LEARN before you LEAP so you can speed up your business!
The other day, I re-learned a lesson that I knew, but have chosen to disregard in many areas of my business. The lesson is:
If you read instructions and learn to do things efficiently, you will save time and effort in the long-run.
I know that men get an especially bad rap for never reading instructions, but I will be woman enough to admit that sometimes I skip them too.
Other sayings that say the same thing include “Look before you leap” or “Measure twice, cut once” – I sometimes leap and cut my way to a more complicated day!
I figure out the basics and then charge ahead – often to the detriment of my work flow and time. How many times have I said, “I’m self-taught on Photoshop. I’m sure there is so much more I could be doing with it, but I’m too busy to take the time to take a class, watch tutorials, learn new things…” That applies to many other programs on my computer as well.
If you read my blog regularly you will realize what a fan I am of Daylite – a contact management software system for the Mac. And how many times have I lavished great praise on Matthew Bookspan, a Daylite partner who I hired to talk me through the setup. He asked questions, learned what I wanted the software to do and helped me get it ready to roll. Maybe I wouldn’t be writing this post if I had a Matthew for every software program… but alas, I don’t.
One of my goals for 2010 is to start documenting what I do in my business and creating systems. As of December 2009, everything that was done was stored in my brain. What would happen if something happened to me? What happens if I *gasp* want to go on vacation and not check email – truly leaving someone else in charge for a bit? Without anything in writing, that would be impossible.
The first thing I decided to document was the Ask Call procedures. Everything I do, all the systems I use, to do the free monthly calls. Shouldn’t be too bad, right? You would be amazed how much goes into it – 57 pages of documentation and I’m not sure every last bit is there.
When I started, I decided to split the information up into a group of Word Documents – I had 6, each on a different category. The websites, the audios, etc. But then it became a mess to find anything – the process was long and the page numbers kept repeating and trying to do a table of contents was … well… not an easy task.
So I slowed down and learned how to set up my Word document so it would create and update the Table of Contents for me. By spending 30 minutes googling I found a great article about how to easily accomplish what I wanted (Microsoft Word 2008 Generating a Table of Contents), thought through my document, set up my headings that would be pulled for the TOC and got down to business. I then had to copy and paste from the 6 different documents to create one master Ask Call plan, but it was well worth the effort! Now it will be easy to see where the information is that I need – or better yet, that an assistant needs – to get things done. And the next thing I document will be faster still because I’ll do it right the first time.
I’m sure there are many of you shaking your head that I didn’t know how to do this – but I didn’t. We all start at different places with technology and computer programs. The point is, we are all very busy with many demands on our time – sometimes it’s easy to justify saying,
There may be a better way, but I know this way so I’ll just get it done.
and to believe that you are saving yourself time and accomplishing more. I’m here today to question that theory. It isn’t always true. My new theory is
LEARN BEFORE YOU LEAP.
I’ll be asking myself if there is a better, more efficient way, on a daily basis, will you?
Here’s to your creative success!
– Tara Reed
GridIron Flow – great demo, great deal through 6/30!
I just got off the demo with Dave Gillespie from GridIron Flow workflow software and got more tips on how to use the productivity software. Someone asked me the difference between this and the Daylite software I blogged about on Monday and then came up with a great analogy:
Daylite* is like your office manager who organizes the email, calendar and communication data.
GridIron Flow is like the talented intern who remembers everything you used to create that last great project on the computer.
I also wanted to tell you what a great deal GridIron Flow is through the end of June – normally retailing for $299, it is on sale for $99.95. You can download a free demo and see how you like it but mark your calendar to buy it if you want it before the price triples.
Learn more at http://www.gridironsoftware.com/products/flow.html
Saving time organizing your info and workflow means more time to create and license!
I received an email shortly after the call saying it would be nice if I gave more details about HOW I actually use this software. Here is what I’ve loved about it so far.
Scenario 1:
Have you ever created an image and saved it. Then you use that image to start a companion – maybe the background and border are the same but you are changing the main images. You fully intend to do a “save as” and rename it but instead, by habit, you just “control – S” and save? Well if your Mac Time Machine didn’t kick in in the past 5 minutes, you may be stuck recreating the original work. Total bummer. (I’ve done this more than once, best intentions often lose out to force of habit!) But GridIron Flow to the rescue!
I just look on the “Versions” and reopen saved version and I’ll have the fully layered original back. PHEW! Do that a few times and it is worth the investment.
Scenario 2:
Sometimes I like to get an idea of how long something takes and then see what my return on time invested actually is. For example, if I do quite a few mock-ups for a potential client and they never choose any, return on time is $0. But maybe they pick it up and sell some. Perhaps I can see that I spent 2 hours adjusting art I had in my portfolio for the project and made $2000. That will make me more than happy to make adjustments the next time. (No guarantees of repeat performance of course – but interesting to see.)
