How I use batch processing to be more efficient

Batch processing.

You may have heard to term, but do you use it?

If you don’t, you should!

Batch processing is a time management tool where you group like tasks together. By doing this, completing your tasks simply become more efficient.

There are so many examples, but I’ll give you a few of the ones I use most frequently.

  1. Batch process your blogs. I like to be a month ahead, so I do a month’s worth of blog posts at once.
  • I already have outlines in Asana that I put in there as soon as I come up with an idea.
  • One day a month, I block out time to write the following month’s blog posts. I just sit and write. Don’t worry about editing.
  • Another day, I’ll edit all of the posts at one time.
  • I’ll batch process all of the graphics for each posts (for the blog, Facebook, and Pinterest).
  • I’ll then schedule these out for every platform that I use.
  1. Batch process your invoicing.

I invoice once per month, but send updates every week. I will batch process my invoicing by preparing invoices from every client at one time.

  1. Batch process checking notifications.

Do you find yourself with your email and social media accounts open all the time? You can’t get anything done because you’re always checking every email and notification as they come in. Now, I’m not going to tell you to check your emails once or twice a day, but I am going to suggest batch processing this task. For example, if you are working on creating graphics, don’t check anything! Shut off your email and social media accounts. After you’re finished with creating your graphics, take 10 minutes (seriously, set a timer) to check your emails and other notification.

Batch processing makes things so much easier for 2 main reasons.

  • You get less distracted. You are focusing on one task at a time, so your brain isn’t going back and forth between different types of tasks.
  • You get things done ahead of time! Yay! By batching projects together, it forces you to plan everything out. No more waiting until the last minute because it is already done!

What tasks are you going to start batch processing?

Batch Processing Pinterest Image 1  Batch Processing Pinterest Image 2  Batch Processing Pinterest Image 3


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

 

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here
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Streamlining Your Business: Recurring Tasks

Have you ever forgotten to send out your invoices? What about forgetting to post on social media? We all have something that we forget to do. Then all of a sudden, you remember what day it is and hurry up and do it.

Streamlining Your Business_ Recurring Tasks.png

Think about all of these tasks. What do you do on a regular basis? Now, look at this list and see if you can automatically do any of this? Can your accounting system automatically send your clients an invoice every month? Set it up!

Anything that you couldn’t automate, input these tasks into some sort of system, whether it be on your Google Calendar, Outlook’s Tasks function, or your project management tool like Asana and make them repeat.


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

 

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here

How to Use Canned Responses in Gmail

Do you find yourself typing the same emails over and over and over again? Maybe you go back to previous emails to copy and paste the information. It just feels like such a waste of time. Fret no more because Gmail’s canned responses will come to the rescue!

I’m sure you’ve heard of canned responses before, but never really understood what it was. Well, you can type an email, include the subject if you’d like, and any formatting and attachments you would normally include in this email. Save this as your Canned Response, and you will never have to type that email again!

 

In order to create a canned response, you have to enable the feature in Gmail.

  • Click on your settings icon
  • Click Settings
  • Go to the “Labs” tab
  • Find “Canned Responses” and select enable
  • Save Changes

After the feature is enabled:

  • Open a new email
  • Type your email template. Be sure to include:
    • Recipients, if you use the same one for this particular email
    • Subject, if you’d like to always use the same one
    • Any formatting you’d like to save
  • Click the arrow on the bottom right of your email for more options
  • Hover over Canned Responses
  • Click “New Canned Responses”
  • Enter the name of your canned responses (it will use the subject if you entered one)

That’s it! You never have to type that email again. Now, to use it:

  • Open a new email (or respond to an email)
  • Click the arrow on the bottom right of your email for more options
  • Hover over Canned Responses
  • Select your Canned Response to enter into that email

How to Use Canned Responses in Gmail.png


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

 

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here

How to Automate Your Business: Client Onboarding

Automate Your Client Onboarding

The first step automating any part of your business is to write down every step in the process. Don’t skip over anything.

With onboarding, for example, your process probably looks like this:

  1. You are contacted by the client to set up a discovery call
  2. You go back and forth trying to find a date that works best for you both
  3. You email them a questionnaire before the meeting
  4. You realize that you aren’t sure who is calling who or what platform you’ll be meeting on – email back and forth to figure that out
  5. You were supposed to meet with the prospective client, but one of you forgot about a prior appointment or just forgot about the meeting
  6. You go back and forth again determining a new time
  7. You finally meet with the prospective client
  8. You send an email with any follow-up questions including what the next step would be
  9. Client hires you
  10. You send the contract and invoice to the client via email
  11. You then figure out how you will set up your first meeting or begin working

Why are there so many steps!? It should not be that complicated. You should not have to go back and forth so many times, there shouldn’t be any kind of mix-ups as to how you’re meeting (or when, if you’re in different time zones), and there should be no confusion. This is your first impression with the prospective client and it should go smoothly.

So, now that we’ve determined what our problem is, how do we fix it?

First, set up an account with a calendar booking application (I use 10to8.com, but there’s so many available) and put a link on your website. This way, the client can open your public calendar and select a date a time that works for them. Steps 1 and 2 are complete without you having to do anything! (Bonus tip: If the client emails you, respond with an email template that has a link to your calendar.)

Using the calendar booking application that you choose, they should automatically receive the client questionnaire, meeting reminders, and a link to your Skype or Zoom meeting room. Steps 3-6 are done and you still haven’t had to do a single thing!

You have your meeting. Sorry, you can’t automate and miss out on this one! Step 7, done!

After the call, send an email to the prospective client. You could use an email template (see how to do this in Gmail) and change any details to customize it for the lead. This should include a link to digitally sign the contract and an invoice so the client can pay you. Steps 8-10 are complete!

Once the contract is signed, the new client should automatically receive a welcome packet that includes vital information about your business such as your office hours, basic payment information, etc. This email should also include a link to set up an initial meeting, if necessary. Step 11 is finished!

That 11 step process for you turned into a two-step process for you! It’s like magic.

What does your client onboarding system look like?


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

 

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here

Don’t Forget to Follow Up with Emails

Oh, the dreaded inbox. I feel we all have such a love/hate relationship with it!

I’m sure that you’ve forgotten to follow up with an email (I certainly have). It’s just so easy to lose track of a to-do list in your inbox.

There are a few ways to get around this problem. My two favorite solutions are to use Asana and Followupthen.

But Amanda, I don’t want to have to keep leaving my inbox to write down tasks for every email!

I am here to tell you that you don’t have to!

Today we’ll start with Followupthen.

Let’s say you are sending an email to a client for them to sign a contract. You want to send a reminder in 1 week. Do you have to go and write it in your calendar or to-do list to check on it within one week? Nope! You will send a bcc to 1weeks@fut.io and you’ll receive an email in exactly one week! It’s that easy!

So head over to https://www.followupthen.com/ and sign up for your free account to get started!

Did you forget to follow up with that email last week 2   Did you forget to follow up with that email last week_ 3   Did you forget to follow up with that email last week_


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here