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Section 4 – Organisation  |
Have Strong Follow-up techniques
Have you ever felt that nagging feeling in the pit of your stomach that you forgot to call someone, only to find out that your competitor has just landed your dream client? Your competitors may not be more qualified for the assignment; they may just have called the right person at the right time. They had strong follow-up techniques. Persistence, coupled with a clear follow-up plan, definitely pays off. If you call prospects and they ask you to contact them in a few months, take the steps necessary to ensure that you call at the right time. If you don't, someone else will.
Make the task of following up easier by using a to-do list. The list can be written on paper or entered into a Personal Digital Assistant (PDA) or your computer. The list will let you know what you need to do and when you need to do it. Remember, though: The list works only if you use it! This bit of common sense is sometimes ignored. The time to remember that you need to place a call is before, not after, the deadline. Use a calendar in conjunction with your to-do list. If you have more than one calendar, consolidate then into one. Using more than calendar to record appointments and deadlines is time-consuming and confusing. You are more apt to use your calendar if you keep it readily accessible.
If you tell someone that you are going to follow up on a certain day or at a certain time, do it. You could lose a sale simply by saying one thing and doing another. By developing strong follow-up techniques, you will increase your credibility and, more importantly, your opportunity to make more sales and build strong business relationships.
Don't delegate
Business management books often stress the principle of delegation. If you can't do it yourself, give it to someone else. That works in some situations, but not in all situations. A manager who takes responsibility for everything takes equal responsibility when things fail. It is important to give your staff ample opportunity to make decisions on their own, take responsibility for their actions, and contribute to your company through their abilities to handle something that should have been their responsibility from the beginning.
Get your clients schedule
The part of the country where you do business will often dictate your work schedule. If you live on the West Coast, being an early riser will work to your advantage. If you enjoy sleeping late, you may miss valuable business opportunities.
To meet the demands of your clients, cultivate flexibility. Whenever possible, adjust your schedule to meet your clients' needs. Be realistic, however, when setting your hours. Even though you work from home, you shouldn't be expected to answer your phone all night long.
Don't waste time for a little money
Imagine that you are in your office, the phone rings, and it is a company you have been courting for more than a year. They finally decide to work with you, but can't pay your fee or buy your products at the current price. What will you do?
Your first option, of course, is to accept the business as a means of establishing a long-term relationship. You can also do your best to negotiate a higher price or flatly reject the offer. By automatically accepting the lower offer, you send a few messages. One is that of desperation. You may seem too eager to work with them and cause them to question your abilities. On the other hand, you may seem accommodating and willing to do what it takes to please a client. Requesting a higher fee may work to your advantage, especially if you get it. Turning down the business is a serious consideration. If you take the job and despise it, no amount of money will compensate you for your misery. Weighing your options will give you your answer and allow you to justify your decisions.
Write Celebration Lists
Lists serve many purposes, such as keeping you focused or taking a strain off of your memory. Many people use lists religiously, while others shun them out of sheer frustration. Those who reject lists feel that a list clearly shows what they can or can't do each day.
Lists don't have to serve as a reminder of tasks yet to be completed, or goals so unattainable that they turn into impossible dreams. A list can serve as a reminder of what you have already done, and motivate you to do more.
Think back to the last list you compiled. Did it give you a clear picture of what you still needed to do? Or did it highlight those tasks that you completed without fail? What happens when you complete a task? Does someone pat you on the back, or break out the champagne and laud you with compliments? If not, why not reward yourself?
Realize that things take twice as long and cost three times as much
Time and money are valuable commodities. Although time is intangible, it's value is equal to money. No matter how much you plan ahead by budgeting and scheduling at length, things may not turn out as well as you planned. Budgeting and scheduling, while helpful in giving you a definite starting point, need to be realistic and flexible.
The person who is unable to deal with the unexpected and unanticipated is doomed to failure. That person will be more concerned with where he or she made the mistake than how to fix it. In business, patience is not only a virtue, it is a necessity. Even the most detailed plan broken down to the smallest degree, is subject to change and situations beyond your control.
Grow into a routine
Work schedules can intimidate some, while others function well with time constraints. If you work in your home office only when you feel inspired to work, you will either spend a minimal amount of time there or work too many hours.
Follow a work schedule as much as possible to keep your productivity high and your motivation strong. You may feel more productive in the morning, so schedule your important tasks for that time. If you feel inspired after lunch to tackle big projects, schedule them in the afternoon.
A phone ringing all day will limit the amount of work you complete, unless you screen your calls. The easiest way to screen calls is with caller ID. Other options are to use your answering machine to screen calls or let your voice mail take messages for you. If a ringing phone is too tempting while you're working, turn off the ringer. If you need to be available to take calls, start work earlier or resign yourself to working after hours. |
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