Getting Things Done – Bill Glazer Style

As you may know I subscribe to an excellent marketing newsletter from Dan Kennedy and Bill Glazer. It’s posted to my office from the USA and it’s filled with very timely marketing and business information. One article describes how Bill Glazer as an entrepreneur gets so much done. Here is his response :

That’s great advice, unfortunately so few follow it. Many small business owners TRY to do everything which means THEY are the business and they are also the GOODWILL – it’s not a recipe for success. Being keen to find out what works and what doesn’t, I took the time to personally meet with dozens of wealthy business owners over the past five years – here’s what they had in common :

• They set business goals and targets. And targets for themselves and their staff.
• They allocate at least 2 – 8 hours per week to work ON their business not IN it.
• They take the time to improve their knowledge of marketing and business.
• They create good business systems so the systems support the staff (not the business owner).

It’s not hard to do. It’s more about mindset than anything else!

Time Management Secrets Of Successful Business People

Once of the most common responses I get from business owners is about time – “How do I get time to work on my marketing?”, “How do I find time to systemise my business?”, “I just don’t have time to think about my strategic plans”

Hundreds of books have been written on the subject of time management and most have good suggestions, tips and ideas. But the simplest way to find out how successful people manage their time is to ‘model’ what they do. I have copied (modelled) my work habits around successful businesses people in my industry and these are ones that I have found to be the most successful :

1) Creating a daily to-do list with 3 top things to be done. Doing your best to complete those 3 tasks – usually by ‘blocking’ out time without interruptions (from staff, no phone calls, reading emails, etc). You are essentually making an appointment with yourself (or have your PA do this for you). Any uncompleted tasks are rolled over to the next day.

2) Creating a 30-day to-do list. These are tasks to be completed this month – you pull your daily top 3 from here.

3) Focusing on high leverage tasks, rather than on medium and low leverage tasks.

4) Delegating, training, systemising and giving staff the authority to make decisions on their own – so your business can run without you!

Here is a list of high leverage business tasks (this is where you should be spending most of your time)

• Strategic planning and vision for the business
• Marketing planning
• Utilising media (press releases, advertising, direct mail, etc)
• Developing business systems (admin, legal, IT, staff, service delivery, supply, marketing, sales, etc)
• Developing information material or products (every business whether wholesale, retail, service or professional services needs these)
• Working on business uniqueness
• Reviewing financials and ensuring a good return on investment
• Creating Joint Ventures and Strategic Alliances
• Promoting the business – developing presentations and speaking at seminars, trade shows or networking
• Reviewing staff performance, feedback and suggestions and developing staff systems for your General Manager
• Organising customer research or reviewing customer feedback
• Meetings with your ‘Mastermind Group’ – peers in business
• Meeting with your ‘top’ staff – financial controller, marketing, sales and general managers (these many be shared roles in a small business)
• Delegation : Staff and outsourcing

Here is a list of medium leverage business tasks

• Sales (of products and/or services)
• Providing the service that the business sells (auto servicing, computer servicing, chiropractic care, financial planning, etc)
• Supplying products that the business sells (wholesale, retail)

Here is a list of low leverage business tasks

• Bookkeeping and Accounting
  • Paying bills
  • Payroll
  • Invoicing
  • Following up outstanding payments (account receivables)
  • Tax preparation
• Inventory
  • Ordering stock
  • Receiving and inventory of stock
• Administration
  • Staff admin
  • Opening the mail
  • Filing
  • Basic computer stuff
• Supervising and training staff (you should be working on staff systems instead)
• Answering the telephone
• Deliveries
• And so on … you get the idea…

The four time management procedures (daily list, 30 day list, high leverage, delgating/systemising) are simple to understand and easy to follow. All it takes is a bit of self discipline initially and then it will become routine. If you have staff there may be some resistance to change as they may be used to ‘bugging you’ everytime they have a problem – but, don’t ignore them – document their frequent questions and the answers – that way they can consult training or company procedures instead. Soon you will quickly notice how much progress you have made ‘working on your business’ and not ‘in it’.