Canadian Small Business Women

Connection, Synergy, Community

Planning for the Unexpected

Tamara high res 1 

One of the central themes I think all entrepreneurs can agree on, (no matter what the industry) is that the ‘unexpected’ is inevitable.  Change happens whether it is a slight interruption of your day, (“Can we change our appointment to Tuesday?”), or a money draining, time consuming printing error.

As an entrepreneur who talks about (and advocates) for planning, people often ask me why they should bother planning when it is just going to change anyways. For those of you who may ask the same question or could use a little planning inspiration, the following is how (and why) I think you should do it anyways.

Planning creates momentum. When you put pen to paper (or fingers to keyboard), you are taking an action step – even if it is just getting an idea out of your mind. This momentum is often the thing that you need when those unexpected things arise. To use an analogy, it would be like a long distance runner who just pulled a muscle at the last mile of a race. Having all of that hard work, training and road behind him – a pulled muscle is not going to prevent him from crossing the finish line.  He (or she) has momentum and that counts for something.

Planning naturally reveals priorities. Looking at your current calendar/day timer – even a stranger could tell what you are putting your most time and energy towards. Priorities, whether family, work or your physical well-being will always ‘rise to the top’ and can handle a some unexpected circumstances because they matter that much to you. Have some confidence that if the unexpected happens, the things that matter the most to you will still get done.

Lastly, you can plan for the unexpected by giving yourself pre-determined flex time. No, you can’t say for sure what will end up taking that time. But, if your priorities are set and you still give time for things that you don’t expect, it does not have to be a stressor in your life. Even the great Tony Robbins is famously quoted saying “ …if you schedule it, it’s real”. That is why I suggest not packing your schedule so tight that one thing ‘not going right’, could negatively affect the rest of your day – and maybe even your week.

Having a mindset that ‘expects the unexpected’, as well as having the principles we have talked about in this article built in to your entrepreneurial habits will certainly help along your journey. So remember: Get your ideas out, plan for flex time and keep your priorities non-negotiable. Then plan on success.

Tamara is the owner and designer at ‘Your Pretty Pages’ where she provides templates, planners, guides and resources for creative entrepreneurs to get organized and plan productively and purposefully. To see her newest Essentials Pack of planning pages visit here: https://www.etsy.com/shop/yourprettypages

 

Successful Planning, Successful Week

Tamara 14 (1)

Planning your workweek in business can sound like a simple process – but if you have ever been interrupted, fell behind on deadlines or forgotten an appointment, this article is for you. I believe it’s not about managing every minute, it’s a new fresh perspective that includes being prepared, flexible and in-line with your work habits, style and personal preferences.

To plan a successful week I have used my experience with other female entrepreneurs who care about accomplishing a lot within a week and found some universal strategies that can be utilized in almost any business out there.

  • Schedule the unexpected:

Business owners are some of the most motivated people I have ever met so I find ‘over-planning’ to be a problem for a lot of us. This happens when we fill every moment of our calendar and fall behind immediately when even one phone call goes over our allotted time. This can cause stress for not only the day, but for the rest of the week as we play ‘catch-up’ to get back on schedule. A way that I have found to combat this issue is to dedicate some time in your week for ‘yet-to-be-determined’ tasks, projects or obligations. Later in the week is usually best. When you aren’t able to finish something in the time you allot or you get an unexpected request, you are able to now be flexible and rely on the safety net you have designed into your week already.

  • Identify low energy tasks:

It’s natural to have fluctuations in your energy levels as your day progresses. You may feel sharp, motivated and full of energy in the morning or feel tired and a little stiff in the afternoon. It’s easy to identify these times when you are experiencing them, harder to match your tasks to that energy if you are not prepared. The way to do this is to schedule tasks that require less concentration with those low energy times beforehand. Give yourself some time to answer ‘general email’ questions, tidy up your desk or look on social media when you are feeling less energized and save high-energy times for creative, developing and more intense projects. This will help you balance your day, which will help your overall week.

