hi I’m Evan Carmichael and welcome to a special video edition of ask Evan today
special video edition of ask Evan today
special video edition of ask Evan today we’re going to look at one of the most
we’re going to look at one of the most
we’re going to look at one of the most common questions that I get asked by
common questions that I get asked by
common questions that I get asked by entrepreneurs how can I be more
entrepreneurs how can I be more
entrepreneurs how can I be more productive so we’re going to look at how
productive so we’re going to look at how
productive so we’re going to look at how you can eliminate automate and delegate
you can eliminate automate and delegate
you can eliminate automate and delegate your way to success here we go getting
your way to success here we go getting
your way to success here we go getting started the first thing you need to do
started the first thing you need to do
started the first thing you need to do is make a list of all the tasks that you
is make a list of all the tasks that you
is make a list of all the tasks that you do on a regular basis this means
do on a regular basis this means
do on a regular basis this means everything from selling to customers
everything from selling to customers
everything from selling to customers work with suppliers in visayan managing
work with suppliers in visayan managing
work with suppliers in visayan managing your cash flow and so on the second step
your cash flow and so on the second step
your cash flow and so on the second step is to bundle all your tasks into common
is to bundle all your tasks into common
is to bundle all your tasks into common themes for exempt making cold calls
themes for exempt making cold calls
themes for exempt making cold calls attending networking events and doing
attending networking events and doing
attending networking events and doing your email campaigns can all be on their
your email campaigns can all be on their
your email campaigns can all be on their sales and marketing pain your staff
sales and marketing pain your staff
sales and marketing pain your staff building your clients and keeping track
building your clients and keeping track
building your clients and keeping track of your expenses can all be called admin
of your expenses can all be called admin
of your expenses can all be called admin continue classifying all your tasks
continue classifying all your tasks
continue classifying all your tasks until you have five to seven main
until you have five to seven main
until you have five to seven main categories the third step is to figure
categories the third step is to figure
categories the third step is to figure out how much time you’re spending in
out how much time you’re spending in
out how much time you’re spending in each category for example you might
each category for example you might
each category for example you might spend 20 hours a week on sales marketing
spend 20 hours a week on sales marketing
spend 20 hours a week on sales marketing 10 hours a week on admin and so on it’s
10 hours a week on admin and so on it’s
10 hours a week on admin and so on it’s easy to improve your performance once
easy to improve your performance once
easy to improve your performance once you start measuring it so make sure you
you start measuring it so make sure you
you start measuring it so make sure you go through this exercise to determine
go through this exercise to determine
go through this exercise to determine where your time is currently being spent
where your time is currently being spent
where your time is currently being spent once you know how your week is broken up
once you know how your week is broken up
once you know how your week is broken up we can work on freeing up your time for
we can work on freeing up your time for
we can work on freeing up your time for the CEO tasks from doing this exercise
the CEO tasks from doing this exercise
the CEO tasks from doing this exercise with many entrepreneurs I usually find
with many entrepreneurs I usually find
with many entrepreneurs I usually find that the one area we find that we spend
that the one area we find that we spend
that the one area we find that we spend too much time on is admit I’ve never met
too much time on is admit I’ve never met
too much time on is admit I’ve never met an entrepreneur who loves doing the
an entrepreneur who loves doing the
an entrepreneur who loves doing the admin side of their business we tend to
admin side of their business we tend to
admin side of their business we tend to want to focus on the tasks that we like
want to focus on the tasks that we like
want to focus on the tasks that we like we find interesting and that make us
we find interesting and that make us
we find interesting and that make us money who wants to spend time figuring
money who wants to spend time figuring
money who wants to spend time figuring out your tax calculations I’m going to
out your tax calculations I’m going to
out your tax calculations I’m going to show you how you can eliminate automate
show you how you can eliminate automate
show you how you can eliminate automate and delegate to reduce your time or in
and delegate to reduce your time or in
and delegate to reduce your time or in the admin’s you can focus on your
the admin’s you can focus on your
the admin’s you can focus on your business growth you can use these same
