By Doug Perry
I was born at the end of the Baby Boom. And as such, I grew up on Charlie Brown: boy-next-door, antihero. Poor Charlie Brown was continually tormented by his archnemesis: Lucy. She would sadistically pull away the football every time he tried to kick a field goal. And after he landed on his back with a thud, she’d look down at him, shake her head and say, ‘Charlie Brown, you blockhead!’
I too am a blockhead…but of a different sort.
You Wanna Rock? You Better Block!
In my previous post, ‘Plans Are Useless, But Planning Is Everything,’ I laid out tasks that will help you achieve your goals.
If you don’t block out time to complete tasks, then they won’t get done. So, it’s crucial that you place tasks on a calendar. I use Top Producer, and like most CRM, it has a calendar. It allows me to do the following:
- Block out time for recurring tasks
- Schedule appointments
- Set reminders
- Display past due tasks
- Share calendars
- View tasks by day, week, month
- Print reports
- And more…
Lather, Rinse, Repeat
Let’s face it. There’s a lot of repetition in our business, and I’m OK with that. But why recreate the wheel every morning? The logical thing to do is to set up repetitive tasks so that they recur automatically on your calendar.
For example, video is my medium for creating content. I create five brief videos per week as follows:
My spreadsheet tells me what to do and how much, but my calendar tells me when and how long:
Set it and forget it. No need to think about what you’re going to do every day, just execute.
I’m Old…I Need to be Reminded
Alzheimer’s hasn’t set in yet. However, it’s helpful to be reminded to stop one task and start another. As you get busy, it’s easy to lose track of time. If you get caught up in one task, you may run out of time for other important things. So setting up reminders for recurring activities and appointments is a must.
When Was That Due?
On the Top Producer home screen, there’s a section entitled My Business. I can view incomplete activities sorted by type; calls, appointments, to dos, etc. I can quickly identify overdue tasks because they have red exclamation marks next to them:
Sharing is Caring
Once upon a time, I had assistants and a team. Sharing calendars allowed us to coordinate activities, work efficiently, and hold one another accountable. I can view team member calendars simply by selecting from a drop-down list. Also, I can grant authority to my Assistant to view selected calendars.
There’s an App for That
I sync my Top Producer calendar with my Google calendar and manage everything from there. Why? Because I maintain several calendars and it’s nice to have them all in one place. Google allows me to color code, view them together, separately, or in any combination. To view all that Google calendar has to offer, check out this video playlist:
So now that you’ve blocked out time to complete tasks, what’s next? Choose tools to complete them. See you next time and have an epic day!
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