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How Do You Manage To Keep It All Together?

by sixstring
36 replies
I have been at IM for a good solid year and have been having some good success the last 6 months or so.

Over the past few weeks I have found myself being almost overwhelmed. It's like I know what I need to do to help my websites gain visitors and ranking, but there is almost too many things to keep track of.

Are there any Warriors who could lend some advice or tips on what you do to keep everything in order? Whether there is a good piece of software or routine you use.

I know that outsourcing is a key...I now pretty much outsource all of my writing. I also just outsourced some backlinking for the first time. But this takes time and effort as well!
#manage #time management
  • Profile picture of the author Margo Tuul
    You need a plan. Fact.


    Get yourself a notebook. Write down tasks. Once completed, mark as DONE. Then you know where you are, what you need to do next.

    Outsourcing is not a key. Planning is a key to success!
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  • Profile picture of the author sdentrepreneur
    I use a excel spreadsheet. Block out my time, like...Tue and Thur 1pm to 2pm is Video Marketing. 8am to 10am Mon to Thur is Facebook/Twitter Marketing.
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  • Profile picture of the author Sonny @ CPA Nation
    I like blocking my time and always having a TTD list so I can scratch things off as I accomplish.

    Also not letting interruptions get into the way of your rhythm is really important. If someone asks me a question I answer it when I finish what I am working on before I move on to my next task.

    Lastly, and probably most importantly (prior to outsourcing) is developing a system you can replicate. If you can't replicate, you can't pass it to someone else. Make it a system, make yourself removable from the equation, then outsource.

    A good Virtual Assistant never hurt either...even if they're just PT for like 15 hours a week, thats 15 hours back in your pocket @ $8 an hour.
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    • Profile picture of the author PeepMyCollar
      Originally Posted by Sonny @ CPA Nation View Post

      I like blocking my time and always having a TTD list so I can scratch things off as I accomplish.

      Also not letting interruptions get into the way of your rhythm is really important. If someone asks me a question I answer it when I finish what I am working on before I move on to my next task.

      Lastly, and probably most importantly (prior to outsourcing) is developing a system you can replicate. If you can't replicate, you can't pass it to someone else. Make it a system, make yourself removable from the equation, then outsource.

      A good Virtual Assistant never hurt either...even if they're just PT for like 15 hours a week, thats 15 hours back in your pocket @ $8 an hour.
      I can't believe I miss this part. I definitely agree! It's hard to really get into the groove of things when you're not used to it yet. And having distractions is the best way to kill whatever momentum you've got.

      Having a computer that can do a million things at once can be quite a hindrance sometimes
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  • Profile picture of the author mclauchlan
    Sixtring,

    What specifically do you feel overwhelmed with? Is it one area or a general issue.

    John
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      Excel & a good callender is your friend!
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  • Profile picture of the author Debbie Allen
    I agree with others - start with a goal and then develop a plan that will allow you to reach that goal. Here's my 2 cents:

    What works for me is breaking everything that needs to be done up into small chunks. Then I decide how much I can do each week, and from there I decide what I need to do on a daily basis.

    One of the best things about working from home is that you do not have a boss, but one of the worst things about working from home is that you don't have the structure that a 'boss' forces you to have. This means you have to be disciplined enough to be your own boss. Set a schedule (or to do list) and stick with it. Stay focused and on task. Get in the habit of documenting everything - from your dreams and goals to your daily to do list. When you write things down it is easier to remember them and it provides a simple way to discover where your strengths and weaknesses are. You can then opt to outsource the things that slow you down or distract you.
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  • Profile picture of the author mld_publishing
    I keep a schedule of daily, weekly and monthly tasks. I never add more to my schedule than I know can realistically get done. It's better to be able to scratch everything off for the day and get some of the next days tasks done early, than it is to finish your day with a list of things you didn't get done.

    Just my personal experience.
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    • Profile picture of the author PeepMyCollar
      Originally Posted by mld_publishing View Post

      I keep a schedule of daily, weekly and monthly tasks. I never add more to my schedule than I know can realistically get done. It's better to be able to scratch everything off for the day and get some of the next days tasks done early, than it is to finish your day with a list of things you didn't get done.

      Just my personal experience.
      Definitely agree. There are days where I'll do a lot and yet still fall short of my daily tasks. Not the greatest feeling in the world.

      One thing I've learned from reading the 4-hour workweek is that you should write down 2 MUST DO tasks each day. So that when you finish those 2 tasks, it's as if your entire day is accomplished.

      This can work really well if you utilize it effectively.

      I also agree with Margo that you need a game plan.

      In IM, there's a lot of "busy work," that needs to get done, article writing, backlinking etc...

