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Desiree Ashton

doing the legwork, so you don't have to

For those who run a small business, no two days are ever the same.  Over the course of a normal working day, a small business-owner may be asked to sport a number of different hats – everything from personnel management through to financial control… with a possible detour into the role of marketing in between.  While on the one hand, this presents variety and challenge and the need to ‘think on your feet’, on the other, it can result in a sense of distraction, interruption and loss of momentum.

Regardless of the admin solution a small business has in place, there will always be times when the ‘task in hand’ must be completed by you alone and must take precedence over all other activity, e.g. re-drafting a business plan, preparing for a meeting with prospective investors or reviewing important information relating to a client briefing.  At that point, you want to be able to switch efficiently and effectively into ‘focus’ mode, nail the task and then move smoothly on to the next thing.

For someone used to sporting many hats, this can be easier said than done.  However, there are some simple, common-sense steps that can be taken now which will mean that when required, this spontaneous switch is both seamless and easy to obtain.

Six simple ways to improve your focus:

1.  Get Comfortable – one of the most common causes of distraction is discomfort.  Invest in a good workstation to ensure that cramp and discomfort do not cause you to fidget or interrupt your flow.

2.  Tidy Up – keep your workstation clear of clutter.  File any stray notes and papers which might catch your attention and cause you to ‘wander’ from the task in hand.

3.  Organise – develop a robust and straight-forward filing system both on your computer and in your office.  Make it easy to find information – both for you and anyone who may be assisting on certain tasks.

4.  Automate Your Email – use folders to ensure that only the most pertinent information arrives in your inbox.  Automate all subscription emails to pre-named folders.  Create auto responder templates which you can easily switch on to advise those who contact you when you are in ‘focus’ mode that you are away from your desk and will be accessing your email again at a particular time.

5.  Make the Most of Voicemail – all phones have this, but how often do we use it to actively manage when and how we are contacted?  By using your voicemail service over key work periods, you can minimise unwanted interruptions.  A brief personal message advising that you are in a meeting and will be picking up calls again at a certain time still gives the respective caller an impression of having been ‘personally’ attended to.

6.  Manage Your To Do List – as you tick off your To Do list, update your ‘Done’ List.  Be aware of how much you are achieving and understand what this means for your business.  Remaining focused takes effort and is not simply about tick lists – by acknowledging progress, you will remain motivated too.

The simple secret to improving your focus is to organise, and the pointers listed above can help you do this.  Interruptions and distractions are a fact of working life.   By choosing to proactively manage these, you can create a day-to-day environment where you can switch effortlessly into a more focused workspace, as and when you need it.

Good luck!

If you find this post interesting and useful, you might also enjoy my posts on effective planning and outsourcing.

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