Jen Lawrence, Author at Jenerosity Partners

Bookending Your Days: A Productivity Hack

August 8, 2022

Whether looking to boost your productivity or find a new way to rescue yourself from overwhelm, there’s one piece of advice I give everyone – bookend your days.

What does bookending your days entail?

Simply put, bookending means you check in with your task management systems at the beginning and end of your day. Your task management system could be a physical planner, digital calendar, or wall of post-it notes. Whatever your style, checking in to review and update your system gives you a built-in opportunity to stay on track and in tune.

Here are three things you can do during your bookending to keep your tasks up to date and your stress low:

Braindump tasks that may not have made their way onto the list.

Throughout the day, in our evening routines, and in our morning routines, we accumulate various tasks that may not make their way into our task systems because, well, life happens. Take a brief moment to enter in all the “I should” or “I can’t forget to” thoughts that floated in.

Identify priorities and update due dates.

Specifically for the end of the day, if something didn’t get done during the day, adjust the due date to the next feasible expected date of completion. Also, take a moment to evaluate your priorities. Does your task list still accurately reflect was is needed from you on this particular day? If not, adjust accordingly.

Close completed or no longer needed items to keep your list current.

You don’t have to live in your task list to make the most of it. During your bookend time, close out what you’ve completed and delete anything that is no longer needed. Just because you wrote it down once doesn’t mean you absolutely have to do it. (This is a cornerstone principle of decluttering your task list.)

The key to bookending and reaping its benefits is to build the habit and be consistent. This keeps your system up to date and keeps you focused on your true priorities. It also allows you to make informed negotiations about your time and energy, which is essential to setting boundaries.

In the market for a task management system that truly is one tool to replace them all? Try ClickUp!

3 Tips to Optimize an Email Marketing System

August 4, 2022

Most business models today require an email marketing system to communicate with clients and customers. Whether a product or service-based business, you need to collect email addresses and provide engaging content to your subscribers.

To ensure your emails are actually reaching your audience and the system is operating well, there are a few pro tips you’ll want to consider.

Collect Personal Email Addresses

When encouraging individuals to sign up for your mailing list, prompt them to sign up with their personal email address when possible. Why? Because companies and organizations have higher security protocols in place that may automatically junk your emails. Also, people change jobs often – don’t get left behind on a corporate server.

Limit Images and Gifs

Too many images and gifs may ding spam filters in your recipients’ email systems. Aim for one or two per email to increase your likelihood of making it through. This also increases the loading time of your emails on mobile devices, which is always a win!

Clean Your Subscriber List

This one always sounds counterintuitive, but scrub your email marketing list of unengaged readers. A bigger list doesn’t mean you’re actually reaching more people. However, the bigger purpose of this is most email marketing systems charge by audience size, so all those people ignoring your emails could be costing you money.

As a bonus tip, “export” your mailing list regularly to an xls or csv file and save it as a backup in the event something happens to your email marketing system. I recommend once a quarter.

Email marketing systems, such as ConvertKit, are an integral part of your business systems. If you’d like to learn more about how I can help with your operations and systems, check out my services here.

The Best Ways to Use CRM Forms

August 1, 2022

CRM (client relationship management) forms are one of the most effective ways to gather or share information with a client. When used well, CRM forms can cut down on the number of emails and meetings you may have to have, as well as save your sanity by easily documenting details.

What do I mean by “forms”?

Forms refer to any information collection function inside a CRM. These can be contracts, sub-agreements, questionnaires, lead capture forms, proposals, and more. Each CRM platform offers different types of forms you can create, but almost all include contracts (a way to collect signatures) and questionnaires (collecting client input.) Forms can be an efficient way to gather a plethora of information about your client and keep your time together organized.

As a warning, just because you can create a form doesn’t mean you should. Be thoughtful about what information you’re gathering (is it necessary?) and how (is the form an appropriate place?) Clients may not be keen on filling out form after form if they don’t understand the purpose. Also, remember that most CRMs are not compliant with sensitive data regulations, so please proceed with caution if you work in industries that have controls in place.

