How to Be More Organized, Productive and Effective

Organizing Your Life So You Can Live It

Are you busy? Or are you productive? Do you have too much to do and not enough time? Do you feel stressed out because you have put in a long day. And still haven’t completed the important things? Are you running your business? Or is it running you?

The comment is heard frequently, “I don’t have time to organize.” We save paperwork because there are some great ideas we might need one of these days. But we never get to it, and the piles of paper continue to grow. We shuffle, search through and stress over it, yet we don’t take time to stop and establish a system that works. Getting organized is vital because it cuts through confusion, promotes productivity and enhances effectiveness.

The truth is, it takes a lot less time and effort to be organized than it does to be disorganized. Disorganization takes more time than you can imagine and places huge obstacles in the path of getting things done. By becoming more organized you can complete more work in less time and with less effort.

The only prerequisite to getting organized is the desire and willingness to change. Instead of saying, “I don’t have time to organize,” start thinking just the opposite: “I will organize to have time.” Changing your thinking is the first step to getting organized. In fact, if you organize your thinking, becoming organized will follow naturally.

How Do I Start to Get Organized?

More productive and effective time on the job sounds great, but is your real problem simple disorganization? Perhaps you’re not sure where to begin. Or maybe you are feeling overwhelmed. Here are a few guides to get you started:

1. Visualize. In an environment plagued by chaos and haphazard schedules, you can feel to frazzled and unfocused to set and reach goals. If your head is filled with clutter, you can’t organize your thoughts. Imagine, for a moment, how wonderful life is going to be when your environment is clutter-free and organized. Focus on the desired outcome, not the effort.


2. Get Started. What’s bothering you the most? This is usually the best place to begin. If you hate that pile of papers or mail in your inbox, start there. If you’re getting stressed that you can’t fit another item in your desk, then you’ve found the perfect starting point. The important thing is that you just start somewhere. Organize your environment by removing the small irritants that hinder your achievement. Rather than thinking about the huge project ahead, break that project down to little bite-sized, manageable pieces. Get it started. Take the first step, and you will likely continue it to completion.


3. Write It Down. Now it’s time to go beyond wishing and dreaming. For a few days write down each thing you do and how much time you spend on it. Once you’ve identified your main time wasters, create an ideal schedule. Assign time slots to tasks you do every day. You’ll be less likely to let one job expand at the expense of others. Writing things down helps you to more easily remember all that you accomplish.


4. Do Daily Planning. It is said that people do not plan to fail, but a lot of people fail to plan. Take the time each night to manage one of your most precious resources: the next twenty-four hours. Write out a To Do list for the following day. Without a plan for the day you can easily get distracted, spending your time serving the loudest voice rather than attending to the most important things that will enhance your productivity. A schedule doesn’t close you in a box. When you plan well it allows you to prioritize with balance, be ready for the unexpected and choose what is most important to produce the results you want.


5. Avoid Distractions. Work on only one item at a time. Remove all other projects from your desk to avoid distractions. Time is lost sorting through other items while you‘re working on one.


6. Clear the Clutter. We all need to cut back, cut out and cut down. The vast majority of us simply have too much stuff. When you bring something new into the office try to eliminate something else. Give away old computers, furniture and equipment to the young businesses in your area, your local schools or not-for-profit organization. Donating will discourage hoarding and provide you with the satisfaction of knowing you have helped others.


7. Reward Yourself. Make something you want or love to do dependent on the completion of a certain task. If you promise yourself that you will not watch your favorite television show tonight unless you work for 15 minutes on organizing your products, you’re sure to get hat small task finished. No cheating allowed. A little extra motivation is often enormous help!


8. Maintain Balance. Your life consists of Seven Vital Areas: Health, Family, Financial, Intellectual, Social, Professional and Spiritual. You spend different amounts of time in each area every day. But if you are spending a sufficient quantity and quality of time in each area, then your life will be more balanced. Ignore one or more of these areas, and you will get out of balance. Fail to spend time on your health, and you may develop an illness later on. Ignore your family, and it may cost you a lot of time to repair relationships in the future.

If you can recapture a wasted hour here and there and redirect it to a more productive use, you can make great increases in your daily productivity.

