A Pocketful of Business Cards

You know how it is. You go to a networking event and everyone is exchanging cards. You come home with a pocketful of business cards. What do you do with them or better yet, how do you avoid collecting so many? Below are some suggestions.

First of all, collect less of them. Only accept cards from those you know you are really interested in doing business with at some level. Otherwise decline cards politely. You both realize the expense of business cards, only to end up in the blue box.

So, now you have fewer cards, but how do you manage those few? Well, as soon as you get home from your event or even at the event itself, jot down the date, place & a word or two to indicate the initial connection made. Something that will trigger your reason for having the card – their product, service or their interest in yours i.e. “discussed project”, “possible alliance” etc. I have found that people are not offended that you write on their cards but rather pleased that you have accepted their card and noted your intentions.

Because you are being selective of what cards you accept, most of them will require immediate action. The other few need to be filed for future reference. A great economical way to file these cards is in an empty business card box. One that you received your last order of cards in. If you still have a large supply of cards on hand you can simply take the lid off the box and use it for the cards you have collected. Or if you have fewer cards on hand you can divide the box to accommodate both your cards and the cards you collect. It’s neat, organized and costs nothing and will usually hold at least 250 cards. File by date, the most recent cards at the front.

Go through your business card file regularly. Once a month should be sufficient. For those cards that don’t automatically ring a bell and it’s been 6 months and nothing has transpired, it likely won’t in the near future. Shred or recycle.

If you deal with business cards in this manner, you’ll find it almost takes care of itself!

3 Ways To Remember When You Need A Break

Giving yourself a break is not a waste of time. Studies have shown that your mind and body benefit from taking a break. How?

• You can help to avoid computer related RSI’s (Repetitive Strain Injuries), including eye strain & headaches.
• Your productivity and mental alertness will increase.
• It helps you relax and brings clarity to your thoughts.

Regular rest breaks can be 5 minutes every hour, or longer and less frequent i.e. mid-morning, lunch, mid-afternoon. Whatever schedule you choose, however, it can be a challenge to remember.

Here are 3 break reminder methods to choose from:

1. Schedule it. The easiest way is to schedule it into your day. I use an Excel spreadsheet to plan my week using a colour coded system. Sky blue indicates "personal time" for me which includes lunch because sometimes we ‘forget’ to eat. I use a template so it doesn’t vary much from day to day and once breaks become routine, it’s easier.

2. Set a timer. Another simple way is to set a clock or timer. I like Online Stopwatch which has a countdown timer you can set. (Make sure your speakers are on for the alarm.) It also works great when you want to work on a project for a fixed amount of time without going over. You would be surprised how fast time flies! There are other freeware programs you can download and set to interrupt you at various intervals. Google ‘break reminder program’ for several options.

3. The buddy system. Another way to remember is to use the "buddy system". Have a friend call or meet with you for a walk and a chat. When you are depending on each other you will be more likely be comply.

Whether you commit to walking, meditating, reading or getting together with a friend, don’t wait to start the habit of giving yourself a break and enjoy the benefits of a healthier, happier more productive you!

Give Yourself Permission to Leave Some Things Undone

Ever find yourself saying something like, "When this is done, then I’ll [fill in leisure activity here]". But you repeat this until you’re too exhausted to do that leisure activity? Does being organized really give you the freedom you’re looking for? When your list of to-do’s is unending and you feel you have to do them all, then the answer is ‘no’.

Now, I’m all for being highly organized. It makes up a good portion of who I am and what I do. It’s an asset that helps me keep things straight in my own business and life and allows me, as a VA, to keep track of my clients and keep all their activities in their respective businesses flowing smoothly.

But are you like me? Do you sometimes feel you’re caught up in all the details of the never-ending to-do list?

I think this is why my mom, the wise woman that she is, gave me this plaque that reads "Give Yourself Permission to Leave Some Things Undone". It was so timely, around the birth of my first child, when I felt I had to still do everything I’d always done and look after a new baby. I keep it as a reminder & look at it every day.

Our lives and our businesses are a work in progress. Know that there will always be something else on your list and to enjoy the process! It’s not just about life balance it’s also about life acceptance.

Here are some tips that will allow you to enjoy being the organized person that you are by nature without the guilt and nagging persistence of the yet undone:

1. Do less. You can work all day rushing from one task to the next, but little quality work will get completed. Instead, focus on a couple of important tasks and invest the time to do them right from start to finish. For example, got an idea for an article? Write down your outline, let the ideas flow then put the pieces together. Voila! Now you have a properly completed article for your ezine, blog or an article submission piece that will all have a positive effect on your business. Rushing through several bits & pieces of various tasks in a frenzy throughout your day, will get you nowhere but frustrated.

2. Take a break. Get up from your desk and away from your office. If there are issues you are struggling with, clearing your head with a 15 minute walk or a step outside for a breath of fresh air, will provide some clarity on these issues. Studies have shown that frequent short breaks or less frequent longer breaks will refresh your mind and body, reduce discomfort and fatigue and increase accuracy and productivity!

3. Give yourself permission to leave some things undone. It is important to recognize and accept that you will never clear your list; there will always be undone items. Pick the top 2 to 3 items each day that absolutely must get done. Do these first and if you get to something else on your list, consider it a bonus. When you allow yourself to focus your time on fewer tasks you enjoy the process more and avoid mistakes.

4. Celebrate the victories. You are setting yourself up for success with the above approach, accomplishing great things while spending your time joyfully. Take a few moments to reflect on your accomplishment when you finish an assignment before you tackle the next item.

Remember, the goal here is to be more effective. Focus your time on fewer tasks and do them well. Avoid the overwhelm of having to ‘get it all done’. Doing less but doing it better allows you to enjoy the lasting results of real achievement.