If you’re like any person who is trying to make a go of this online business thing, you’ll be striving to be everywhere, all the time. This sounds like a daunting task but it doesn’t have to be if you have the right processes and tools in place and if I had to pick one thing out from my time in the military, it would be that a good process is worth the time it takes to generate it.
So what are some examples of processes, tools and things that I have done that you could put in place to “create time”? Well, I’ll list a couple below and be sure to let me know if you decide to use any of them.
1. Create a Evernote Notebook with a list of processes
When we launched Tweetcanberra.com.au, I advertised for people to become contributing writers but I needed a way of teaching them without having to take time out of my schedule. So I made an Evernote notebook with a list of processes that I wanted completed before a writer posted an article.
When I took on a new writer, I would send them their details for logging on and a link to this notebook. I then asked the writer to respond to the email acknowledging that they had read the guidelines and processes that I wanted completed.
But I’m the only person who writes for my blog…
That might be the case now but you don’t know what the future holds. I suggest that you start writing your processes down from day one otherwise when the day comes that you do bring someone onboard, imagine all the work that you would have to do just to get them up to speed. Don’t forget that with the way we are moving with virtual assistants, the chances are you won’t even meet your new employee face-to-face before they start working for you.
2. Bulk schedule your social media posts after your publish a post
Now before you jump up and down, I’m not talking, set and forget. I am insisting that when you create a post, you spend another 20 minutes and schedule social media posts for the week. Once you’ve spent that 20 minutes, you can get back to doing what is fun, being social and talking to your audience.
I spend 20-40 minutes on completion of a post creating a post calendar in Google Sheets or Excel and then upload to Hootsuite. I aim to post about the newest post at least daily for a week and then the frequency drops to 2 or 3 days. Not only can I now not worry about having to craft new posts daily, I can worry about the engagement with my audience and creating more content. It’s a simple step that will save you the headache later in the coming weeks.
3. Use an automatic meeting scheduler
When I do individual coaching sessions, I always direct my students to Schedule Once. It saves me a tonne of time trying to line up my schedule with the students.
Schedule Once is a FREE automatic scheduling program that will allow you to set your schedule in advance. When someone asks for a meeting, simply direct them to your Schedule Once homepage and they will be able to see all your available times and book you. Once they have booked their time, it will automatically add to your calendar so that you don’t ever have to worry about booking the wrong time again.
If your client then has to cancel your meeting, they can just log on to Schedule Once and hit cancel. This removes the event from your calendar saving you time and the hassle of having to chase up your appointments.
4. Schedule backups to avoid headaches
There is no shortage of backup and upload tools out there these days and these are great for saving you from having to sit there and wait for it to happen!
I use a couple that save me the headache of manual backing up blogs as well as creating some extra time. For blogging, I use WordPress Backup to Dropbox. It’s a simple plugin that saves me from having to remember to backup my site weekly!
Simply install the plugin, authorise Dropbox and set your backup time. I can tell you from experience, it has saved me on a couple of occasions and the fact that it automatically backups my site means that I don’t have to sit around and wait for it to be completed.
The only issue that I have heard of is that people have run into the issue of their Dropbox account filling up with too many backups. Just take this into consideration when you have multiple sites and if you need to, purchase additional storage from Dropbox.
5. Schedule your emails and set up auto-responders
This was the best thing I have done. When you come to my site, you can sign up and receive access to watch the Social Media Revolution Conference videos as well as get my FREE resource guide. It would be crazy with the number of sign ups that come through each day for me to sit down and individually email them!
Instead, Mailchimp lets you set auto-responders that will deliver emails straight to new sign ups. It also allows you to send them emails on triggers like a link click.
Setting it up is easy enough, all you need to do is be a paid member of Mailchimp and it’s just like creating a new campaign. Other email providers like AWeber also give you this ability. You won’t believe how easy it is and how much time it really can save you, especially with all those email sign ups you’ll be getting.
So there you have it!
5 simple processes and tools that I use daily to “create time”. We’re all busy and every minute counts so that is why I want to hear from you!
Is there a process, system or tool that you have in place to “create time”? Sound off in the comments below and I’ll feature the best tips in a post next week! The best tip will also receive a free 60 minute social media health check worth over $50!!