Without organizational skills you waste time. With limited time you find it difficult to get organized. This is a viscous circle that robs talented people of the life they want. People who are organized are getting the best out of life. They are getting things done. They’re achieving their goals. They’re finding the time they need to do the things they love and to spend time with the people they care about. As you put these organizational tips into practice you will become more productive and effective in all you do.

The Top Ten Time Wasters

1. Shifting priorities.
2. Telephone interruptions.
3. Lack of direction/ objectives.
4. Attempting too much.
5. Drop-in visitors.
6. Ineffective delegation.
7. Cluttered desk/ losing things.
8. Procrastination/ lack of self-discipline.
9. Inability to say “no”.
10. Meetings.

Six steps to defining your target market

Whether you sell washing lines or wiper blades, you need to understand your customer if you want to maximise your sales. Who are you selling to? Why should they buy your product? What do they stand to gain? Grant Leboff, principal of Sticky Marketing Club explains how you can identify your target customer

1.  Understand the problems that you solve

The starting point in defining the target market for your proposition is to understand the problems that you solve. Once you have a good idea what these are, you can start to work out who is most likely to suffer from these problems.

2. Paint a picture of the customer

Start to list all the different types of customers that suffer from the problems you solve. Once done, you can start to build up a picture of these customers. Group them by location - for example, high net worth individuals tend to live in certain postcodes. Group them by market sector - are they manufacturers, recruitment agents, and so on.

Ask yourself other types of relevant questions about these people. Are they married? Are they male or female? Do they play golf? Define them in as many relevant ways as possible.

3. Who will gain from the value in your offer?

Ask yourself:

• To whom will these problems be most troublesome?
• Who will have the most to lose by not dealing with these issues?

If you can demonstrate that the cost of NOT sorting out the problems is GREATER than the cost of dealing with them, then your case becomes compelling.

Remember to take into account aspects like emotional upheaval, stress and the risk to reputation when implementing your solution, as well as a bottom line cost. It is all these factors that make up the value in your offering.

4. Think about your market

Today we live in the world of niche. For example, we are no longer prisoners of television schedules. We can watch what we want at our convenience from almost anywhere in the world; meaning every person can enjoy a unique viewing experience.

The web is fantastic at delivering personalised products and services, cutting out many of the distribution challenges that previously existed.

It is these factors that mean it is a more effective strategy to be a big fish in a small pond rather than the other way round. It will be easier to build your reputation and gain referrals. You will also find you get more from your marketing endeavors.

Therefore, with the previous knowledge gained, start to segment your market. Do you want to work:

• with particular types of people - high net worth individuals, men, women, golfers, and so on?
• in certain geographical locations - Peterborough, The North West, and so on?
• around tight market sectors - manufacturers or accountants, and so on?

5. Look internally at your company

One way of deciding on the right markets to pursue is to think about your company and your business.

• Do you have particular areas of expertise?

For example, have you a lot of experience in particular markets, such as working with lawyers?

• Do you have unique knowledge of a specific geographical area?
• Are you better at getting on with certain types of people?

All these factors could help you establish a particularly attractive offering.

Take an accountant working alone in Manchester, for example. For a start, working all over the country is probably not practical. They may therefore decide to only work with clients in the North West.

It may be that before going alone they worked in-house for a couple of different entrepreneurial businesses. Therefore, the accountant may decide to make their marketplace 'Entrepreneurs in the North West'.

Suddenly, if you are an entrepreneur in the North West, this is an accountant probably worth knowing. By solely working in this area they are more likely to introduce you to the right people and have more market knowledge of schemes and funding available to entrepreneurs.

Meanwhile, by concentrating in this marketplace, the accountant knows which websites to look at and belong to, which publications to read and possibly write for, and which networks to attend. Within this market it will be quite easy for the accountant to become known. Without limiting their market it would almost be impossible to know where to start.

6. What else is available?

Once you have decided the answers to some of these questions you must look at the market to see what else is available. The question you must have an answer to is:

• Why am I uniquely placed to solve the problem?

It may be that for some marketplaces there is no answer. However, in certain sectors or geographical locations there may be a compelling response to that question.

If you are unable to answer the question, you either have the wrong target market or the wrong offering. In this case, more work will need to be done before you start targeting your potential customers.