I’ll be able to see just how much time the next eBook I work on takes to put together and track my return on investment as it sells. If time is money, knowing where your time goes can’t be a bad thing!
Scenario 3:
If you do any flat fee or pay by the hour work, GridIron Flow is a great way to see just how much time you are spending on a project. Even if you use 10, 20 or even 100 different files in a project, if you use the program, it will link everything together and give you time spent on each file as well as the whole project. This can help you with budgeting and cut down on questions about how you spent your time. There is a way to create a report of time spent too – I haven’t used that feature as of yet.
Here’s to your creative success!
– Tara Reed
* The Daylite link it to Matthew Bookspan’s website – I used him to purchase the software and get started and highly recommend his help. I get no compensation – just think that much of him! 
I did receive a complementary copy of GridIron Flow for my help in coordinating the demo. I use it in my business and would buy it if I didn’t already have a copy – it’s saved me a few times already!
Cool Software Discoveries 2009: Daylite Business Productivity Software for Mac
If you own a Mac and run a business, you have to look at this software. I insist.
I have a great memory (ask anyone who wishes it weren’t quite as good!) and for a while, I was able to keep track of clients, business potential, who I showed art to, etc. Or I used a notebook and wrote things down, sticky note reminders, etc. But as my business grew, it got harder. I felt like I was losing track of information and missing opportunities because my systems weren’t good enough. Let’s not even talk about how many Mailbox folders I had created in MacMail – but then I had to manually move emails sent and received and sometimes it just didn’t happen.
This is another great Twitter find. When I started searching for an integrated program to keep me on track that would grow with my business, I used Google to search and Twitter to see what others were using. A few suggested Daylite.
Then @mbookspan, a certified Daylite consultant, tweeted me, offering to chat and see if Daylite would be what I needed. Well we decided it would work and I made a great decision: I bought the software from Matthew and hired him for a 2 hour “boot camp” of sorts. We talked through the computer, he took control of my mouse from 2 states away and got me all set up! I told him what I wanted to do, he showed me how. Talk about shortening your learning curve! With no compensation for this glowing recommendation, I would recommend anyone considering this software talk to Matthew.
His website: www.mbookspan.com
or find him on Twitter: @mbookspan
Here’s a little video demo of what it is and why I like it…
Here’s to your creative success!
– Tara
disclosure: I have no affiliation with Matthew Bookspan or Daylite software other than purchasing their products and services and being thankful I did each and every day!
MAC users: Tired of worrying about remembering passwords & identity theft?
I have found a great solution! Thanks once again to the recommendation of Matthew Bookspan (http://www.twitter.com/mbookspan) I discovered 1Password.
Does this sound at all familiar?
- “I know I should use passwords with no meaning to me but then I can’t remember them.”
- “I know I shouldn’t use the same password on more than one website but it is too hard to keep track of so I have a few I use regularly.”
- “I have a spreadsheet on my computer listing all the websites, user names and passwords. I can’t remember how to login to things without it.”
If it does you are not alone. I had about 5 passwords I used for about 50 websites — and I still had to look up the user name / password combinations! So one day as I sat trying to find and guess my password while upgrading my Daylite contact management software, Matthew kindly said, “Tara, I think I have a program you should look into.”
That software is 1Password and it is AWESOME! Here is what the makers of it have to say…
Too Many Passwords to Remember?
1Password takes care of all your online passwords so you can use strong and unique passwords for every site and never forget any of them! Here are just a few of the unique features of 1Password:
- Enters online usernames and passwords so that you don’t have to remember them.
- Strong Password Generator automatically creates and fills passwords.
- Built-in Anti-Phishing and Keylogger Protection provides security and peace of mind.
- Take your information anywhere on your iPhone/iPod touch or Palm.
- Goes far beyond Safari’s AutoFill.
In short, 1Password keeps track of all your web passwords, automates sign-in, guards from identity theft, and allows you to stop worrying about your safety while online. 1Password is a priceless utility for only $39.95 with a 100% Money-Back Guarantee.
____________________________
CLICK HERE to visit the website, watch the video about how it works and get started. (I have no vested interest in you doing this – just sharing helpful resources that I love.)
There is also a free app you can download to have your passwords on your iPhone. That helps with the one downside I found to the system — if you use someone else’s computer, best of luck logging in anywhere! With the iPhone app I can find my crazy, safe and encrypted passwords if I am ever away from my computer or laptop.
With 1Password, you only have to remember 1 master password so your passwords and information is protected if someone else is on your computer – I think we are all capable of that!
