How To Eliminate Business Overwhelm

Each week on Four Minute Fixation I stand in front of a whiteboard and diagram a solution for you – the busy business leader.

Today I address one of the big things every entrepreneur struggles with. I call it business overwhelm.

There are just not enough hours in the day for you to get everything done. You feel like you cannot even keep up with the volume of telephone calls and inbound email.

In this episode we give you some ideas you can implement immediately to eliminate business overwhelm.

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Here is the transcript from this episode of Four Minute Fixation:

How To Eliminate Business Overwhelm

Are you struggling with business overwhelm? In the next four minutes we’ll show you some solutions.

Hi, I’m Dave Lorenzo and today we’re going to work on the overwhelm that everyone in business seems to be struggling with. If you have too much on your to do list, just a ton of things on your plate, and you constantly wonder how you got to where you are, I’m going to show you some of the reasons why you are where you are and some of the ways to get out of that. It’s not going to be easy. There’s no quick fix for this, but it will become clear after the next three minutes and 30 seconds where you’re spending your time and where you should be spending your time.

Let’s look at the three causes for business overwhelm. The first one, right here, is low self-esteem. If you’ve ever found yourself having trouble saying no to a meeting or going to a lunch that you got roped into by a business colleague, or if you just can’t imagine why you have all these things on your schedule when half of them you should say no to, this is the reason. The self-esteem issue is a very big one. For some reason you don’t feel comfortable taking control of your most precious asset, and that’s your time. All of us have the same amount of hours in the day. It’s a finite resource and you have to be focused on your time and taking control of it, so you’ve got to say no to most of the requests that come your way.

Here’s what you need to do. Focus on positive reinforcement. Each week on our schedule we have meetings that are highly productive. What I’d like you to do is I’d like you to go through the past month of your calendar. I’d like you to circle on your calendar the meetings that were the most productive. Then I like you to write down the reasons why those meetings were productive. Write down who was there, write down the qualities and the characteristics of the meeting, and write down the outcome that you’ve received as a result of attending.

Then what I’d like you to do is I’d like you to focus on only booking meetings like that in the future. If you have a staff I want you to call in your staff, talk to your assist and say these are the types of meetings I will accept. In the future, anything else I’m not going to accept. Any meetings other than this I’m not going to accept. Then when you’re looking to book meetings in the future, simply communicate to people that you’re not going to take meetings unless they fit this criteria.

How does this work? Someone calls you for coffee just to pick your brain. What you can do is you can say, “Mr. Smith, I really appreciate that you want to pick your brain and I appreciate the fact that you like what I’m doing. Unfortunately, I’m not going to be able to do that. My schedule is full and I’m only able to take meetings that fit the following guidelines.” Does it seem clunky? Does it seem awkward? You’ll come up with your own language, but you’re going to do is you’re going to reinforce the positives that you feel when you attend good, productive meetings.

The second cause for business overwhelm is a lack of discipline. Now I want you to think of the as you would think of running a marathon. When you’re going to run a marathon you train every day. You have an outcome in mind, and that’s actually the solution to the lack of discipline. Right here you can see it. You have to focus on the outcome or the goal. If you were focusing on running a marathon you would have to run every day in order to train and be ready. If you don’t have that marathon as the end post to focus on, it might be difficult for you to get up in the dead of winter, go out into the cold, and run 10 miles each day to prepare for the marathon.

The same thing is true in business. What I want you to think about is what your end goal is. If you know you want to more sales but you’re just not disciplined enough to focus on getting ready to give the next big speech, preparing methodically, rehearsing the speech over and over again, it may be difficult for you to do, but you have this end goal of more sales that will come from giving that speech. With the end goal in mind. That’s what motivates you to stay focused.

Finally, no systems are another reason why you feel overwhelmed. I hear business owners all the time telling me that they can’t delegate the work that they’re doing because they don’t feel confident in anyone else handling that work. Here’s the way you get systems in place so that you can get rid of that work. The first thing you need to do is you need to document, document everything in your business that you could potentially delegate out. Let’s start simple. Let’s start with something like the task of sending out your weekly newsletter. Let’s say you send out a weekly email newsletter. You write the copy but putting it in the system that mails it out and then making sure that all the coding is right, taking care of the people who unsubscribe and all that stuff, that takes up a lot of your time and that’s what you don’t like to do it.

What you should do is document step by step the process for sending out this newsletter. Once you’ve documented it, then you can delegate it. Who do you delegate it to? Maybe there’s nobody who can do it exactly the way you can do it and get the exact perfect results every single time, but if they can get it to 80 or 90% effectiveness, that’s good enough to get it off your plate. Then after you document it, you can delegate it. If you don’t have anybody in your business to delegate it to, what you need to do is you need to hire someone. Whether you outsource the task and hire somebody else to do it who’s a contractor or bring in a permanent employee to do some of these tasks, hiring someone will make you more money in the long run because you’ll be able to recapture that time. Documentation first. Standard operating procedures: that’s the way to go. Then you delegate it. Hire people if you have to.

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