Top 5 Time-Wasters  And the tools that will make your life so much easier.

Top 5 Time-Wasters 

And the tools that will make your life so much easier.

As entrepreneurs sometimes it can feel like there's never enough time to tackle everything on our to-do lists. In my line of work, as a virtual assistant, I see people committing to the same time-wasters over and over. And while there are a million apps, tools, and resources available - it can be very overwhelming to try to find exactly the right tools for your business. 

Are you wasting your time on any of these 5 things? Here are my recommended tools for solving your most time-consuming, daily, administrative tasks!

 

1. Scheduling

Somehow it’s always a nightmare trying to find a time that all relevant parties are available for that important phone call or meeting. Life is just too busy and everyone seems to be running around at a different pace.

Tools to help:

 

2. Emailing & Customer Service Tickets

Sometimes while trying to keep up with emails, direct messages, help inquiries, and more it seems like the best solution is to add administrative staff. And sometimes it is, but working smarter can save a lot of time and money. Eliminate the time it takes to reply to emails you frequently receive, bring all of your incoming messages (from all platforms) into one place, and use magical tools to schedule emails for postponed delivery. Once you do, you’ll have more time for what’s most important to your business.

Tools to help:

 

3. Posting to Social Media

Spending 60 minutes to create and schedule out all of my social media posts for the whole month is hands down one of the best decisions I’ve ever done for Calibrated Concepts. I highly recommend that you do the same - take all of the guesswork out of what to post and when to post it! The result will be consistent content that’s scheduled for when people are most likely to see it. I’ve tried so many social media schedulers for my virtual assistant business and for the businesses I’ve worked with. While many have merit and supporters, I’ve fallen in love with just two. First, Later for the fact that the user experience is absolutely gorgeous and intuitive. I also love that it doesn't leave any indication that the content was posted by a scheduler on your social media platform, even in the free version! The second that I’ve fallen for is CoSchedule for the fact that it seems to be able to do anything and everything. I currently use Later, but as Calibrated Concepts grows, I anticipate I’ll switch over to CoSchedule.

Tools to help:

 

4. Data Entry/Database Management

Make your life easier by having people fill in your their information into your spreadsheets for you with Typeform or Google Forms - both of which offer amazing templates to get you started. Link these tools with Google sheets for spreadsheets that work with you on the go and can be easily shared when needed (pro tip - turn on offline editing). And sometimes if and when there is simply too much information that needs to be added to your database, outsource it. Trust me spending the money to hire someone to help you get it all done and out of the way will be more than worth it.

Tools to help:

 

5. Invoicing (tracking expenses, time tracking, etc.)

Get paid! Obviously, in every business, it is imperative to send out branded invoices quickly, affordable, and effectively and there are a million tools out there to accomplish this. The three below are ones that come up over and over again in business networking groups. I’ve opted to use Freshbooks because it is beautifully designed and incredibly functional. Xero gets great reviews in my entrepreneurial circles as well though and was a top contender when I was setting up my internal systems. And finally, many business owners I know use Wave when they are first getting started because they offer free branded invoicing.

Tools to help:

 

Get started by tackling your biggest time waster today! Need some help figuring out where you the majority of your time is slipping away? Use RescueTime, then talk to a systems geek to sort out the best tools for your business.


Want to learn more about how how to use tools to free up your time? I offer a free 15 minute consultation and would love to help you.