Six Steps to defining your target market

Identify Your Ideal Client - Don't Sell Yourself Short

ICA = Ideal Client Avatar

People often times get fixated on what services they are going to offer or what product they are going to sell. They focus so much on what they are selling that they forget WHO they are selling them to.
YOU CAN'T JUST SELL TO EVERYONE!!! If you're selling to everybody and talking to everybody "You're really Talking To NOBODY" You have to be specific as to who you are reaching out to and know who your services are for.

It's important to know your ICA if you are selling to everyone, and you have this wide net, you are going to get what you get. You have to look at is as fishing you are literally going to get everything that comes in your net some of which is Absolutely No Good.  It may not be someone who is actually not interested or wanting your services. The best way to weed these people out is by being selective. In order to be selective you have to know who your ICA's are to begin with. The best way to determine who you ICA's are is it you want to work with:

- Be SUPER specific "Break It Down As Much As Possible"
- Look at the social economic status
- Look for people who can AFFORD what you have
- Who want's to work with you
- Create a journal from your ICA perceptive (Break it down and be so specific that there's no one else
   you're talking to) Narrow It Down to A Specific Group of People.
- Don't try to sell a BMW to someone who only makes $20,000 per year "THEY CAN'T AFFORD       IT" there's nothing you can do to make them afford it.

Once you set the bar you will continue to get those type of clients, Don't sell yourself or your business short. You have to either change what you are offering or change who you are talking to.

People often times get fixated on what services they are going to offer or what product they are going to sell. They focus so much on what they are selling that they forget WHO they are selling them to.
YOU CAN'T JUST SELL TO EVERYONE!!! If you're selling to everybody and talking to everybody "You're really Talking To NOBODY" You have to be specific as to who you are reaching out to and know who your services are for.

It's important to know your ICA if you are selling to everyone, and you have this wide net, you are going to get what you get. You have to look at is as fishing you are literally going to get everything that comes in your net some of which is Absolutely No Good.  It may not be someone who is actually not interested or wanting your services. The best way to weed these people out is by being selective. In order to be selective you have to know who your ICA's are to begin with. The best way to determine who you ICA's are is it you want to work with:

- Be SUPER specific "Break It Down As Much As Possible"
- Look at the social economic status
- Look for people who can AFFORD what you have
- Who want's to work with you
- Create a journal from your ICA perceptive (Break it down and be so specific that there's no one else
   you're talking to) Narrow It Down to A Specific Group of People.
- Don't try to sell a BMW to someone who only makes $20,000 per year "THEY CAN'T AFFORD       IT" there's nothing you can do to make them afford it.

Once you set the bar you will continue to get those type of clients, Don't sell yourself or your business short. You have to either change what you are offering or change who you are talking to.

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Using Words to Become a Great Listener

Blog from Maribeth Kuzmeski of Red Zone Marketing

Being a great listener is not just about sitting back politely, providing appropriately timed head nods of encouragement, and taking in what another in a conversation is saying. If you can’t engage the person you are in a conversation with, then more often than not, you are not going to have to listen for very long, especially if you are just meeting this person.

By watching some of our connector clients at Red Zone Marketing in action, I’ve observed that being a great listener comes down to getting the other person talking.

How do I do that?
Ask great questions. If you ask quality questions it keeps a conversation rolling, even with someone you have just met, allowing you to learn more valuable information about that person, which, in turn, brings greater value to you for listening.
Asking questions that engage show that you have a sincere curiosity and desire to get to know the other person. If you are just going through the motions of generic question asking, the sincerity is lost, and the answers you receive will most likely be just as generic. If you are going to bother being a listener, why not make sure you have great things to listen to! In the end, you become more memorable because you cared enough to ask and then listen!

To start becoming a great listener, come up with a list of questions to ask of another businessperson that you don’t know. Here are a few that will drive your conversation away from the trite generic answers your conversationalist has stored away to use when meeting new people:

-How did you get into this business?
-What’s something you’ve done that has really changed your career?
-What has your greatest success story been this year?
-What’s your biggest challenge?
-What’s a good client for you?
-Have you read any good books lately?
-Where did you grow up? Do you still have family there?
-Do you have kids? How many, how old, what are they involved in, etc
-Did you hear that… (something from the Wall Street Journal, local newspaper, news website, or Industry publication that day)

These questions not only give you more rewarding information to listen to, they also allow you to discover connections between you and the other person. Connections are what form relationships. Just by listening you can find these connections. Finding out that the two of you grew up a town away from each other, started out working at the same company, or share a similar Ideal Client are all great things to find out.
Being a great listener with great questions allows you to find the connections with others and then use that info to build on that relationship. You will come to find that many great listeners are also great at forming and maintaining key relationships in business.
What are some questions you like to engage people with when first starting up a conversation?

