In my last post, I discussed effectiveness vs. efficiency, and how you really need to focus on effectiveness before concerning yourself with efficiency. However, efficiency is important. So in this post, I want to give you some tips for becoming more efficient.
In order to become more efficient, you need to focus on two things: data and processes.
Data
People often get frustrated with me when I make statements like, “the numbers don’t lie.” Many people get it stuck in their heads that the way they are doing something SHOULD work, even if the data says that it DOESN’T work. And so they keep doing the same things until they get frustrated and quit. Its like thinking you can drive a screw into wood if you just keep hitting it harder with the hammer.
Please don’t fall into this trap.
By telling you what doesn’t work, the data often tells you what WILL work. Focus your energy on discovering that solution, rather than getting frustrated at what didn’t work. Put your ego aside and take heart. If it didn’t work, then you are one step closer to finding something that will work.
Track data. Data and statistics drive efficiency. Are you tracking statistics to see how things are working? What REALLY worked? What didn’t? What do your customers and prospects ACTUALLY want? How many leads did you generate? Where did they come from? This will TELL you what you need to change. Don’t guess. Collect information.
Review the data. Where are the numbers are way off? Where are your biggest costs? That’s where you’ll be able to make the biggest savings. What small costs can you eliminate? A lot of small costs can add up to a big expense! Where are the majority of your leads coming from? That’s where you should focus more of your efforts to get a better return on your advertising investment. What are your customers and prospects looking for? That’s where you might get new product ideas, or recognize how to put your business more in line with the needs of your customers, or create better targeted marketing campaigns. Think about other questions you can ask that your data can answer.
Processes
Now I know that many people hate documenting processes. I know your processes are so simple that you probably think documenting them is a waste of time.
Don’t skip it. There are benefits.
First, if it is a process that occurs daily, it will quickly become a habit as you do it the exact same way each time. This makes YOU more efficient.
Second, if it is a task that occurs weekly, monthly or longer, you won’t waste time trying to remember what you actually did way back when you first did it. You just refer to the instructions.
Third, if it is a process that you will outsource, you have instructions to give to the person who will be doing it for you.
Just make sure that each time you follow a process, you follow the steps you’ve written down. Add new steps as they come up. Record improvements you’ve made. Consider this a “living” document. You can change it, but only for improvements.
Document your processes. As you go through your daily processes, write them down. Create a step-by-step guide for what it is you do to accomplish each task. Its important to do this AS YOU ARE DOING THE STEPS. This will tell you what you REALLY do when you’re getting things done, rather than what you THOUGHT you needed to do. These guides or procedures do not have to be super detailed. One line for each step should suffice. Write down pertinent details with the steps, like login information and account numbers, so that you don’t have to go searching for them the next time you follow the procedure.
Review the processes you’ve written down. Now that you can SEE them (because you’ve written them down) you can begin to make improvements. Look for areas where you can make the biggest improvements. Often, you’ll find a single change that will improve multiple processes, or processes that can be combined, or re-ordered for better efficiency. You might find a software tool that will help you run one or more processes more efficiently. The goal is always to eliminate steps in a process, or make steps go more quickly. You will also see which processes you might be able to outsource easily, thus freeing up more of your time.
While it might be boring, improving efficiency comes down to tracking data and improving processes. And when you follow the steps I’ve given you here, not only will you see results more quickly, but you will be in greater CONTROL of your results.
Do this, and you’ll be more efficient at becoming efficient.
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So what do you think? Am I missing something that would help people become more efficient? Have you improved your efficiency differently? Leave me a comment and let me know!
Jason,
You are right, it does sound boring but it also sounds very worthwhile. Thanks for the information. Keep it coming.
From Donna Brogan´s blog… More Germ Areas And The Most Germy Jobs
Boring to set up, perhaps… but its a great feeling when you can see proof that your traffic has increased, or your conversions are up, etc. And you know that with more tweaks will come more improvements.
Hey Jason….
Track and document…treat it like a real business if you want results..
Great info keep it coming..
From RJ Briscoe´s blog… YOU CAN’T HAVE SUCCESS AND A “FREE RIDE” YOU MUST CHOOSE…
Right on, RJ. I’ve seen so many people create the impression of a real business (website, business cards, 800 numbers) but without actually focusing on the areas that will help them improve their business.
