Because I learn visually and kinesthetically, typing is an idea method for me to communicate my ideas. I prefer email to phone, and writing to speaking.
But if you communicate more clearly with hearing and speaking, until recently it's been more of a challenge to get your ideas out to your prospects and clients in the digital world. Now you have options!
The newest versions of Microsoft Word have a dictation function which works well. Apple also has free dictation software for mobile and computer, as does Google Docs. These are all free options, and as often happens with free, the quality is not quite as good as paid products like Dragon Naturally Speaking. But the increase in productivity may be worth the small error rate - as long as you proofread carefully (or hire someone to do so)!
Of course, the quality of your microphone has an impact on accuracy, as well as your tone and clarity of speech.
Time! It takes far less time to speak words than to type them.
Ability to multi-task: (Not always an advantage!) You can be doing laundry while dictating a blog post!
The ability to brain-dump: Get all your ideas out in real time, in stream of consciousness, with little internal editing. Do the cleanup later!
Disjointed thoughts: When typing, you can adjust your content for cohesiveness and clarity. Stream-of-consciousness dictation may make it hard to decipher your original intention when you go back to edit.
Awkward pauses: If have a temporary brain freeze, it may be hard to recapture your thoughts and get back on track.
You could, of course, simply record your thoughts and have them transcribed (or do it yourself), however this is so old-school and inefficient I don't recommend it.
The next time you need to write content, test these options for yourself. You'll find the best medium for efficiency and ease!
That may not be your first question. That's likely to be, "What the heck is BPT?" Let me explain.
Biological Prime Time (BPT) is a phrase coined by author Sam Carpenter to describe that magical time of day when you're most able to tackle brain-intensive tasks. It has little to do with whether you are most alert in the morning or evening, and more to do with which part of your brain is most capable of exertion during what time of day.
Knowing your BPT gives you a good start to accomplishing those challenging tasks at the optimal time for you.
For instance, I can be productive on both detailed and creative tasks about equally, however at different times of day. If I need to be very focused, I will take care of the task first thing in my work day, when I'm most alert and capable of detailed thinking. When I need to be creative and just let ideas flow, I work on these tasks in the early afternoon. By mid-afternoon my brain says, "Nope, no more!" and so I move on to more brainless things like filing or the next day's to-do list.
I recently got bogged down with several urgencies at the same time and stepped out of these ideal times for the work - not a good plan. Things went awry!
My client Lisa Crilley Mallis of Impactive Strategies explains this here, with some great ideas of how to track and take advantage of your best times.
Remember that you cannot force this BPT into the most convenient time for you. It is what it is, regulated by your brain. When you honor it and schedule accordingly, you'll not only be more productive, but also happier!
On my Grammar Guru Facebook page, I love to poke fun at examples of really poor grammar and writing. Some are funny cartoons, and others are - unfortunately - examples of really bad writing in the public eye.
And that's where good grammar is REALLY important - in the public eye! Here's why.
1. No matter what you do or how you do it, you need to present a professional, educated image to your prospects and clients. When your blog or social media post is full of mis-spellings or missing punctuation, you appear to others to be either careless or ignorant - neither of which, of course, is good for business! Neither may be true, but you wouldn't want a prospect to believe you are careless based on your online presence. ESPECIALLY in this holistic, heart-based game we're all in, you want your clients and prospects to trust in your skills, your intention, and your ability to fulfill your promises.
2. When you write poorly, your meaning can be lost. I have read items with little (or mistaken) punctuation, and found myself wondering what the writer was trying to convey. Or articles in which an incorrect word with different meaning was mistakenly used for the correct word. If your meaning is not clear, your reader will quickly give up and move on, and will judge that you are not as capable as you really are.
Don't dismiss proper writing etiquette as unimportant. Use spellcheckers, Grammerly and other apps, and proofreaders. Want a great referral? ME!
Whether you work at home or outside the home, dealing with distractions and interruptions is a given. But how often do you allow yourself to take a break?
A break in your work can be viewed as an interruption or distraction, but it's the intent that matters. If you catch yourself frequently checking social media or personal email, or if you get antsy and leave your work space often, you are distracted and not paying attention to your personal needs - these are not "break" actions. They are procrastination!
Instead, intend to refresh yourself, body, mind and spirit, so that you have more energy (and lighter energy) to continue having a productive work day.
I have often been guilty of ignoring my body when I'm busy. I'm in my home office, working on my computer, concentrating - while at the same time sitting stiffly, breathing shallowly. On some days I feel terribly hyperactive, restlessly looking out the window, or twitching my feet. I have learned to notice those messages my body is sending me, and I do something about them!
