annoying CRM a try, they have a great deal that can benefit us both. Simply use this link, while I'll get one month free you'll extend your free trail to 2 months! This incentive is another reason why I personally love this CRM—you have nothing to lose while you take it out for a spin.

While it does take some time to get your CRM up and running, you’ll no doubt start to see the positive impact the system can make right away. You’ll find you have more time to invest in your business, while automation will see to it that more business is rolling in. If you need help with organizing your CRM strategy, let’s talk. Together we can find a plan that works best for you.  

Do You Have Time...?

Do You Have Time to Keep All Those Magazines?

One of the  biggest issues my clients deal with is paper clutter. Many times the general feeling of overwhelm a client experiences is related to the amount of bills, letters, receipts, books, or, in this case, magazines they have scattered around the house.  But when we start to deal with the piles of magazines on a one-by-one basis the answer to the keep or toss question is sometimes "keep...keep... keep."

I love to learn, so I get it. I've gotten some cool and useful information I found in the pages of magazines. I found myself holding on to magazines with the "I'll get to it one day" mantra. But I had to be real with myself. As the saying goes: The definition of insanity is doing the same thing over and over and expecting different results.

If we keep an inordinate amount of magazines, it can create anxiety and overwhelm. How? The mere act of keeping these items makes you feel  the need to read them all, while cluttering up your space.

Unfortunately, many clients feel that if they  throw out a magazine, then they’re throwing out the useful and cool information with it.

Here's the truth: You probably will be throwing out some cool and useful information. BUT...you can't expect that with your busy life--whether it’s caring for your loved ones, completing daily home chores, going to your [barre, body pump, zumba, crossfit] classes, or relaxing at the end of a long day with Netflix--you will have time to read all those magazines.

Let's do the math-- follow me to my imaginary chalkboard:

If you subscribe to three magazines, each with 12 issues a year, then we are looking at 36 magazines each year.

Magazines are usually about 120-150 pages on average.

Let's say your magazines all are 120 pages that comes out to be 4,320 pages left to be read.

If you spend just two minutes on average on each page that's 8,640 minutes or 144 hours.

You would have to spend three hours a week to get through all the magazines.

Do you have time for that?

Knowing the numbers and making a logical decision beforehand will help you override any emotional decision later, helping you to let go.

Here are some tips to prevent the overwhelm and create a balance between what magazines you can actually consume with what you have on hand:

1. Decide when you have time to read and stick to those times (i.e. your daily commute if you commute via public transportation; waiting at the doctor or dentist office; sitting on the royal porcelain throne; etc.).
2. Keep magazines in areas where you're prone to read (by your bedside table, in the car, in your work bag, in a basket in the bathroom).
3. Have a time limit on how long you keep magazines that are outdated (2 months? 1 year?) then throw them out if you see a magazine that’s past its expiration date.
4. Have a delegated place to store magazines and once it's filled you have to decide which ones will get the boot.
5. Use a program like Evernote or Google Drive to store articles that you want to reference in the future.
6. Sign up for Pinterest where you can make your own virtual magazine-type boards. You can create boards on everything from food and drink to travel, home decor to fashion. And the bonus here is you never have to throw any of your pins away as the storage is endless!

If you’re still having trouble determining what to let go, let’s schedule some time to talk. I can help you walk through the letting go process so you can enjoy a more relaxed, clutter-free life.

50 Ways to Be Productive While You’re Waiting

50 Ways to Be Productive While You’re Waiting

For type-A personalities, getting stuck in a situation where you’re waiting around can be endlessly frustrating. While boredom can play a factor, it’s mostly because you consider time your greatest asset. Well, that’s at least how I feel when I’m stuck waiting around! I often think long and hard about my day so I can cram strategically pair what I have to get done with where I'll be. I also brainstorm where I can afford to multi-task. Don’t get me wrong, I am not condoning texting and driving or anything like that, but there are opportunities where we can (safely) double up on tasks—like starting a load of laundry while cooking dinner.  

But there will be times (a bunch of times) when the day just doesn't go as planned and you, unfortunately, find yourself waiting around.This could be due to situations like getting a flat tire and waiting for AAA or your phone’s battery runs out, ensuring that Skype meeting you planned ain't gonna happen. Whatever the case may be, it happens—but that doesn’t mean you can kiss productivity goodbye.

So, before you waste time on Facebook, playing Clash of Clans or Candy Crush, here are 50 ways to be productive while you’re waiting around:  