      Those will take up a lot of time and you can surely use your time for more monetizing tasks.
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      • Profile picture of the author mld_publishing
        Originally Posted by PeepMyCollar View Post

        Definitely agree. There are days where I'll do a lot and yet still fall short of my daily tasks. Not the greatest feeling in the world.

        One thing I've learned from reading the 4-hour workweek is that you should write down 2 MUST DO tasks each day. So that when you finish those 2 tasks, it's as if your entire day is accomplished.
        Nothing feels worse to me than starting the day feeling like I'm behind for the week because I didn't finish yesterday's list.

        Another tip-Put the things you don't want to do first on your list. Knock them out right away, so you're not putting it off and letting it consume your mental energy because you're dreading the task.

        Once that thing you don't like to to is out of the way, the rest is easy, peezy, one-two squeezy.
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  • Profile picture of the author Sonny @ CPA Nation
    Mld,

    I like having some things that carry over...but I agree, getting at least 75% of the list done is critical.

    That said, if you put a lot of things on your list and hold yourself to this 75% rule, you'll wind up getting more done in a day in order to meet your quota. Sometimes you have to trick yourself into working harder...
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    • Profile picture of the author sixstring
      Originally Posted by mclauchlan View Post

      Sixtring,

      What specifically do you feel overwhelmed with? Is it one area or a general issue.

      John
      John: This is a great question. It is mostly everything to do with the offsite SEO part of things....backlinking..article marketing..web 2.0 creation. That type of stuff.

      Originally Posted by Debbie Allen View Post

      I agree with others - start with a goal and then develop a plan that will allow you to reach that goal. Here's my 2 cents:

      What works for me is breaking everything that needs to be done up into small chunks. Then I decide how much I can do each week, and from there I decide what I need to do on a daily basis.

      One of the best things about working from home is that you do not have a boss, but one of the worst things about working from home is that you don't have the structure that a 'boss' forces you to have. This means you have to be disciplined enough to be your own boss. Set a schedule (or to do list) and stick with it. Stay focused and on task. Get in the habit of documenting everything - from your dreams and goals to your daily to do list. When you write things down it is easier to remember them and it provides a simple way to discover where your strengths and weaknesses are. You can then opt to outsource the things that slow you down or distract you.
      @Debbie: I think structure is what I need, but creating the structure is where my problem lies.... I may need to step back..start fresh and document things in a more organized way.

      Originally Posted by Sonny @ CPA Nation View Post

      I like blocking my time and always having a TTD list so I can scratch things off as I accomplish.

      Also not letting interruptions get into the way of your rhythm is really important. If someone asks me a question I answer it when I finish what I am working on before I move on to my next task.

      Lastly, and probably most importantly (prior to outsourcing) is developing a system you can replicate. If you can't replicate, you can't pass it to someone else. Make it a system, make yourself removable from the equation, then outsource.

      A good Virtual Assistant never hurt either...even if they're just PT for like 15 hours a week, thats 15 hours back in your pocket @ $8 an hour.
      @Sonny: You hit on a really great note here and I will take it to heart. I know what works, and I know how to rank websites. I love the thought of creating a system. This opens up all kinds of doors like being able to pass it on to outsourcers and quite frankly I could probably even sell the system itself.

      I guess where I hit a brick wall is having the organization, structure and time to actually create the system.
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  • Profile picture of the author Bill_Z
    It can definitely be tough. You can ask for tips but you have to find what works for you. I personally have daily and weekly goals. I have certain tasks I do everyday, or once a week, and then each week I have certain items I want to work on and get done in addition to those repetitive tasks. How you track it, well it's up to you. Some people just use a pad a pencil, some use their email, mind maps, excel, word...you could use the Action Machine to help split your time up during the day.

    I personally use mindmaps, evernote, and simple word and excel docs. I try to keep it simple and not too complicated, and make sure I actually accomplish work instead of spending too much time worrying or thinking about the best way to plan, or making a plan for a plan, etc...
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  • Profile picture of the author Vitaliy K
    I never give and always keep on going ahead! Of course you need a good plan, but I am sure the motivation plays here a big part too.

    If you know where you go and want to reach your goal then you will reach it 100% :-))
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  • Profile picture of the author Slade556
    You mentioned that you do a little bit of outsourcing and that is definitely the key to keep the stress down. I found that I was serving as a bottleneck for my business because I thought those that I hired wouldn't be able to think like I think, perform tasks like I do, etc. In retrospect that was just laziness on my part and talking myself out of hiring more people.