Check in with your body and notice what it needs - water? Deep breathing? Resting your eyes? Movement? Then fill the need. Take a 2-minute walk (outside if you can). Drink eight ounces of water. Have a small, light, healthy snack. Close your eyes and take three deep breaths. Stretch and move your body - get the blood flowing!
I know that when I take even two minutes to do one (or all) of the above, my mind is fresh, my body is loosened, and my spirit feels lighter. And my productivity goes through the roof!
I have had two conversations lately with women who were passionate about something that they wanted to turn into a business. Although this step takes courage, the rewards are immeasurable. It is immensely fulfilling to "work" daily in a field you are passionate about, and for/with like-minded individuals who value you and your skills.
If you have seen my story, you know that I fell into this work after a layoff many years ago forced me to re-evaluate what I was doing. I knew for a fact I couldn't face another job that didn't matter to me, and working for people with whom I didn't share a passion. I was tossed off that cliff and told to fly in a time when I didn't even know I had wings, let alone how to use them!
But I realized that I not only had valuable skills, but there was a whole community of people who needed and wanted support in their work. Lightseeds was a perfect match!
Now, if you are working in a job you love, good for you...stick with it as long as you feel that heart-drive. But if you want to explore creating your own business, do so with heart, with information, and with courage.
Last: DO it! Intend to do it, and take action...DO it!
Right after Christmas, here in Ohio we had two days of snowfall. I was lucky and "only" got 15 inches! I was grateful I didn't need to leave the house for a couple of days!
The snowstorm gave me time to play with a new toy! I've been seeking out tools to increase my service to clients, but also for clients to use in their own practices. One such tool is Lumen5, a video production tool that uses existing copy as the storyboard, and after you add images and music, the result is a professional, effective, and fun video!
Click here for an example!
Here are some suggestions for other tools to help grow your business.
For time management, RescueTime is an app which automatically tracks time you’ve spent on applications and websites and sends you detailed reports and data based on your activity, giving you an accurate picture of how you spent your day. If you think you're not easily distracted, this app will give you truth!
For online payment, PayPal still leads the pack, with Square running a close second. Both apps offer a card reader as well as easy online money management.
Do you want an easy way to recognize your network's accomplishments and special days? Look no further than Punchbowl, with its beautiful digital greeting cards and invitations in dozens of professional designs for personal and business use. The software saves your address book and sends reminders as well.
Dropbox is still the most popular (and easiest to use) of the file sharing programs. With free and paid versions, you can securely share files in any format via the web...so much easier and safer than emailing documents back and forth! I could not do my job without it.
For video conferencing, both Zoom and Skype do a great job...easy to set up and use, high quality recording, and available on any device.
I hope these suggestions will help you improve your productivity this year. Whether you're delegating to a person or to an app, the key is to increase your efficiency and to create new processes.
I don't know what happened to 2017 but I can't believe it's nearly gone already! My parents were right...the older you get. the more quickly time appears to go!
For those of us who are self-employed, it's the time to get organized to close out 2017 and begin 2018 with a fresh start. Here are some ways to do that!
Take a careful look at your day-to-day tasks. Are you wasting time on tasks that don't really add to your business? Are you doing work that you don't like or that you don't do well? Are you working on tasks that truly serve you and your clients? If not, wouldn't NOW be the time to do something about that?
Make a list of tasks in each of those categories about, and create solutions to delegate some, omit others, and add still others.
How organized are you? Do you constantly search for notes and paper on your disorganized desk? Why continue that? Use ONE notebook as a journal, and write all your messages, notes, and reminders there. No more searching!
Also consider how you track tasks and appointments. I like to use both a digital calendar (emailed reminders and task lists) and a paper one (quick at-a-glance) so I know what I need to do and when.
What projects have you "always" wanted to do? Write a book? Start a business? Take some training? DO it! Ask for help, make a plan of each step you need to take, and DO it. "You don't need to see the whole staircase; just take one step."
How do you track expenses? A simple spreadsheet, Quickbooks, or another resource? Does it work for you? If not, either get help or try another method.
What is your working environment? A table or tiny nook in the kitchen corner? A fully stocked office? The couch? Remember that the energy in your work surroundings greatly affects your productivity. A neat, clear, organized, and attractive workspace helps keep your energy upbeat and focused.
What other areas of your work life need attention? Do it now! And make 2018 a year to remember!