1. Re-assess your week's goals
2. Delete useless pictures off your phone
3. Text two people you haven't talked to in a while
4. Start (or work on finishing) that book you haven't had time to get into
5. Reorganize your wallet
6. Throw away trash in your immediate area
7. Make a doctor's appointment
8. Read a helpful or fun blog
9. Write in a journal
10. Plan your next vacation
11. Repeat positive affirmations
12. Practice a foreign language
13. Think about an emergency preparedness plan
14. Break out your adult coloring book (or use an app)
15. Practice breathing exercises
16. Practice stretching
17. Clean out your car's trunk or back seat
18. Plan your next meal
19. Reconnect with a friend and plan to have them over for a meal
20. Draw or doodle
21. Play with your pet or kid
22. Write a thank you card/note/email
23. Take a power nap
24. Make a grocery-shopping list
25. Create a budget
26. Update your budget
27. Call a relative
28. Shop on your phone for a great deal for something on your wish list
29. Text your significant other a sincere note of love (or apology)
30. Plan your next day
31. Read a book (great if you have an E-reader or e-reader app)
32. Unsubscribe to e-mail lists you’re no longer interested in
33. Listen to a entertaining or educational podcast
34. Watch some kittens or puppies on YouTube
35. Schedule your next massage
36. Work through a Sudoku puzzle
37. Sing karaoke (if you are waiting alone…)
38. Think of something nice to do for a loved one
39. Take a long walk
40. Dance
41. Delete duplicate contacts in your phone or email
42. Look at shapes in the clouds
43. Write a haiku
44. Clear your desk
45. Clear out a place you haven't looked at in a while (you know what place)
46. Place needed household items in your online cart
47. Post something for sale online
48. Give yourself or get a manicure
49. Meditate/think deeply/pray  
50. Reconcile your checking account

The list doesn’t stop here. Any simple or quick task you can think of will work, too. No matter what you end up doing, try to use the time in a positive way and you’ll find the time spent waiting will fly right by.

If you need a little extra help with productivity planning, let me know. We can work together to find solutions that work best for you.

"You are the one that can stretch your own horizon…” #Quote

We believe in your ability to overcome the obstacles that have been holding back your organizational and productivity goals. What would you do with more time? What would you do with the freedom of clutter in your home and office?  Stretch your imagination and go for the goal!

Beating Burnout: Must-Try Services in the DC Metro Area

What does a typical work day look like for you? Wake up, go to the gym, get the kids ready for school, get ready for work, drive kids to school, drive self to work, work for eight hours (try to squeeze in a few errands on lunch break), come home, help the kids with homework, make dinner, clean up and collapse onto the couch (or bed) in an utter state of exhaustion.

While having a busy schedule is part of life, a life that is way too hectic could send you straight to Burnout Central. I talked about this in my recent post Beating Burnout: How to Avoid Feeling Overwhelmed, but now it’s time to take things one step further. If your schedule is jam packed with things you absolutely need to do, start offloading some of the burden.

I’m a big fan of the following services—or eager to try them! All of them operate in the DC Metro area.

Cross grocery-shopping off the to-do list

Peapod: I started using Peapod when I first built my business. One day I realized all the time I was spending on grocery shopping and knew I needed to free this time up. Using Peapod took all those steps—making a list of things to buy, driving to the store, hunting down all the items, waiting in line to purchase them, hauling them home—and streamlined the process. Now all I did was click to get the groceries I needed, placed the order, open the door, and put the groceries away. Not only was I saving time, but gas money, too.

Instacart: Similar to Peapod, Instacart also offers home grocery shopping and delivery. This company promises the groceries will be delivered in one hour after placing the order.

Make mealtimes a catered affair

Blue Apron: Several of my friends and family are using this service, and they highly recommend it. Blue Apron deliverers farm-fresh ingredients for meals straight to your door. The ingredients for each meal are perfectly portioned so there’s no waste—all you have to do is chop the vegetables and follow the recipe instructions. Overall, this helps save time on shopping and figuring what to make for dinner.

GrubHub: I personally use GrubHub all the time. We can order takeout from restaurants that don’t offer delivery, so it opens up our options. AlI we need to do is pick out what to eat, customize the order so there are no mistakes, and click “order food.” It shows up pretty quickly, and I don’t have a sink full of pots and pans to worry about!

Postmates: Let’s say you need printer ink, Ziplock bags, a latté, and lunch. You could spend at least two hours running to Staples, the grocery store, and your favorite café to get everything you need.Or, you could use Postmates. This on-demand delivery service is mostly used for delivering food from restaurants, but they deliver other local goods as well. Check the app to see the specific vendors they work with and if they work in your area.

Get some help around the house

TaskRabbit: If the never-ending tasks on your to-do list are giving you anxiety, it’s time to call in for backup. Fortunately, TaskRabbit is a fantastic resource to use. All you do is pick a task—like building a new IKEA desk, cleaning up the kitchen, moving seasonal items into storage, etc.—and TaskRabbit will match you with a pro to help you get it done.

Let Mommy Sleep: This is an incredible local service for new parents. Let Mommy Sleep provides overnight care to newborns and evidence-based education to their parents for as long as a family needs. A typical overnight is from 9:00 p.m. to 7:00 a.m., during which time a registered nurse or newborn care provider will assist with the baby so you can catch some much-needed zzz’s.

Track the details without losing your mind

Shoeboxed: This is another go-to service for me. It takes away the time factor (and growing burden) of organizing all the documents of your day-to-day life (receipts, business cards, etc.). You can then turn your attention to more important things—like importing the data from those documents into reports and records.

Bring the spa to you

In The Nick of Time: If you want to get a haircut, spray tan, massage, and pedicure without leaving the house, then this spa on wheels is an absolute must. You can sit back, relax and get pampered all in the comfort of your home. While this can definitely save some time, it’s also important to your overall well-being. It’s hard to fall victim to stress when you’re more blissed out than burnt out.

This is only a partial list of time-saving services you can use to beat burnout. If you’re looking to finally take control of your busy schedule and better organize your life, I offer one-on-one consultations to help. To set up a time to chat, schedule a discovery call with me today.