    Once I swallowed my pride I started writing down everything I did on a daily basis in a pdf file. Then when I started outsourcing jobs like article writing, backlinking, etc. I simply handed over the pdf I had written up so they did it exactly as I do it. For some of the more difficult tasks I even put in screenshots for the worker to use. It was a bit of a pain compiling all the directions initially but has freed up a lot of my time not to mention significantly reduced my stress.
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  • Profile picture of the author King Shiloh
    Banned
    You need someone that you are always accountable to if you are the lazy type. I mean, you need someone who loves you so much that he always motivates you to work even when you don't feel like working.

    You need someone who has passes that road that you want to follow so that he will tell you where the bumps are and how to avoid them in order to reach your destination safely.
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    • Profile picture of the author sixstring
      Originally Posted by Slade556 View Post

      You mentioned that you do a little bit of outsourcing and that is definitely the key to keep the stress down. I found that I was serving as a bottleneck for my business because I thought those that I hired wouldn't be able to think like I think, perform tasks like I do, etc. In retrospect that was just laziness on my part and talking myself out of hiring more people.

      Once I swallowed my pride I started writing down everything I did on a daily basis in a pdf file. Then when I started outsourcing jobs like article writing, backlinking, etc. I simply handed over the pdf I had written up so they did it exactly as I do it. For some of the more difficult tasks I even put in screenshots for the worker to use. It was a bit of a pain compiling all the directions initially but has freed up a lot of my time not to mention significantly reduced my stress.
      Nice advice. I will start recording all of my actions...but I need to try and do it in an organized and concise way.

      Originally Posted by King Shiloh View Post

      You need someone that you are always accountable to if you are the lazy type. I mean, you need someone who loves you so much that he always motivates you to work even when you don't feel like working.

      You need someone who has passes that road that you want to follow so that he will tell you where the bumps are and how to avoid them in order to reach your destination safely.
      There is no lack of drive or will to work. I have a full time job. I get up at 3AM and work till I leave and then work on more IM when I get home Hopefully I can cut out the 'go to work' job at some point and do IM full time.
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  • Profile picture of the author Oscar D
    Having a schedule and list of what needs to be done daily as well as having a plan on projects that need a certain amount of time and attention will help you.

    You need to have a plan of action, and try your best to stick to your plan - it will also assist you in not deviating from what needs to be done
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    • Profile picture of the author k0zm0zs0ul
      I use TeuxDeux for daily to-do stuff that I need to keep track of.. it's cool because you can strike it out when it's done, or move it to another day if it isn't. I work in chunks, and sometimes use Action Enforcer to keep me on track...other times I use a simple timer, and give myself a 10 minute break for every 30 minutes of productivity.

      It also helps to group similar tasks in time chunks together... like email, twitter, and FB can all be done in one block of time, then I move on to something else. If I need more time on a task, then I allocate another block of time to it as needed.

      I use OneNote to keep track of ideas for new blog posts, product ideas, web design ideas for future blogs and such, links to products and books I want to pick up in the future, because maybe it's not ideal right now, etc. Whenever I run across something, or have a thought that I want to remember I store it somewhere in onenote, because then I can let it got and focus on getting stuff done.

      Warmest
      Cori
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      • Profile picture of the author sixstring
        Originally Posted by k0zm0zs0ul View Post

        I use TeuxDeux for daily to-do stuff that I need to keep track of.. it's cool because you can strike it out when it's done, or move it to another day if it isn't. I work in chunks, and sometimes use Action Enforcer to keep me on track...other times I use a simple timer, and give myself a 10 minute break for every 30 minutes of productivity.

        It also helps to group similar tasks in time chunks together... like email, twitter, and FB can all be done in one block of time, then I move on to something else. If I need more time on a task, then I allocate another block of time to it as needed.

        I use OneNote to keep track of ideas for new blog posts, product ideas, web design ideas for future blogs and such, links to products and books I want to pick up in the future, because maybe it's not ideal right now, etc. Whenever I run across something, or have a thought that I want to remember I store it somewhere in onenote, because then I can let it got and focus on getting stuff done.

        Warmest
        Cori
        Great tips Cori. I like the idea of using something such as OneNote to be able to quickly record ideas. I may actually use Google Docs and try to do something like this.

        I know someone else on this thread mentioned they use Evernote. Think I may try this as it syncs with Droid phones.
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  • Profile picture of the author Silas Hart
    outsource smoutschmource

    I started hiring people locally, with experience and skills, people I don't have to direct to get action. Something I never thought I would EVER do, I thought I could just run my business from my laptop forever and just exchange e-mails with my outsourced staff. Nothing against outsourced people, but it seems like for me to get good quality workers, I was paying a wage I could reasonably be paying someone else in my area who could what I needed them do.
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  • Profile picture of the author shiropetto
    sixstring,

    I'm currently developing a web 2.0 app that helps you organize and manage different aspects of your business by creating private "hubs" where you can invite others to communicate / collaborate real time.