Wow Jason!
This is great. I’m always looking to improve in this area. I have very limited time in my day and have lots that I want to create and accomplish.
I have to be laser focused and crank projects out…
Thanks for the tips!
Kary
From Kary Rogney´s blog… Reaching His Full Potential… Inspiration For Us All!
You’ve got to focus on only those metrics (data) that get you to your specific goals. Don’t collect data just for the sake of collecting data. It has to be USEFUL data, and should be the minimum you need to make decisions.
All these tips and strategies are extremely helpful in becoming a more efficient AND more effective entrepreneur.
I liked what you wrote about data–it reminds me of a saying, “Insanity is doing the same thing over and over and expecting different results.”
Don’t be insane. If doing something one way doesn’t get the results you are looking for, then try doing it differently. Read the data and determine what WILL work for you!
Thanks so much, Jason!
Heather
From Heather Taskovics´s blog… So You Want To Be An Entrepreneur! (Part 1: Figuring Out What You Want To Do)
Well said, Heather. Even if you are not doing the same thing over and over again, having data to look at is so much better than taking shots in the dark.
Hey, Jason great post. You hit it dead on. I used to to avoid the numbers, but it turned out to be a huge mistake. You can definitely run a more efficient marketing campaign when you record and review data. I re-tweet this.
-City Sylvester
Collecting data is basic stuff. A simple split test of a landing page, for example. Once it’s set up, it doesn’t take long to change, and you only need to compare two numbers to see which is better. Definitely improves marketing campaigns.
Thanks for the retweet!
Good post, Jason! Good reminder for me about data tracking. This is one thing I don’t include as often as I should in my priority list. In addition to laying the foundation with the processes and data, a tool to consider is of course, dual monitors. I am amazed at how much more efficient I am at work (w/dual) as compared to at home (single). I do a fair bit of writing and even that is influenced by it. Thanks!
From Michelle´s blog… 10 ways to recharge your writing
I’ve not used dual monitors, but I do have a big monitor that I can set up several windows side-by-side. Having a cramped computer screen is like sifting through piles of papers on a desk.
Man,
I wish I had the attention to create as much content as I do AND track like this. You’re a freaking genius. (I need an assistant, that’s all there is to it.)
Any suggestions for an ADHD creataholic? LOL.
David Wood
From David Wood´s blog… An Article Marketing Technique That Will Boost Your Results By 200%
Just focus your tracking on the data that matters. In other words, don’t track just for the sake of tracking. You absolutely should focus on creating content, since that is the heart of your business. But you want to know that what you are doing is working, and if you can find ways to improve your results you’ll either have more time to create more results, or make more money.
It may be as simple as checking traffic to your website, to see if it increased during a particular marketing campaign. Or checking conversions after changing a landing page. You don’t need graphs and fancy spreadsheets. If you need an assistant, you’re probably tracking too much.
WOW! Powerful post my friend…
So funny how the Universe works. What
I’m doing right now is mapping out all of
my processes.
For anyone that wants a great FREE program
for doing this Google ‘FreeMind’… it’s a program
where you can create Mind Maps. The BEST
tool I’ve come across in a while.
I will be doing a post on it soon with a video
tutorial. Thank you Jason for sharing this post.
It really is very important to do these things. I
will be linking my Mind Mapping post to this post
because you laid it out perfectly:)
Thanks for being you my friend!
From Eric Goldstein´s blog… BIG Energy Gets BIG Results… How Is Your Energy?
Thanks for the software tip. I look forward to seeing the video you put together. Anything that cuts the time it takes to do process documentation or data collection is worth looking into.
These two posts on efficiency are really helpful jason. This has been one of my areas of
weakness so it is great to be reminded of some good ways to stay organized.
Something that has helped me a lot is a notebook in
which I keep all the username/password combinations for everything. Without
this I’d be truly lost.
Thanks for all your thoughtful suggestions that will certainly be of value as I continue
this effort in focusing my artist brain on the task of computer-oriented organization.
From Buff´s blog… Are You Ready To Take A Creative Risk? part 2
I have a notebook just like that myself. I include the website login URL as well. Nothing fancy, just keep it simple!
I have never heard it this way. But you are right it’s about Data and processes.. I enjoyed the read..
From Jaime Mo´s blog… Why I Consider Will Smith A Mentor Of Mine..