Almost every time I begin working with a new client, they stress how little time they have to do everything they need to do, especially if they’re running a small business. Lack of time is often one of the reasons they’ve decided to work with a copywriter in the first place. But even large corporations have hired me to take on overflow projects that their marketing departments can’t handle because they simply don’t have the staff or the time. So, it’s become apparent to me that we could all use a quick lesson in time management. How do we create more time in the day? We can’t. But we can manage our work flow in such a way that makes time your friend, not your foe.
Get organized. You can’t get a handle on what you need to do if your projects are scattered about like game of Pick-Up Sticks. Take a look at all your projects and make separate (hard copy and electronic) files for each of them. Anything pertaining to that project should be in that file only. If you’re writing website copy and gathering information, “Website Copy” is your file. If you’re looking for new hires, create your New Hire folder. Give each project it’s own home. Being organized is the foundation of effective streamlined work flow.
Set deadlines. I live by my deadlines. They give me such comfort. As a freelance copywriter, I could be juggling 15 clients at once, so I make sure to set hard deadlines with each client. It gives us both a sense of control and understanding about where we are and what our next steps will be. Need to launch your new website in four weeks? Work backwards to figure out when you should have your final draft of the copy ready for the web designer. Perhaps she only needs a week to put it up. So final draft should be due 3 weeks from now. Need to hire a new Marketing Manager in three months? Figure out how much time you need to set up advertising, seek and interview potential new hires and set deadlines for each of those project steps. Deadlines are the structure that gives you control over all your projects.
Set daily priorities. Now that you know what your deadlines are, you can figure out what you need to do each day. I make sure to check in at the end of every work day to see where each project is at and what I need to do accomplish for the next day. It may sound banal to write down each priority for the next day, but trust me, this step will not only help you accomplish your goals, it will also help you sleep at night knowing that everything is under control! (Don’t forget to include meal breaks. Good nutrition is important for any success!)
Delegate whenever possible. Do you have time to do your own accounting or would you feel more at ease knowing a professional is handling your books? Do you want to run to Kinko’s to make copies of your press kit or would you rather send an assistant there so you can make client calls? Do you want to agonize over writing the most engaging, effective copy possible for your website or would you rather put that in the hands of a copywriter so you can take a meeting with a new partnering organization? Do yourself a favor; delegate projects and tasks whenever you can. That’s how you get you create more hours in the day for yourself. With less on your plate, you can concentrate on growing and maintaining your business.
Time doesn’t have to be elusive; you just need to show it who’s boss. Get organized, set deadlines and delegate when you can. And then see how many more hours you have in the day.