    Eventually, you will be able to schedule reminders (for yourself and others in the hub), write to-dos (for each hub) and share files (on a cloud) among your team.

    If you (and others) are interested in helping us beta test our new app, please let me know! I'll shoot over some more info.



    Thanks!
    Yong-Soo
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    • Profile picture of the author JamieSEO
      I use a database program that I developed, but before that I was using spreadsheets and they work fine for about 20 sites
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  • Profile picture of the author samphaifan
    Hi everybody. as a relativ beginner in Inernet marketing i am still looking for helping tools to manage my Tasks and Time. So i found THE ACTION MACHINE as you maybe would know. Now my maybe naughty question is... Would anybody in this Forum who already get a Action Machine be willing to give me a copy of his Program, so i dont need to pay it and could save a little bit money as i already invested a lot in other stuff...Thanks for a serius respond. Kindest Steve
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  • Profile picture of the author mattjay
    the key is organization. once you find something that works. i use both excell and word to organize everything. i sell services. need to keep track of every little thing i do and document it thoroughly. little different than what your doing, however i still work on business websites. so i do have to do lists. set realistic goals that you can achieve and go after them. i like the post above about having someone that cares holding you accountable. i personally have outsourcers doing a few things for me, but i still take care of the management and customer service for all things. i'd like to expand more but think it may be more probelms hiring a full time staff to help me do this. but there are plenty of sources right here on the forum that can help you in that regard should you decide to go that route.

    my two cents
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  • Profile picture of the author TheHappy4
    Thanks for this post. Great information. I also recommend evernote. Its become one of the greatest timesavers.
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  • Profile picture of the author Barry Unruh
    I use a combination of Google Documents/Google Notebook for keeping notes.

    I use a task list in my Vista Toolbar to put in my weekly schedule. It allows me to set deadlines, sub-tasks, and priority levels.

    I keep both a clock and a stop watch on the Vista toolbar, too. The stopwatch is for when I feel really slogged down. I'll turn it on when I start a process and then time myself. It makes me focus and push a little harder since I'm racing the clock. (Just a little personal motivator.) When I complete the task I mark it done, reset the stopwatch, and go again.
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  • Profile picture of the author vok
    I use all these type of things that help my business drive forward firstly I have a big A4 note that I use to write notes on and make plans, secondly I have a printed working schedule stuck to the wall with daily earning targets next to it every time I hit one I write down the date next to it and then the next one becomes my new goal etc.

    You won't get very far without a plan I can tell you that now for a fact.
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  • Profile picture of the author nemock
    You need to devise a plan and stick to it. When I talk to marketing clients, the chief confusion seems to be that there seem to be so many things you can do...and they seem to believe they must do them all. You don't need to follow every single marketing approach under the sun. Make a plan and stick to it.
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  • Profile picture of the author John Romaine
    Dude, one of the best things I did, was to buy myself a whiteboard.

    Its here in my office. Its one of those big ones on casters, double sided.

    Its fantastic. You can get up out of your chair, away from the computer, think out loud and scribble stuff down.

    It gets it out of your head and this alone helps immensely.
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  • Profile picture of the author Fernando Veloso
    Get a wife J/K

    As advised before, you need to follow a plan. Then you can change your plan/schedule along the way.

    Oh and a whiteboard is also a must.

    That and a wife. lol
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    People make good money selling to the rich. But the rich got rich selling to the masses.
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    • Profile picture of the author mld_publishing
      Originally Posted by Fernando Veloso View Post

      Get a wife J/K

      As advised before, you need to follow a plan. Then you can change your plan/schedule along the way.

      Oh and a whiteboard is also a must.

      That and a wife. lol

      I don't have a wife, but I sure do love my outsourcers and my whiteboard. :p
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  • Profile picture of the author JonMills
    That exact question is why I had affiliate organizer developed. Everything was on paper or in excel up to then it was a nightmare.

    But beyond software which is handy, you really have to plan, and organize your day. It can take some time if your not used to running a business
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  • Profile picture of the author Wesley Atkins
    I feel for you man.. This is the biggest hurdle that nearly all Internet Marketer's go through. I myself struggled with this immensly. Only recently do I feel like I have a handle on my focus.

    Getting extreme clarity on your goals is the most important thing. Then removing distractions that take you away from that goal should be your next priority.

    A great course to get more indepth information on this is Simpleology by Mark Joyner. It's helped me a lot.

    The best piece of advice I could give you is too unscubsribe from all the marketers lists that you are currently on and only stick with 1 mentor to follow...

    Bringing simplicity and clarity to your business will help for sure.

    Good luck.
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