As any professional will know, time is a valuable commodity and it must be managed wisely. For investors and busy entrepreneurs however, this is particularly important. Often, entrepreneurs are required to work on numerous tasks or projects at once and this can result in demanding schedules and time-sensitive conflicts.
Dealing with investors, media and clients, as well as running the business and taking on new staff can leave entrepreneurs with very little free time. Whilst an existing company may have the resources to hire additional in-house personnel, building a business can be the busiest time for entrepreneurs.
Last-minute meetings or urgent calls will always crop up, but planning your diary in advance will ensure that everything else is scheduled. Although you’ll need to add events to your calendar on a daily basis, taking a few minutes to plan your diary at the start of each week can help you to visualise what the next seven days will entail.
Following this, you can schedule additional meetings, conferences or calls at times which are appropriate for you.
Most professionals rely on electronic or online diary management and this offers many advantages. Easy to update and accessible from anywhere, online calendars ensure that you can always check what’s coming up.
However, it’s important to get the most out of diary management software and there’s bound to be numerous features you’re not using. Colour coding your engagements can be an extremely useful way to organise your diary.
Unfortunately, entrepreneurs often find it hard to switch off and don’t usually take as many breaks as they should. Over time, this can have a negative effect on their professional lives, as well as their health and well-being.
When managing your diary, it’s vital to include regular breaks and time away from the office. In addition to factoring a daily lunch break into your diary, for example, you may need to include specific days off.
Whilst most people work at least five days per week, busy entrepreneurs often end up working more than this. When launching a business, working over the weekends, early in the morning and late into the evening isn’t uncommon. Although your business may require such input at the start, it’s crucial that you schedule regular breaks so that you don’t suffer from the strain of overwork.
When adding something to your diary, don’t be tempted to simply note down vague details. Whilst you might have additional information stored in your head, it can be difficult to recall it at a later date.
When you’re arranging events or diarising meetings, it’s vital to be aware of other engagements. For example, if you are arranging two out-of-office meetings you may want to schedule them on the same day, at nearby locations. This can cut down on your travel time and ensure that you aren’t left idle between events.
Similarly, determine whether face-to-face meetings can be changed to phone calls, or even video conferencing. Often this cuts down on the time a discussion takes but still enables you to achieve the same results.
Once you implement all of your diary management skills, you’ll realise just how useful your diary is. In fact, most entrepreneurs and professionals would struggle to operate without a properly managed diary.
Organising a diary is no easy feat, particularly for a busy entrepreneur. Whilst it may be tempting to overlook the management of your calendar when you have so many other tasks to do, but this can result in you missing important events, being ill-prepared and losing crucial time.
By accessing professional remote help with diary management, however, you can ensure that your engagements are managed effectively and that your time is put to good use. Often, the additional time gained by having a well-organised diary means that entrepreneurs are able to spend more time at home or commit to additional professional endeavours.
By using a highly trained, virtual PA, for example, you could also access help with email management, call handling, documentation and research. Whilst it may not be viable for an entrepreneur to hire in-house staff to complete these tasks, outsourcing your business or administrative needs will allow you to focus on the more crucial aspects of your business.
When time is precious, it makes sense to use it wisely. Rather than attempting to handle your diary management alone, using an accredited PA is a cost-effective way to increase efficiency and productivity. In addition to this, working with a virtual PA service, such as SmartPA who have experience in your industry could help you to streamline business processes, increase sector-specific research and, ultimately, to create a successful and thriving business.
If you would like more information on how SmartPA can support your business contact us by calling 0845 241 3372 or visiting our dedicated web page here.