Self-Employed sole trader tradesman types: time management?
Discussion
Ok so first thing is discipline, in fact most time management is about discipline.
Keep one book and use it. Diary in the front and notes/quotes in the back or however you want to lay it out. Transfer the info over from emails etc, every time. Do it on paper or ipad or whatever but always do it.
If you mean to do it later but never get to it then don’t reply to emails etc aside from at a particular time each day when you have your book with you and the time set aside to deal with it properly.
Don’t answer the phone when you are working, at least to numbers you don’t recognise. You aren’t in a business where people need an answer right now or if they think they do then you probably don’t want to work for them anyway. A well worded voicemail will mean the serious punters will leave a message and you can get back to them later; a very well worded voicemail will mean the not-serious punters will just hang up and save you from wasting time.
If you are getting to the point where are busy all the time you don’t need to worry about losing business, you have too much already. You need to concentrate on being organised so the business you get is the stuff you want, not just what randomly pops up.
Keep one book and use it. Diary in the front and notes/quotes in the back or however you want to lay it out. Transfer the info over from emails etc, every time. Do it on paper or ipad or whatever but always do it.
If you mean to do it later but never get to it then don’t reply to emails etc aside from at a particular time each day when you have your book with you and the time set aside to deal with it properly.
Don’t answer the phone when you are working, at least to numbers you don’t recognise. You aren’t in a business where people need an answer right now or if they think they do then you probably don’t want to work for them anyway. A well worded voicemail will mean the serious punters will leave a message and you can get back to them later; a very well worded voicemail will mean the not-serious punters will just hang up and save you from wasting time.
If you are getting to the point where are busy all the time you don’t need to worry about losing business, you have too much already. You need to concentrate on being organised so the business you get is the stuff you want, not just what randomly pops up.
Firstly, set aside a few minutes a day to do admin, make it the same time each day and get on with it. If it means getting up half an hour earlier, or finishing a bit earlier to catch up then do that. But you need to be strict with it, that 20 minutes or whatever is an immovable, rigid, must do part of your day. It cannot be changed.
Secondly, train your customers to only communicate with you via one method. I prefer email so if someone asks for my mobile number or says they will text me I will explain that I often miss texts but will sit down every day and religiously answer my emails. If someone does text or whatsapp I will immediately email myself to remind me to get back to them during my admin time. Siri is great for this - hey siri, email me: Don't forget to reply to johns whatsapp.
I email myself ALOT. Gmails schedule send feature is great, you can forward email to yourself so you don't forget things that need doing on a certain day. Got a meeting next week? Email yourself and set it to schedule send so it lands in your email the day before.
And thirdly use the features on your iphone to help you. Use the calendar on your phone (bin the paper diary, they're crap in comparison), set reminders before you need to be somewhere and it will notify you in advance. "Hey siri, put an appointment in my diary to meet Sandra at Hope Road tomorrow at 11am"
Regarding the yearly planning, holidays etc, every November my wife and I (do NOT take the kids, you need to be able to focus) have a weekend away somewhere quiet where we will go through all the things we want to do next year and get them in the diary. We also plan what we want to achieve in the business next year and get that planned out too. You get a nice couple of nights away and your next year completely planned out in advance.
Secondly, train your customers to only communicate with you via one method. I prefer email so if someone asks for my mobile number or says they will text me I will explain that I often miss texts but will sit down every day and religiously answer my emails. If someone does text or whatsapp I will immediately email myself to remind me to get back to them during my admin time. Siri is great for this - hey siri, email me: Don't forget to reply to johns whatsapp.
I email myself ALOT. Gmails schedule send feature is great, you can forward email to yourself so you don't forget things that need doing on a certain day. Got a meeting next week? Email yourself and set it to schedule send so it lands in your email the day before.
And thirdly use the features on your iphone to help you. Use the calendar on your phone (bin the paper diary, they're crap in comparison), set reminders before you need to be somewhere and it will notify you in advance. "Hey siri, put an appointment in my diary to meet Sandra at Hope Road tomorrow at 11am"
Regarding the yearly planning, holidays etc, every November my wife and I (do NOT take the kids, you need to be able to focus) have a weekend away somewhere quiet where we will go through all the things we want to do next year and get them in the diary. We also plan what we want to achieve in the business next year and get that planned out too. You get a nice couple of nights away and your next year completely planned out in advance.
Edited by WilliamWoollard on Saturday 14th January 08:32
The calendar function on my phone gets used for all my reminders. I'm in a different category to yourself (PT and massage therapist) but I need to set reminders to follow up with people, write programs, keep on top of bookkeeping etc. The calendar helps both set aside the time and remind me to use that time with a ping.
Oldskool, pocket diary. It's just easy. Also most of the time I'm making notes the phone is to my ear!
"Moleskin weekly notebook" style is preferred which has the week on the left leaf and notes area on the right.
As for the overwhelming onslaught of emailstextswhatsaplsvoicemailsetcetc that you're always behind with.... WELCOME TO THE PARTY!?!!?