Nine Easily Avoidable Selling Mistakes

Selling isn’t complicated. When quotas get missed, when opportunities are lost, and when careers go sour, most of the time it’s because the sales pro made a tiny mistake. A mistake that could have been easily avoided.
Here’s a list of the nine most common sales mistakes, and EXACTLY how to make sure you don’t make them.

Mistake #1: Failing to Keep Your Pipeline Primed
• Definition: Not having enough prospects (i.e. fully qualified leads) at the beginning of the sales cycle.
• Why It’s Easy to Make: Filling the pipeline often involves cold-calling (i.e. calling people you don’t already know personally) and often plenty of “rejection.”
• Why It’s a Big Mistake: If you don’t have enough prospects at the beginning of your pipeline, you’ll probably not have enough coming out the other end as real live customers.
• The Unintended Consequence: You may end up spending extra time on the accounts that you DO have in the pipeline and put unconscious pressure on those prospects to buy, thereby creating resistance and EVEN FEWER sales.
• Why It’s Easy to Avoid: You can easily schedule quality time for cold-calling, asking for referrals and other lead generation activities.
• Advanced Technique: Make sure that you make your first time calls on a day and time of day when they’re most likely to result in a qualified lead. For more info on this, see: “What’s the Best Time to Cold Call?“


Mistake #2: Failing to Research the Prospect
• Definition: Going on a cold call or go to a face-to-face without knowing much about the prospective customer.
• Why It’s Easy To Make: Your primary job is to sell, not to dig around and find out things, right?
• Why It’s a Big Mistake: You have a limited amount of time with each prospect. If you spend it finding out things that you could find out elsewhere, that’s less time you have to actually move the sale forward.
• The Unintended Consequence: The prospect will know you’re unprepared and (worse) take it as a sign of disrespect.
• Why It’s Easy To Avoid: You can use the web to discover where your offering fits (business need, organizational structure, etc.) before contacting the prospect.
• Advanced Technique: Purchase a sales intelligence tool like InsideView, which provides a wealth of background information for any prospect.


Mistake #3: Failing to Qualify the Lead
• Definition: Putting a sales lead into your pipeline without being certain that they have a need for your offering or the money to buy it.
• Why It’s Easy to Make: If you get some prospects in the pipeline, your manager will finally get off your back, right? And, who knows, maybe they’ll buy…
• What It’s a Big Mistake: Every second that you spend on a prospect that won’t and can’t buy is time you could be spending on prospects that will and can.
• The Unintended Consequence: You’ll make a few sales… but your numbers at the end of the quarter will look like crap compared to your peers who bothered to qualify their leads.
• Why It’s Easy to Avoid: Have a list of qualification question and ask them early in the sales cycle.
• Advanced Technique: Try the Sales Machine tool: “The Ultimate Prospect Qualification Tool.“


Mistake #4: Failing to Discover the Buying Process
• Definition: Going through the sales cycle assuming that your sales activities will drive the sale from inception to closing.
• Why It’s Easy to Make: The illusion that you can control the sales through persuasion and manipulation is comforting in an essentially chaotic world.
• Why It’s a Big Mistake: Every firm has its own way to make buying decisions, with its own timetable for making them. When your sales activities get out of sync, you end up working a cross-purposes.
• The Unintended Consequence: Surprises at the end of the sales cycle… like contracts and P.O.s that get signed late, or never get signed at all.
• Why It’s Easy to Avoid: During your initial conversations, you can work with your customer contact to define the buying process. You then adapt your sales activity to match.
• Advanced Technique: Create a document defining the buying process, and what to do if something goes awry. Refer to it when needed.