business growth you can use these same
business growth you can use these same steps for any of your business areas but
steps for any of your business areas but
steps for any of your business areas but I’m going to focus on admin because it
I’m going to focus on admin because it
I’m going to focus on admin because it seems to be the biggest area of concern
seems to be the biggest area of concern
seems to be the biggest area of concern for most entrepreneurs
step one eliminate as business owners we
step one eliminate as business owners we never seem to have enough time in the
never seem to have enough time in the
never seem to have enough time in the day to get everything done and in other
day to get everything done and in other
day to get everything done and in other entrepreneurs in the rocket the super
entrepreneurs in the rocket the super
entrepreneurs in the rocket the super started how does that happen we all have
started how does that happen we all have
started how does that happen we all have the same 24 hours in a day the answer
the same 24 hours in a day the answer
the same 24 hours in a day the answer starts with illumination illumination is
starts with illumination illumination is
starts with illumination illumination is at the core of every successful business
at the core of every successful business
at the core of every successful business you have to focus on what you’re really
you have to focus on what you’re really
you have to focus on what you’re really good at what drives your business
good at what drives your business
good at what drives your business forward and what you’re legally required
forward and what you’re legally required
forward and what you’re legally required to do in order to stay in business
to do in order to stay in business
to do in order to stay in business everything else should be eliminated
everything else should be eliminated
everything else should be eliminated spending too much time on admin look at
spending too much time on admin look at
spending too much time on admin look at the tasks that you do on a regular basis
the tasks that you do on a regular basis
the tasks that you do on a regular basis do you actually need to do them yes we
do you actually need to do them yes we
do you actually need to do them yes we need to pay our staff balance our books
need to pay our staff balance our books
need to pay our staff balance our books invoice customers etc but are there
invoice customers etc but are there
invoice customers etc but are there other tasks that you’re doing that
other tasks that you’re doing that
other tasks that you’re doing that aren’t absolutely necessary we tend to
aren’t absolutely necessary we tend to
aren’t absolutely necessary we tend to do things because it’s supposed to be
do things because it’s supposed to be
do things because it’s supposed to be done that way or because someone showed
done that way or because someone showed
done that way or because someone showed us how they do it but that’s not that
us how they do it but that’s not that
us how they do it but that’s not that was the best way sometimes the best
was the best way sometimes the best
was the best way sometimes the best option is to do nothing here’s an
option is to do nothing here’s an
option is to do nothing here’s an example I used to take detailed notes at
example I used to take detailed notes at
example I used to take detailed notes at all my meetings and then send a nicely
all my meetings and then send a nicely
all my meetings and then send a nicely formatted summary of the meeting minutes
formatted summary of the meeting minutes
formatted summary of the meeting minutes to everyone it took me almost as much
to everyone it took me almost as much
to everyone it took me almost as much time to create the minutes as it did to
time to create the minutes as it did to
time to create the minutes as it did to actually be in the meeting but I thought
actually be in the meeting but I thought
actually be in the meeting but I thought it was a high value add thing to do
it was a high value add thing to do
it was a high value add thing to do after a particularly long meeting I
after a particularly long meeting I
after a particularly long meeting I decided not to send the minutes you know
decided not to send the minutes you know
decided not to send the minutes you know what happened nothing nobody asked about
what happened nothing nobody asked about
what happened nothing nobody asked about them after swallowing my pride I realize
them after swallowing my pride I realize
them after swallowing my pride I realize that most people didn’t even open my
that most people didn’t even open my
that most people didn’t even open my minutes and if they did they only took a
minutes and if they did they only took a
minutes and if they did they only took a quick glance at them they kept their own
quick glance at them they kept their own
quick glance at them they kept their own notes wrote down what was important to
notes wrote down what was important to
notes wrote down what was important to them how many hours did I waste on these
them how many hours did I waste on these
them how many hours did I waste on these minutes thinking I was providing a
minutes thinking I was providing a
minutes thinking I was providing a high-value service when nobody really
high-value service when nobody really