"Moleskin weekly notebook" style is preferred which has the week on the left leaf and notes area on the right.
As for the overwhelming onslaught of emailstextswhatsaplsvoicemailsetcetc that you're always behind with.... WELCOME TO THE PARTY!?!!?
Maybe a bit easier for me, as I'm mostly working from home.
I keep a stack of notepaper by the phone in each work area - workshop, office, kitchen and front door - so that I can jot down details when someone phones or turns up at the door. These notes are all stacked up on the dining room windowsill for future reference after returning the call or booking in the job. I make sure that they don't get misplaced by "filing" them there the next time I make myself a coffee.
My mileage log is kept on the same place.
Email and text enquiry details are transferred to paper as I'm reading them.
If I'm out on the road doing house calls and a customer calls my mobile, I ask them to call me at home later. Puts the onus on them, and saves me forgetting to call them back.
Once a job is booked in and I actually have their clock, I transfer the details onto a master jobsheet which is kept in the workshop - name, description, date, price, parts required, etc. This has helped massively with making sure that I do jobs in date order, and don't forget stuff.
Once a week, I'll go through the master job sheet to get an idea of how much of a backlog I have, so that I can advise new customers of a realistic time frame. At this time, I also write down a weekly "to do" list. This helps me pace myself, ensuring a relatively steady stream of work. It's a great feeling when I've ticked off everything on the list and I can have a day off!
Invoices and receipts go in 2 piles on a shelf in the workshop, and I make up my books for the tax man at the end of May (birthday "treat" for me!).
Using computers/tablets/phones to track jobs might work for some, but I prefer using paper. Impossible to get it wrong, and paper/pen always works.
I keep a stack of notepaper by the phone in each work area - workshop, office, kitchen and front door - so that I can jot down details when someone phones or turns up at the door. These notes are all stacked up on the dining room windowsill for future reference after returning the call or booking in the job. I make sure that they don't get misplaced by "filing" them there the next time I make myself a coffee.
My mileage log is kept on the same place.
Email and text enquiry details are transferred to paper as I'm reading them.
If I'm out on the road doing house calls and a customer calls my mobile, I ask them to call me at home later. Puts the onus on them, and saves me forgetting to call them back.
Once a job is booked in and I actually have their clock, I transfer the details onto a master jobsheet which is kept in the workshop - name, description, date, price, parts required, etc. This has helped massively with making sure that I do jobs in date order, and don't forget stuff.
Once a week, I'll go through the master job sheet to get an idea of how much of a backlog I have, so that I can advise new customers of a realistic time frame. At this time, I also write down a weekly "to do" list. This helps me pace myself, ensuring a relatively steady stream of work. It's a great feeling when I've ticked off everything on the list and I can have a day off!
Invoices and receipts go in 2 piles on a shelf in the workshop, and I make up my books for the tax man at the end of May (birthday "treat" for me!).
Using computers/tablets/phones to track jobs might work for some, but I prefer using paper. Impossible to get it wrong, and paper/pen always works.
nuyorican said:
I've tried buying a diary but it's not always where I am
Take it with you - would be the obvious answer.Agree with not answering the phone when you're in the middle of a job (note - I bet you always have that with you). My answer was to record a message saying you're in the middle of a job and will get back to them when you get home. If that's too hard for them, you don't need them.
Some interesting stuff here. I too find myself running about with my hair on fire, answering the phone, rushing off and doing jobs, and as a result, end up working late, or working weekends to catch up.
But with me, I have noticed that if the phone isn't ringing, and my hair isn't on fire, I tend to go and provoke things just enough to make sure that the embers flare up again. I have concluded time management is about desire to manage time, not about the mechanics of how to do so.
So if you understand how your personality works, you can manage your system to allow you to manage your time.
Mo
But with me, I have noticed that if the phone isn't ringing, and my hair isn't on fire, I tend to go and provoke things just enough to make sure that the embers flare up again. I have concluded time management is about desire to manage time, not about the mechanics of how to do so.
So if you understand how your personality works, you can manage your system to allow you to manage your time.
Mo
bearman68 said:
I have concluded time management is about desire to manage time, not about the mechanics of how to do so.
So if you understand how your personality works, you can manage your system to allow you to manage your time.
My first boss was booked onto a time management course by his boss. He had to cancel because he was double-booked So if you understand how your personality works, you can manage your system to allow you to manage your time.
I assign good time management to two things. One is efficiency (plan, get it right first time on time), the other is not having a boss to derail you.
I used to run an oven cleaning franchise and regularly trained new franchisees...generally a couple of weeks learning how to clean an oven and a full week going through the basics of actually running a business, esp time management and discipline.
Top of my "Do" list was to catch-up with text/email replies, admin, quotes at the end of every work day. Someone else posted about making it part of your must do routine - completely agree. I never answered the phone/replied to texts/email whilst working, I had a clear & polite voicemail message and auto reply, and got back to folks, without fail, that same evening.