Mistake #5: Giving a Generic Sales Pitch
• Definition: Pulling out your slides and going through a list of canned list of features and benefits.
• Why It’s Easy to Make: Marketing gave you this pitch and said it would WOW the customer. And rumor is that it does work sometimes. Or so you’ve heard.
• Why It’s a Big Mistake: Canned presentations are not only boring, they’re vaguely insulting. And they that you’re force-fitting whatever you’ve got to sell into something that the customer should buy, whether or not he really wants or needs it.
• The Unintended Consequence: Best case, this “spray and pray” behavior simple wastes the customer’s time, but the prospect will forgive you and move on and perhaps even buy. Worst case, you can antagonize the prospect to the point where he’s not going to buy from you, period.
• Why It’s Easy to Avoid: Simple. Just remember that you should never fire up PowerPoint unless you’re presenting to a room full of people… and after you’ve customized the deck to match the prospect’s requirements.
• Advanced Technique: Use MyBrainShark to record your sales pitch and let the prospect view it at his or her convenience… if they’re interested in learning about extra features and functions.


Mistake #6: Trying to Close Too Soon
• Definition: Asking for the business before the prospect is convinced there is a real need or that your firm and offering is right for them.
• Why It’s Easy to Make: You’re already counting your commission in your imagination, so you missread the cues that the prospect is giving.
• Why It’s a Big Mistake: You end up looking hungry and like you’re really only trying to cut a deal - for your own reasons, not because you want to help the customer.
• The Unintended Consequence: The sale will take longer, because you’ll need to step back and work to re-establish trust. And if you flub it again, you can probably kiss the sale goodbye, because the prospect now sees you as a “used car salesman.”
• Why It’s Easy to Avoid: You can ask confirming questions. Listen to the customer’s answers carefully. If there’s still resistance, it’s too soon to close.
• Advanced Technique: Focus on the financial benefits of buying and financial disaster of not buying; eventually the close will become a foregone conclusion.


Mistake #7: Waiting Too Long to Close
• Definition: Letting the sales process go on and on, without ever asking for the business.
• Why It’s Easy to Make: You’re afraid of getting a “NO!” and finding out that the customer doesn’t really like you, even though you’ve spent all this time on the account.
• Why It’s a Big Mistake: The time you spend unnecessarily on one prospect is time that you’re not spending developing another. And that’s money out of your pocket.
• The Unintended Consequence: You’ll end up hustling like crazy at the end of the quarter to close… and you probably won’t the close because you missed the window of opportunity.
• Why It’s Easy to Avoid: You can ask confirming questions. Listen to the customer’s answers. When you’re getting all green lights, ask for the business.
• Advanced Technique: Once you’ve qualified the prospect, assume that the deal will close… when the prospect has qualified YOU!


Mistake #8: Failure to Follow-up
• Definition: You make a commitment to a prospect, but don’t find the time to fulfill it; or you forget to check on a customer after you’ve made the sale.
• Why It’s Easy To Make: Hey, you’re busy, right? You’ve got lots of things that need doing. And there are always other deals in the pipeline, eh?
• Why It’s a Big Mistake: If it’s a prospect, you just proved that you’re unreliable and untrustworthy. If it’s a customer, you just proved that you were really just trying to make a sale and “so long, sucka…”
• The Unintended Consequence: You’re clobbering your reputation and making it impossible to sell to those people. And you can forget about ever getting a referral.
• Why It’s Easy to Avoid: With a little forethought, you can schedule follow-up activities immediately after the contact. And schedule a series of follow-up phone calls and email to check on each customer’s status. Then do it.
• Advanced Technique: Get a hardcopy day planner, either the Franklin-Covey classic or Tony Robbins’ RPM. (I’ve used both to great advantage during different period of my working life.) Why hardcopy? That way you can still make your calls when your computer is down or the Internet is not available.


Mistake #9: Forgetting to Get a Referral
• Definition: Not getting “warm leads” from your existing customers.
• Why It’s Easy to Make: You were told that the best time to ask for a referral is when you close the deal. That seldom works, so you stopped bothering.
• Why It’s a Big Mistake: Referrals are the easiest leads to qualify and the easiest prospects to convert to customers because you enter the sales cycle without having to work as hard to establish trust.
• The Unintended Consequence: You end up starting from scratch on every sale, which takes time, which means that you’ll ultimately be making fewer sales than if you had some “warmer” prospects entering the pipeline.
• Why It’s Easy to Avoid: You can make it part of your regular routine. At closing, you can obtain a promise of a referral if, after delivery, the customer is delighted. Then, after delivery, you follow up, and ask for the referral.
• Advanced Technique: Have the (delighted) customer make the first contact with the referral. If possible have the customer set up the meeting between you and the prospect. Or, if you’re really serious… take a Joanne Black seminar!!