high-value service when nobody really cared too many to count but I don’t do
cared too many to count but I don’t do
cared too many to count but I don’t do it anymore I instantly had less admin
it anymore I instantly had less admin
it anymore I instantly had less admin work and I could spend more time growing
work and I could spend more time growing
work and I could spend more time growing my business take a look at your list and
my business take a look at your list and
my business take a look at your list and see what you can eliminate just because
see what you can eliminate just because
see what you can eliminate just because everyone else does it or because you’ve
everyone else does it or because you’ve
everyone else does it or because you’ve always done it that way it doesn’t mean
always done it that way it doesn’t mean
always done it that way it doesn’t mean you have to continue doing it
step 2 oughta me if you want to squeeze
step 2 oughta me if you want to squeeze more hours out of your day without
more hours out of your day without
more hours out of your day without coming into the office in the earlier
coming into the office in the earlier
coming into the office in the earlier the answer lies in automation we’ve
the answer lies in automation we’ve
the answer lies in automation we’ve already eliminated the non essential
already eliminated the non essential
already eliminated the non essential tasks but if you’re like most
tasks but if you’re like most
tasks but if you’re like most entrepreneurs there are still a lot of
entrepreneurs there are still a lot of
entrepreneurs there are still a lot of tasks left on your administ have to get
tasks left on your administ have to get
tasks left on your administ have to get done what we’ve got to do now is find
done what we’ve got to do now is find
done what we’ve got to do now is find you the tools that can get the same
you the tools that can get the same
you the tools that can get the same quality results or better in far less
quality results or better in far less
quality results or better in far less time a great example is accounting
time a great example is accounting
time a great example is accounting software depending on what study you
software depending on what study you
software depending on what study you believe between 65 and eighty percent of
believe between 65 and eighty percent of
believe between 65 and eighty percent of entrepreneurs don’t use accounting
entrepreneurs don’t use accounting
entrepreneurs don’t use accounting software that number blows my mind
software that number blows my mind
software that number blows my mind instead entrepreneurs to all their
instead entrepreneurs to all their
instead entrepreneurs to all their accounting on a spreadsheet or by hand
accounting on a spreadsheet or by hand
accounting on a spreadsheet or by hand want a quick way to boost your
want a quick way to boost your
want a quick way to boost your productivity and save you hours of
productivity and save you hours of
productivity and save you hours of frustration by an accounting software
frustration by an accounting software
frustration by an accounting software package for starters check out simply
package for starters check out simply
package for starters check out simply accounting using this software you can
accounting using this software you can
accounting using this software you can prepare bill payments and invoices track
prepare bill payments and invoices track
prepare bill payments and invoices track your cash flow revenue and expenses
your cash flow revenue and expenses
your cash flow revenue and expenses track customers and suppliers
track customers and suppliers
track customers and suppliers automatically calculate government sales
automatically calculate government sales
automatically calculate government sales tax write checks genet reports it even
tax write checks genet reports it even
tax write checks genet reports it even supports multi lingual functions how
supports multi lingual functions how
supports multi lingual functions how much time do you waste doing any of
much time do you waste doing any of
much time do you waste doing any of those tasks when it can all be done
those tasks when it can all be done
those tasks when it can all be done easily for you my favorite feature is
easily for you my favorite feature is
easily for you my favorite feature is that my bank allows me to download my
that my bank allows me to download my
that my bank allows me to download my bank and visa statements directly into
bank and visa statements directly into
bank and visa statements directly into the software from their website no more
the software from their website no more
the software from their website no more manually typing in each expense into an
manually typing in each expense into an
manually typing in each expense into an Excel spreadsheet it downloads
Excel spreadsheet it downloads
Excel spreadsheet it downloads everything in categorizes everything for
everything in categorizes everything for
everything in categorizes everything for me and I’m done less time spent on admin
me and I’m done less time spent on admin
me and I’m done less time spent on admin and
and
and my business I know what everything I
my business I know what everything I
my business I know what everything I possibly can on my visa is set a pain