Also, as you're 5 years in, you'll have a nose for the good and not so good jobs. For me it was repeat cleans - so much easier and I then knew the customer. Try and be disciplined about prioritising time/effort on what will likely be the better jobs. My wife runs her own craft business and is a total expert on weeding out likely problem jobs...they usually start with very fussy requirements and develop from there.
Depends whether you're happy to do business stuff at weekends too. I'd always try and get supplies picked up / ordered at weekends, I'd do an ongoing programme of reminding previous customers I'm still here too then.
Just a few thoughts...
Top of my "Do" list was to catch-up with text/email replies, admin, quotes at the end of every work day. Someone else posted about making it part of your must do routine - completely agree. I never answered the phone/replied to texts/email whilst working, I had a clear & polite voicemail message and auto reply, and got back to folks, without fail, that same evening.
Also, as you're 5 years in, you'll have a nose for the good and not so good jobs. For me it was repeat cleans - so much easier and I then knew the customer. Try and be disciplined about prioritising time/effort on what will likely be the better jobs. My wife runs her own craft business and is a total expert on weeding out likely problem jobs...they usually start with very fussy requirements and develop from there.
Depends whether you're happy to do business stuff at weekends too. I'd always try and get supplies picked up / ordered at weekends, I'd do an ongoing programme of reminding previous customers I'm still here too then.
Just a few thoughts...
nuyorican said:
I use a Macbook and an iPhone so maybe there's a solution there?
If you have an iCloud account, your phone will sync to your phone. So get in the habit of entering appointments and to-dos and everything else into iCalendar. If you enter it on the MacBook it will also appear on the phone and vice-versa. You can set alerts for any number of frequencies ahead of the schedule time and date. You can also include a link to Maps for each appointment so you're not wasting time hunting for where you need to go.Best thing I ever did was increase my prices and dropped to a 4 day on the tools week. By being organised and making the time to really get quotes right and negotiating supplier prices I make more per job with less stress.
So now every Monday is admin day where I do all the book keeping, quotes, ordering, chasing suppliers etc.
Tuesday to Friday I answer voicemails and emails at lunchtime and 4.30pm. I have separate mobile phones for personal and business use.
Weekends belong to my wife and kids if you’re on top of the game in the week there’s no need to work the weekend. I also find that every client who can only have an appointment on a weekend suddenly finds a weekday that will work when you tell them you don’t work weekends.
With keeping on top of enquiries and bookings I run a digital calendar that syncs between my phone and MacBook and have 1 notebook that is always to hand. If it’s not next to you don’t answer the phone!
So now every Monday is admin day where I do all the book keeping, quotes, ordering, chasing suppliers etc.
Tuesday to Friday I answer voicemails and emails at lunchtime and 4.30pm. I have separate mobile phones for personal and business use.
Weekends belong to my wife and kids if you’re on top of the game in the week there’s no need to work the weekend. I also find that every client who can only have an appointment on a weekend suddenly finds a weekday that will work when you tell them you don’t work weekends.
With keeping on top of enquiries and bookings I run a digital calendar that syncs between my phone and MacBook and have 1 notebook that is always to hand. If it’s not next to you don’t answer the phone!
I use the flag item to flag important emails, the ones I need to reply today, Remind myself to follow up later in a week or a month all get different colors.
I have a notebook which I write jobs in, Facts of the project on one page and then a to do list on the other side. Keep it short, No need for pages of useless info.
I keep my calendar up to date on my phone and always stick to it.
That tip above about siri doing a email, Going to start that! Sounds great.
I have a notebook which I write jobs in, Facts of the project on one page and then a to do list on the other side. Keep it short, No need for pages of useless info.
I keep my calendar up to date on my phone and always stick to it.
That tip above about siri doing a email, Going to start that! Sounds great.
SE decorator here…
I just use my phone - customer calls, I put their name and number into contacts and set an alert for the day / time I’ve said I’ll see them - do it straight away.
Normally I do visits on my way home from work ( don’t work past 4pm much now), or the very very occasional Saturday morning.
I tend to find though, that most customers now email me and I arrange visits via that but still put the appointment time in my phone.
Quotes are written up on a Sunday and sent by email.
As for holidays, cancellations (never had one yet), delays etc - I rarely give anyone a firm date, too many variables from job to job.
My customers seem happy with a two week notification of when I’m going to start, although I have a few long term (as in 25 years plus) customers that like me to do work when they’re on holiday so they get planned in, other jobs are worked around it.
I just use my phone - customer calls, I put their name and number into contacts and set an alert for the day / time I’ve said I’ll see them - do it straight away.
Normally I do visits on my way home from work ( don’t work past 4pm much now), or the very very occasional Saturday morning.
I tend to find though, that most customers now email me and I arrange visits via that but still put the appointment time in my phone.
Quotes are written up on a Sunday and sent by email.
As for holidays, cancellations (never had one yet), delays etc - I rarely give anyone a firm date, too many variables from job to job.
My customers seem happy with a two week notification of when I’m going to start, although I have a few long term (as in 25 years plus) customers that like me to do work when they’re on holiday so they get planned in, other jobs are worked around it.
Edited by Square Leg on Wednesday 8th February 20:57
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