There is a behavior I have experienced directly and have witnessed with others...what I call "dangling delegation": When a delegatee is left hanging! Let me explain.
Many years ago I worked in a mortgage company's office, after being hired by a previous business acquaintance. She was excited about my employment there as she knew that I followed through on tasks. But the reality was quite different. She could not let go of anything! I had to hunt down work from other departments because I had little to do, and yet my supervisor was overwhelmed with work. She refused to give up control or power to anyone else!.
I've had occasional Lightseeds clients who are so busy they cannot take the time to look at their task lists and delegate work. And yet 30 to 60 minutes set aside monthly, which would take very little time away from needed work, would allow them to delegate several hours of work from their to-do lists, and free that needed time to not only catch up, but to grow.
Both in business offices and my own practice, I have also experienced the employer or client who simply doesn't know where to begin. The thread is so tangled they can't find the end! Set aside a bit of time to confer with your delegatee (whether an employee, associate, virtual assistant, or volunteer) to brainstorm ways to be most effective as a delegator. Together you can establish priorities, timelines and deadlines, and any needed processes.
You can learn to be an effective delegator, taking the overload from your own desk so you can continue to work on what you rock at doing, what you should be doing.
In my last post, I talked about how important it is for you to share your heart and knowledge with others. In this post, I wanted to go over some practicalities, issues I see in nearly every manuscript I work on.
First - layout: If you are self-publishing, take a careful look at your publisher's specs for interior layout. (CreateSpace's are here.) Before you even start to type, set up your document according to those specs and you will have much less to change later. If you have already begun, copy your content, paste it into Notepad to strip out all formatting, and then paste from Notepad into your new, correctly formatted document. And SAVE IT!
Naming: Save this first draft with the date. Save each subsequent draft with the date as well, and if you're working with someone else, add the editor's initials. This may seem anal, but believe me, it's important. If there's a question about a change, or something gets corrupted in a file, you always have the previous version to work from. Listen to the voice of experience!
Formatting: Never EVER (not EVER EVER) use Enter to force text onto a new page. I've seen this over and over, and it will create wonkiness in your document as the content changes. Hitting Enter means you're putting actual line breaks in, which forces the content down. But if you add or delete any content, that extra space will still be there where you don't want it! Instead, when you want to start a new page press Alt and Enter to insert an actual page break. That preserves the desired placement.
Proofread: Carefully review your document yourself. You can use your word processor's spell check, but don't rely on it. Most every suggested correction I've seen in Word is incorrect! Then get a professional pair of eyes to do a format edit and proof process. Don't rely on Neighbor Jim or Mom unless that person has mad grammar skills. And no, English majors are not automatically good proofreaders!
I hope this "starter kit" of ideas helps you get started on your own fabulous story. When you need help, just ask me!
I have had several conversations in the last month regarding clients and associates either wanting to write a book or wanting to finalize one. Now, "book" is a loose term meaning everything from a short handout or e-book to a 30,000-word tome. In any case, there is something the person wants to communicate to others, something from the heart or the mind.
Just about everyone has some sort of book in them. You may excel at some sort of creative art and want to teach others. You may have profound realizations that changed your life and you want to share them with others. You may want to inspire people to do their best in the workplace, or the home, or in nature. So...big question...what is stopping you?
Now, two people I've spoken with in the last year had been "working" on a book for literally years. They'd get motivated and write or edit, then run out of steam. Why? Usually fear. In fact one person actually told me she had no desire to be noticed - I have to wonder, then, why publish? What's fascinating about that case is that, close to the end of our process, she became very angry about the fact that low resolution images could not be used in her self-published book, and quit her process entirely. I know that her fear created an "excuse" for her to not step out and be known. I hope she was able to resolve that, as her topic was a really good one.
Two clients have worked with me to assemble wonderful blog posts into a book. The writing is already done! Just a matter of patchwork to get it all to flow. One self-published a paperback, and the other created an e-book for download.
One former client is a career search expert - and I mean expert! She worked hard to assemble her best systems for success into a book, and she has the marketing knowledge to really make a go of it. How exciting!
Bottom line: If you feel inspired to share knowledge with others, do not let fear hold you back. There is a reason you felt inspired: someone needs to know or understand what you have to say. Write! Just WRITE! Get it all out on paper, then organize and see what can come of it. You can do this!
Welcome! These stories, tips and tricks are intended to help you save time, and be more organized and effective in your work. New items will be added frequently so check back often.