possibly can on my visa is set a pain
possibly can on my visa is set a pain cash just so that the accounting process
cash just so that the accounting process
cash just so that the accounting process is so much easier simply counting starts
is so much easier simply counting starts
is so much easier simply counting starts at six nine dollars and it’s one of the
at six nine dollars and it’s one of the
at six nine dollars and it’s one of the best investments you can make into your
best investments you can make into your
best investments you can make into your business you can even get a free trial
business you can even get a free trial
business you can even get a free trial that’s risk-free for 30 days if you want
that’s risk-free for 30 days if you want
that’s risk-free for 30 days if you want to test it out and that’s just one
to test it out and that’s just one
to test it out and that’s just one example look through all your admin
example look through all your admin
example look through all your admin tasks and see what software and tools
tasks and see what software and tools
tasks and see what software and tools you can use to make the tasks more
you can use to make the tasks more
you can use to make the tasks more automated we need to raise your
automated we need to raise your
automated we need to raise your standards and value your time properly
standards and value your time properly
standards and value your time properly if you want to be a successful
if you want to be a successful
if you want to be a successful entrepreneur making a $69 purchase isn’t
entrepreneur making a $69 purchase isn’t
entrepreneur making a $69 purchase isn’t an expense it’s an investment into your
an expense it’s an investment into your
an expense it’s an investment into your business to give you better results and
business to give you better results and
business to give you better results and free up your time step 3 delegate the
free up your time step 3 delegate the
free up your time step 3 delegate the last step the successful time management
last step the successful time management
last step the successful time management for entrepreneurs is to delegate even
for entrepreneurs is to delegate even
for entrepreneurs is to delegate even after you’ve eliminated the non
after you’ve eliminated the non
after you’ve eliminated the non essential tasks and automated the other
essential tasks and automated the other
essential tasks and automated the other tasks through software tools you still
tasks through software tools you still
tasks through software tools you still got those final nagging tasks that have
got those final nagging tasks that have
got those final nagging tasks that have to get done what you need to ask
to get done what you need to ask
to get done what you need to ask yourself is am I the best person to do
yourself is am I the best person to do
yourself is am I the best person to do this for admin tasks the answer is
this for admin tasks the answer is
this for admin tasks the answer is usually no but something takes five
usually no but something takes five
usually no but something takes five hours away from your month every month
hours away from your month every month
hours away from your month every month then why not delegate that function so
then why not delegate that function so
then why not delegate that function so you can focus on your business growth
you can focus on your business growth
you can focus on your business growth yes it’s an expense but now you’re a CEO
yes it’s an expense but now you’re a CEO
yes it’s an expense but now you’re a CEO and you need to be doing CEO tasks not
and you need to be doing CEO tasks not
and you need to be doing CEO tasks not admin tasks if you only focus on the
admin tasks if you only focus on the
admin tasks if you only focus on the cost and try to do everything yourself
cost and try to do everything yourself
cost and try to do everything yourself you’ll always be limited in how much you
you’ll always be limited in how much you
you’ll always be limited in how much you can grow because you only have so many
can grow because you only have so many
can grow because you only have so many hours in the day you can gain more hours
hours in the day you can gain more hours
hours in the day you can gain more hours by leveraging a time of other people
by leveraging a time of other people
by leveraging a time of other people that’s the secret you don’t have to do
that’s the secret you don’t have to do
that’s the secret you don’t have to do everything yourself look at your admin
everything yourself look at your admin
everything yourself look at your admin tasks list and see what’s left some of
tasks list and see what’s left some of
tasks list and see what’s left some of them might be things that require a
them might be things that require a
them might be things that require a specific skill set for example you might
specific skill set for example you might
specific skill set for example you might hire an accountant or bookkeeper for
hire an accountant or bookkeeper for
hire an accountant or bookkeeper for some of your financial tasks other tasks
some of your financial tasks other tasks
some of your financial tasks other tasks you might be able to hire a part-time
you might be able to hire a part-time
you might be able to hire a part-time worker to help you the first person I
