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No 61                                                                               July 2005

Make Every Minute Count or, Time is Money!

You're a one-person business! What gets done is up to you - success or failures belong to you. It's a lot of responsibility but the freedom is worth it all. Right? Right? I know, it's easy to get overwhelmed and it seems that there is simply not enough time to do all you want to do! There is a way out of this dilemma - technology!

There is little doubt that technology has allowed the small one-person businesses to flourish right under the noses of the big guys. We're more flexible, have less inertia, provide more personal service, and respond to needs of customers. But we need to ensure that we make good use of every minute and this means thinking through the various tasks we perform and decide how technology can assist. Here are a few specific examples -no doubt you will come up with more!

1. Answering the telephone. Ah, the phone - a great tool and a great irritant. Save time by having a good answering machine (or, if absolutely necessary, an answering service). How do you spend time on the phone? If you find that you're frequently answering the same questions consider an answering system that allows the caller to depress different numbers for various snippets of information. But take care, remember the frustrations of getting past all those directions that the IRD use before you get to a real person.
2. Do you spend time driving to the local copy centre? Maybe you should have your own copier or possibly a faster printer - even a colour printer which are becoming less expensive. Think about the cost of trips in money and time when determining if you should really spend $200 on a newer, faster printer. Sure, still take the larger runs to the printer, but for a sheet or two?
3. Answering questions; presenting information to clients. Necessary but time consuming. Consider the Internet - a website. This tool can be amazing. Place a listing of frequently asked questions about your product or service online; a catalogue; details about your background; customer endorsements; and other details that a customer may want to view. Advertise your website just like you would advertise your telephone number.
4. Mailing and shipping. The last thing you need is to waste time in lines at the post office! Don't do it. Use the postal service Internet site (http://www.nzpost.co.nz/) to determine costs and the most economical ways to mail. Check out the courier sites for their charges - there may not be a great deal of difference for larger packages.
5. Use e-mail rather than the telephone. Much more efficient and no playing "tag."
6. Automate your banking. Sign up for your banks internet-based services. If they don't offer this service, look for another bank!

Make every minute count so that you are able to do all those other things that you want to do!

Don’t Forget The Telephone!

With all the hoopla over the Internet and the World Wide Web don't forget about another instant interactive form of communication - the telephone.

Be in more than one place at a time. Use all your resources to give yourself an added "personal" reach around the globe, instantly. Yes, the telephone, fax, e-mail and computer are real power!

"Reach out and touch someone." Save time and money. You can: network, negotiate, sell, buy, find or present info, have meetings, wheel & deal, import/export, drum up business, advertise yourself and business, do research, say thanks. . . When sources give you info - - dial up to track it down or confirm it. In today's fast track world, this helps you win the race.

Telephone, (e, voice, snail) mail, computer, fax: the cheapest ways to stay in constant contact with sources (also pagers, wireless & interactive devices, video conferencing.). When you want to obtain Income & Info fast you must develop different channels of communication with many sources. You need your distribution network for easy access, advice and a free flow of info. Use the power of the Direct Market.

"Let your fingers do the walking!" Phone directories are the way to find income, help, info. The White Pages directory has people; -the BLUE pages section has a list of Government Agencies to contact; and the Yellow Pages (Consumer, Business-to-Business) directories list most businesses (in area) you need to know. Yes, phone books list names, numbers and addresses too. Find the proper people and places to contact by simply turning pages. Why not save directory assistance costs: and use the internet - the White Pages and Yellow Pages are there and are more up to date than the printed phone book. Simple, isn't it? Why not rest your feet? Maximise the use of your time, resources and effort. Phone first!

Here's a quick lesson in phone manners: Smile while you are talking--the person you're calling will See & Feel it. Be polite to everyone you speak with. Know what you are going to say and to whom. Gather all info you need before calling, and Use it! Never forget your purpose for calling. Execute with authority. Practice first. Win by being professional, confident and in control.

Make the most of each call. Don't waste time: have a pen & pad by the phone to jot down any names, numbers and info you run across. Speak clearly and loud enough so each listener understands you. Don't put anything in your mouth when on the line. Be prepared to be put on hold and/or frequently transferred from place to place. Find out exactly how much waiting time you have. Leave a clear concise message if you have a long wait. Ask for new extension numbers before being transferred. Answer the phone promptly (before 3 rings (5 at the most)) with energy and enthusiasm. And return all in-coming calls and messages promptly! Know what to expect. Plan ahead and you will reap the rewards.

"The early bird catches the worm." Speak directly with decision makers by calling early (7:30am-10am). Late calls (after closing, e.g., 5pm) can be quite effective too. In general avoid "rush hour": lunch time and closing time. You don't want a distracted person on the other end of the phone line or a rushed talk, DO YOU? Yes, there are times when it's effective!

Unfortunately, you may encounter rude and ignorant people. Never sink down to their level. It could be you caught the best person at the worst time. So don't retaliate with rudeness. Smile so they can See & Feel it. If there are further problems, tactfully and politely try to calm them. If you eliminate their bad attitude then proceed with your business. If not, call again later. Use the phone/fax to get whatever you need, including referrals, in a hurry. And always remember the phone/fax is your friend and ally.

Success

Here are some common misconceptions people have about success and some thoughts about those misconceptions.

1. Some people can't be successful because of their background, education, etc. Anybody can be successful. It's a matter of wanting to, then doing what it takes to achieve it.
2. Successful people don't make mistakes. Successful people make mistakes just like we all do. They just don't repeat them.
3. You've got to work 60 (70, 80, 90...) hours a week to be successful. It's not a matter of doing A LOT of something. It's more about doing the right thing. Doing the right thing, the right way, first time.
4. You'll only be a success if you play by the rules. Who makes up the rules anyway? Each situation is different. Sometimes following the rules is needed, other times making up your own rules is what's required.
5. If you have help along the way, it's not success. Success rarely occurs in a vacuum. Recognise the people who help you become successful, there are plenty of them.
6. It takes a lot of luck to be successful. It takes some luck to be successful, sure. It takes a lot more hard work, diligence, knowledge, and application.
7. It's only success if you make a lot of money. Money is just one of many benefits to success, but it's not guaranteed. What about the other things in your life - lifestyle, family, house, sports, clubs etc, etc
8. It's only success if everybody knows it. You may get more money and more accolades the more people know about what you've done. But, even if you were the only one who knew it, you'd still be a success.
9. Success is a goal. Success is more what you get when you achieve the goals you've set for yourself. Saying that you "want to be a success" begs the question: "At what?"
10. Once I'm successful, my troubles are over. You may be successful, but you're not God. You'll still have the ups and downs that you did before. Enjoy what success you achieve and live each day as it comes.

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Not everything that can be counted counts, and not everything that counts can be counted. "

~Albert Einstein (1879-1955)

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