SO… if you are a Mac user, I’d check it out. The security alone is worth the $39.95 and the speed of the program auto-filling in info is an added bonus.
~ Tara
P.S. Thanks again for another great resource Matthew!
P.P. S. If you are a PC user and have something to recommend, let me know and I’ll post that as well. I’m a MAC girl so those are the solutions I find.
A Quick & Easy Way to Get Business Card Info to Your Computer
Have you ever gone to a networking event, trade show or other location where you leave with a pile of business cards in your pocket? I love looking at the different layouts and designs (especially artist’s cards –they are usually the most ‘visually pleasing’).
Are you like me, and do you often end up with this same pile of cards sitting on your desk for weeks or months, waiting to be added to a Rolodex, Excel Spreadsheet or some other organization system? You dust around the pile, heck – I have been know to dust the actual pile before finding the time or energy to do the data entry.
BUT NOW I HAVE FOUND A SOLUTION!
When I was getting trained on my oh-most-awesome contact management software a few weeks ago (you remember, DAYLITE – Mac only, sorry PC users) Matthew Bookspan told me about a great service. (I am just about as excited about this as I am about Daylite)
Here is how it works:
- You mail your pile of business cards to them.
- They touch them with a magic wand, or scan them or something, and send you a data file with all the information.
- You import the data into your Excel file, database, Daylite or whatever system you use.
- Then you do a happy dance because you just saved yourself hours of tedious data entry.
I know what you are thinking… it sounds expensive. NOPE! For $29.95 you can have up to 100 cards done… look at the website for rates for larger quantities.
I used the service and it went without a hitch. Yeah! I plan to take all my cards from SURTEX and mail them in too. Never again will these fingers type names, email addresses and phone numbers… I’m on CLOUD 9 since finding www.CloudContacts.com.
If you’ve had the same piles, dust collectors and frustration, I encourage you to check it out!
~ Tara
PS — If you are exhibiting at SURTEX, don’t forget to check out the Teleseminar I’m having next Tuesday – April 21st – to get you confident and ready to go. CLICK HERE FOR DETAILS
Sweet organization! I've seen the DAYLITE!
If you have read my eBook, “How to Find, Interact and Work with Manufacturers Who License Art” you are familiar with my rather low-tech and disjointed organization system. Rolodex, Excel spreadsheets, post-it notes and a written calendar. It worked for a while but lately I’ve been feeling like there is too much in too many places, and I was missing things.
Missing things like business opportunities. Art submission deadlines. When was I supposed to call and follow up with that potential client? And where did I write it down?
There comes a time in every business (or life) to re-evaluate your systems and look at upgrading. (Heck if the internet can upgrade to “Web 2.0” why can’t I?)
My time had come! I needed a new, more integrated and organized system. So what did I do? Started asking for advice on Twitter and doing some Google searches. I have a MAC and people told me, “just use address book” — but it wasn’t enough.
Then I read about this software call “Daylite” through a Google link. This looked pretty good! But who was using it? Back to Twitter to get some feedback. Then this man appeared magically before me:
(He was replying to my Tweet asking if it was a good program and was anyone using it.) It turns out, Matthew Bookspan is a certified Daylite partner — meaning he knows the ins & outs and can help you get set up. Cool!
I talked to Matthew about my organizational dreams and current challenges and we decided this software would be a good fit.
In the past, I’ve had a very bad habit of getting new software, trying to learn it myself while doing lots of other things and not harnessing the true power at my fingertips. I decided to break that habit and hire Matthew to get me set up and show me how it all works. 2 hours incredibly well spent — both time and money wise!
He got me on iChat and then took control of my computer — now THAT is cool! I watched as he moved my mouse and told me (I could hear him too!) how to get set up, what the different functions were, etc. I could ask questions as we went.
Bottom line: DAYLITE is changing my life. I am so much more on top of things and spending less time writing, noting and finding info. That means more time to paint, blog and write.
DAYLITE tracks people, companies, emails sent and received from contacts (no more ga-zillion folders in my mail program and remembering to move everything – it’s automatic!). Yesterday I printed mailing labels for my promotional postcards… it’s heaven on my MAC! (Sorry PC people — you need to find another solution. I’m told ACT! has similar super powers.)
SO… if you are feeling disheveled and want to invest in some great software that will grow with your business and keep it organized (and you have a MAC) — check out DAYLITE. I also highly recommend you talk to Matthew (& I’m not paid for this recommendation — it’s from the heart!) — he can get you up and running quickly. (Plus he’s a very nice guy.) Here is a link to his site to learn more and you can see a case study he did about my issues and getting me set up. CLICK HERE
Here’s to your organized life now I need to get back to painting!
~ Tara
Want to chat with Matthew on Twitter or follow what he’s up to? He’s @mbookspan
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