worker to help you the first person I
worker to help you the first person I hired in my first software company
hired in my first software company
hired in my first software company worked for one hour per day for me on
worked for one hour per day for me on
worked for one hour per day for me on admin tasks who’s boring work that I
admin tasks who’s boring work that I
admin tasks who’s boring work that I didn’t enjoy
didn’t enjoy
didn’t enjoy importantly and took up an hour off my
importantly and took up an hour off my
importantly and took up an hour off my time so I can focus on other projects I
time so I can focus on other projects I
time so I can focus on other projects I didn’t have the budget to hire someone
didn’t have the budget to hire someone
didn’t have the budget to hire someone full-time but I could afford one hour
full-time but I could afford one hour
full-time but I could afford one hour per day that freedom gave me the extra
per day that freedom gave me the extra
per day that freedom gave me the extra hour to spend growing my business which
hour to spend growing my business which
hour to spend growing my business which is exactly what I did and then I could
is exactly what I did and then I could
is exactly what I did and then I could afford to hire him for more hours to
afford to hire him for more hours to
afford to hire him for more hours to take even more admin tasks on my plate
take even more admin tasks on my plate
take even more admin tasks on my plate you don’t have to start with full-time
you don’t have to start with full-time
you don’t have to start with full-time staff I’ve had great success by using
staff I’ve had great success by using
staff I’ve had great success by using interns from various colleges and even
interns from various colleges and even
interns from various colleges and even high schools I’ve also used odesk calm
high schools I’ve also used odesk calm
high schools I’ve also used odesk calm and alliance com for work that can be
and alliance com for work that can be
and alliance com for work that can be done by someone who doesn’t physically
done by someone who doesn’t physically
done by someone who doesn’t physically have to be in my office both are
have to be in my office both are
have to be in my office both are excellent resources and you can hire
excellent resources and you can hire
excellent resources and you can hire skilled labor for highly competitive
skilled labor for highly competitive
skilled labor for highly competitive wages on an hourly or contract basis
wages on an hourly or contract basis
wages on an hourly or contract basis effective delegation is a final set
effective delegation is a final set
effective delegation is a final set deferring of your time the focus on the
deferring of your time the focus on the
deferring of your time the focus on the opportunities that are ahead of you and
opportunities that are ahead of you and
opportunities that are ahead of you and help you reach your full potential as an
help you reach your full potential as an
help you reach your full potential as an entrepreneur the order of eliminate
entrepreneur the order of eliminate
entrepreneur the order of eliminate automate delegate is really important
automate delegate is really important
automate delegate is really important eliminate is first you don’t want to
eliminate is first you don’t want to
eliminate is first you don’t want to automate or delegate something that can
automate or delegate something that can
automate or delegate something that can be eliminated because it’s a
be eliminated because it’s a
be eliminated because it’s a non-productive task automate is next you
non-productive task automate is next you
non-productive task automate is next you don’t want to delegate something that
don’t want to delegate something that
don’t want to delegate something that can be automated because it’s more
can be automated because it’s more
can be automated because it’s more expensive and more prone to error follow
expensive and more prone to error follow
expensive and more prone to error follow the steps I laid out to put your regular
the steps I laid out to put your regular
the steps I laid out to put your regular tasks into groups and then eliminate
tasks into groups and then eliminate
tasks into groups and then eliminate automate and delegate everything away
automate and delegate everything away
automate and delegate everything away until you working only on the top
until you working only on the top
until you working only on the top priority CEO tasks it all starts with a
priority CEO tasks it all starts with a
priority CEO tasks it all starts with a first little step
thank you for joining me for this
thank you for joining me for this special video edition of ask Evan if you
special video edition of ask Evan if you
special video edition of ask Evan if you like the video please give it a thumbs
like the video please give it a thumbs
like the video please give it a thumbs up I’d also love to hear your thoughts
up I’d also love to hear your thoughts
up I’d also love to hear your thoughts and comments if you want to leave a
and comments if you want to leave a
and comments if you want to leave a comment below and stay tuned to the next
comment below and stay tuned to the next
comment below and stay tuned to the next episode
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