  • Pick a focus:

Within each of our businesses, there is always something that needs attention. Instead of trying to do everything all at once, my recommendation is to pick one focus and stick to it. This produces success because you are not reacting to interruptions, which take you away from that highly productive and focused work. You may be thinking that it is not practical to only do one thing a day – your emails still need to be answered. The way to do it successfully is to keep your focused work (what you really want to complete) in one of the higher energy times of your day (as identified in the previous topic). This gives you quality time that is in-line with your already established habits to really get it done.

  • Bundle ‘Away’ tasks:

Luckily we are in charge of our schedules so we can decide when to do our supply shopping, networking events, doctor’s appointments and ‘out-of-office’ tasks. I have always recommended that business owners pick a time in their week – every week that will be dedicated to these tasks. The benefits are far reaching as you are not only creating habits for yourself, but also creating reasonable expectations from others in your life. Which could be customers, family and also make delivery schedules more regular. I often recommend scheduling these days in the middle of the week when you may just need a change of scenery too.

Overall, when you see how much choice you have in planning your week and use these strategies to integrate your personal preferences you are going to be able to get more done in your week and enjoy it along the way.

Tamara is the owner and designer at ‘Your Pretty Pages’ where she provides templates, planners, guides and resources for creative entrepreneurs to get and stay organized. To support your successful planning, Tamara has just released two all new version’s of the ‘Entrepreneur’s Planner’ which can be found at https://yourprettypages.com/planners/

Emergency Preparedness for Small Business Owners

MVR_profile-pic.2_Nov2012_-_Copy

How well prepared are you for the unexpected? What would happen to your business if you became unexpectedly incapacitated and unable to take care of your business for a while? Does your spouse, family, co-owner, or best friend know where to find the keys to your business or store, how to access client contact information to let them know of delays, or know how to get in touch with your landlord or bank manager about delayed payments?

Nobody plans to get run over or break their arm or leg while skiing, skating, slipping on wet leaves, or [insert your own most likely accident]. The reality is, life happens, so wouldn’t you rather prepare your dear ones with a list of emergency to do’s?

Recently I have had several conversations with James Cockfield, an investment adviser with BMO Nesbitt Burns. He invited me to a presentation by one of his BMO colleagues, James Kraft, on “Succession Planning for Business Owners”. The focus of the talk was on the top 10 pitfalls when planning to sell or pass on your business. Although that may lie further in the future than most of us can or want to consider, the finer points can affect any business owner.

After the presentation, James C. and I lightheartedly discussed which kind of emergency list I should prepare in case I got “struck and vaporised by a huge meteorite” (his scenario). I amended his scenario to something assuring my survival, like ‘being flung across a field by a crashing meteorite’.

As you picture me lying in a field with some broken limbs, consider my situation if you might: Sole proprietor, leasing a commercial space for business, single, and family lives in Europe. Whom do you call; after you’ve called 911?

James Cockfield suggests, “Just start with a list: Who’s your bank manager? Who has a key to your business? How can someone contact your landlord?” These are crucial aspects for me, as I would hate to see my siblings in Europe or my local friends burdened with trying to figure these things out, as I lay in a hospital bed, shocked speechless from almost being hit by a meteorite.

So, I will start making my list and checking it twice. And then, most importantly, give a copy to a couple of chosen local, trustworthy contacts and my family.

For help with your list or if you’re thinking about selling or passing on your business in the next 1-3 years, contact James Cockfield, James.Cockfield@nbpcd.com, and ask for a positive outcome not involving large objects falling out of the sky.

Martina Rowley is the founder and operator of Beach Business Hub – THE coworking space east of the Don Valley. She combined her passion and experience in the environmental sector with her community engagement side to create a local work environment where space and resources are shared. She fosters and facilitates collaboration, networking, and learning for and with small business owners and new startups.  Contact her at:http://www.beachbusinesshub.ca, on Facebook and on Twitter