Good marketing is well organised. The best marketeers will work to a diary, and if you have been in business a while you’ll know how keeping an organised diary is actually necessary.
What we want you do do though, is not only use your diary/planner to manage your working day, meetings, events etc. but use it for your marketing. Here’s some top tips to get started doing this…
First some essentials.
1. Find a system that works for you. Some people swear by a paper diary, some people like a digital one. There isn’t a right answer, it is just about what works for you. We personally prefer a digital one, as since there is two of us, we can sync our diary across multiple devices. If you are working in a team this can come in really handy. If you do have a paper diary, get a proper one with lots of room to write, it shouldn’t be pocket sized!
2. Manage a To Do List / Task Management. Accompanying a good diary should be a good Task Management system. It is very easy to become ‘too busy’ and marketing gets forgotten about, but working with a Task Management system can help this. There are a lot of task management systems online, a popular one being ‘trello’, but in all honesty, we haven’t found one that has been a 100% fit for our business, and remember these should be saving you time not causing more hassle. So for this reason we now simply use a Spreadsheet on Google Drive, and have created our own, easy to use Task Management system to suit us perfectly. Our Task Management is broken down into days in columns and then times of the day in rows, we can now plan out our full week, assign tasks to people, and each day ensure we are working at the correct speed to keep on time.
Now incorporating marketing with this system…
3. atomic time. We’ve mentioned this before, but we want you all to start scheduling in your atomic time. This is a time in the week where you are going to spend marketing your business. The ideal situation would be to spend some time each day, but if this isn’t possible have at least a couple hours scheduled in each week at a specific time, and stick to it. This should be in your diary every week (if a digital diary – have it as a recurring event, if paper – write it in every week), and also in your task management system every week.
4. Take atomic time a step further and split up your day completely. This works really well for us, but it may need adapting depending on your business. At the moment we can split our workload into time working on atomic, and time working with 1-1 clients. So our task management system is split up into this too. Every morning of every day we dedicate to atomic, and we even split the first half of the morning into content writing, and the second half into marketing. Our afternoons are spent on 1-1 client work, and each client has a dedicated time each week. This keep things organised in our head, and our time is managed much more effectively giving us time to do marketing. Our Task Management spreadsheet is clearly split up into these daily sections too that have been assigned an length of time so when organising work we can place them much more effectively. Can you split up your workload in a similar way? And schedule in exactly what marketing tasks you are going to be doing? If you can schedule down to the hour – even better!
5. If you can do step 4, and have decided to spend X time on Y task, put this in your Task Management and make sure this is synced with your diary!
6. Have a time for potential meetings. Once you have your workload scheduled in, and your marketing scheduled in too, this will hopefully give you some free time for potential meetings/events etc. Meetings are a massive time killer, and although very important, it is just as important to keep a grasp of them so they don’t overrun your task management system. It is easy to look at an empty diary and schedule in meetings to your hearts content, so use your task management system to organise meetings instead, which will be much fuller.
7. Schedule Emails / Lunch / Breaks. In our task management system we also have time dedicate for emails and lunch just as these can both overrun and keep you behind on your day. Any other tasks like this should be in your task management (school run, walking dog etc.)
8. At the end of everyday you should have the following task: ‘Organise tomorrow’. Doing this means you can start the day knowing exactly what you need to be doing, and our subconscious will prepare us for it when we are sleeping. You want to start the day with a bang and get going, the first thing you do shouldn’t be the boring task of organising your day!
9. Know when you work best. This comes with practice, but find out when you are most productive at certain tasks, and make sure these are scheduled in your task management. For example, we find content writing so much easier in the morning, and know we are going to struggling after lunch.
10. Be realistic. There is nothing more demotivating than a To Do list that is unrealistic, and nothing more motivating that kicking your To Do Lists butt. So be realistic, and don’t over do your To Do List. If you can cross off some of tomorrows tasks – even better!
11. Each week we look at our To Do List and mark each item out of 10. 10 being high priority and 0 being can wait another week. We then sort our To Do List in order of priority (A Spreadsheet has this functionality). We then get the high priority stuff out of the way Monday / Tuesday, making us feel productive straight away and setting the scene for the rest of the week.
That is how we do it, and we would recommend finding a similar way for you to do it too, depending on what your workload looks like. The key here is being organised. If you can organise your work and your marketing efforts everything becomes easier and more efficient. Remember marketing is often at the bottom of your priority, but it should be the top! Simply put, the less marketing you do, the less customers you have.
ACTION: Ensure you have a diary system that works for you, be it a paper diary or a digital one.
ACTION: To accompany your diary you need a Task Management system. This can be an online tool, or create your own spreadsheet. Look at Google Drive to make your Task Management system accessible from multiple computers/devises if needed.
ACTION: Split up your days into easy to manage chunks of time that you can dedicate to different aspects of your business / workload. Have this also in your diary so you don’t double book!
ACTION: In each chunk of time for each day, you should break it down further into what tasks you are actually going to do.
ACTION: Schedule in time for marketing. Either everyday, or every week. In your scheduled time make sure you know exactly what marketing you are going to be doing.
That’s all, thanks for reading, remember for more tips on time management and how to save hours in your day so you can be less stressful download our freebie in the ‘where to start page’.