Strategy Before Tactics = Sales!

Blog from Maribeth Kuzmeski of Red Zone Marketing

You have a strategy, right? You don’t just go from one tactic to another – depending on what is the next hot idea – do you? Well, actually we all do from time to time. And when business conditions are more difficult we often go into survival mode and think only of the tactics that will bring us more immediate sales. We may announce a promotion, advertise a sale, reduce the price, develop an alternative offering, etc. But, a business needs a “Marketing Reason.” Simply selling products or services to people is NOT a reason or a strategy, it is a result. Determine your Marketing Reason, layout your Marketing Strategy and then develop and implement your Marketing Tactics. In that order.

So, before implementing the tactic of the day, consider answering a few quick questions that can lead you to your clear and defined Marketing Reason. It is critical to keeping your business on track in the short and long run.

1. What do you want your target market to know about what you sell?
2. What do you want them to believe about you?
3. What do you want them to think about you?
4. What do you want them to say about you?

Then, plan your strategy focused around your Marketing Reason. An example of a great strategy (and one that is certainly more inexpensive than implementing the tactic of the day) is to develop and focus your efforts on a pre-determined and specific niche. Do you have a niche, a narrow market niche? Do you have offerings that they need and want? Do they know about you?

Your strategy should be behind every business and marketing decision that you make. Tactics can often take us away from our Marketing Reason and away from our strategy. When you create your strategy, your business and sales efforts will become much easier. We want to help you with both Strategy and Tactics. Here are two great options to get you started:

1. Access a free download of the business planning tool, The Red Zone Business Plan. It is designed with questions you can answer that will lead to your strategy. Usually it can be completed in just one hour and has been proven to affect long term, important change and results for your business! Planning your strategy is too important to ignore! (PS. Pass it along! Connect others to this free download!)

2. Plan to Get Connected! As a special CONNECTORS PROMOTION: If you buy a copy of the book The Connectors, we will send you a free, electronic copy of the Marketing Action Plan Template that will help you organize your individual marketing tactics for 2010. Just forward your order confirmation email or receipt from the bookstore to info@redzonemarketing.com. Even easier, just email your favorite idea from the book. We will immediately email you back a copy of the electronic Marketing Action Plan Template that you can begin using right away. The Marketing Action Plan will help to organize your marketing tactics including the details of each activity, when an activity should be started and completed, and a place to assign who's responsible. It will help you plan and keep your whole team accountable!

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"Be a Leader"

1. Begin with praise and honest appreciation.
2. Call attention to people's mistakes indirectly.
3. Talk about your own mistakes before criticizing the other person.
4. Ask questions instead of giving direct orders.
5. Let the other person save face.
6. Praise the slightest improvement and praise every improvement. Be "hearty in your approbation and lavish in your praise."
7. Give the other person a fine reputation to live up to.
8. Use encouragement. Make the fault seem easy to correct.
9. Make the other person happy about doing the thing you suggest.

Win People to Your Way of Thinking

1. The only way to get the best of an argument is to avoid it.
2. Show respect for the other person's opinion. Never say, "You're wrong."
3. If you are wrong, admit it quickly and emphatically.
4. Begin in a friendly way.
5. Get the other person saying "yes, yes" immediately.
6. Let the other person do a great deal of talking.
7. Let the other person feel that the idea is his or hers.
8. Try honestly to see things from the other person's point of view.
9. Be sympathetic with other person's ideas and desires.
10. Appeal to the nobler motives.
11. Dramatizes your ideas.
12. Throw down a challenge.

Become a Friendlier Person

1. Don't criticize or complain.
2. Give honest, sincere appreciation.
3. Arouse in the other person an eager want.
4. Become genuinely interested in other people.
5. Smile.
6. Remember that a person's name is to that person the sweetest and most important sound in any language.
7. Be a good listner. Encourage others to talk about themselves.
8. Talk in terms of the other persons interest.
9. Make the other person feel important - and do it sincerely.

Blog talk radio broadcast "True Love Still Exist"

Blog talk radio broadcast "True Love Still Exist" Great topic incredible audience. Part 2 coming soon.

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