What are the best ways to use CRM forms?

Below are a few of my favorite ways to use CRM forms, from the obvious to things you may not have considered.

Collect Client Information

Okay, so maybe this isn’t the most groundbreaking way to use a form, but it’s certainly one that shouldn’t be overlooked. If you need to gather information from your client to get started or want to give them prompts to think about how you’ll work together, then using forms will facilitate sending and collecting that information. You can also use these for check-in surveys and other “getting to know you” exercises.

Internal Onboarding Notes

Remember, not all forms need to be sent to or even visible by the client. Have a checklist of information you need to gather from a client but prefer to cover it during conversation? Create a fillable form and type directly into it while on the phone with your client. Then you can save the form to their project privately for your records or send it to your client to contribute to.

Project Punch, Change, or Approvals List

Keep track of all those nitty-gritty details. Using the sub-agreement form in your CRM, create a punch list for your client to acknowledge and approve job tasks or changes. This ensures you and your client keep track of communications and approvals without making it weird or potentially tense.

Feedback Survey

Along the lines of things that seem obvious but shouldn’t be overlooked, create a simple form that prompts your clients for feedback on specific aspects of their engagement with you. Don’t forget a box for them to drop you a formal testimonial and a checkbox to approve using their name and words in your marketing.

Forms are the number one way to keep yourself and your client’s information organized within the CRM system. Get creative about the ways you use them, and you’ll unlock a smoother way of communication and keeping track of your projects.

Dubsado offers the opportunity to create all the forms mentioned above and so much more. If you’re looking to get started with a CRM, I cannot recommend Dubsado enough. Click here to learn more and receive a discount when you sign up for an account.

How to Get Started with a CRM

July 28, 2022

Getting started with a CRM (client relationship management) system can be incredibly overwhelming. Most systems are supercharged with functionalities, and it can be tempting to want to maximize all of them right away. However, I caution you, that’s also the fastest track to giving up on the tool entirely.

Instead, when you’re ready to jump into a CRM, I suggest starting with a few key steps and functionalities to ease your way in while also becoming properly acquainted with the system.

For the purposes of this post, I’m going to cover a CRM designed for service-based businesses, such as Dubsado.

Get into Those Settings

Start at the beginning – tell the system who you are. Fill in all fields in your Account settings, upload your logo, and connect your key integration accounts (such as the payment processor, video calling systems, finance manager, etc.) Your Account settings are used throughout the entire CRM so ensure you handle that upfront.

Watch the Onboarding Video

Every software sends you a “Welcome/Getting Started” email. Once you receive it, take the time to watch the initial onboarding video to get a sense of the system’s layout and key features.

Load in Your Current Jobs/Projects

Enter at the ground floor by uploading your current job/project information. For this, you will want to gather the necessary information, such as client contact information and existing contracts, and other documentation. Setup jobs/projects with what you have, making notes of what else you need or what would be nice to have, e.g., custom fields, structure, tags.

Make Thoughtful Structural Adjustments

Now that you’re using the system and seeing how the information works together, it’s time to make structural adjustments. Do you need custom fields for your clients or projects? What about phases for your jobs/projects? What about forms or questionnaires? Dip your toe using the customization tools of the platform to get you organized.

Go Next Level

Now it’s time to start looking at all the fun things you can do with CRM. Depending on the platform, this can be lead capture forms, questionnaires, custom proposals, schedulers, canned emails, and much more!

If you do nothing else…

Add templated agreements! This is one of the most useful and important functions of most CRMs – signature execution. If you don’t have contracts or feel uncertain about how well they protect you, consider purchasing a templated contract for your needs and copying the content into your CRM. This is my favorite resource to keep my business legal.

These steps will quickly get you started with your CRM tool. However, if you’re still overwhelmed and need additional guidance, I can help. Learn more about my services here.

What is a CRM and Why You Need One

July 25, 2022

As a solopreneur or small business owner, you may have questions about all the systems you need to run your business. Given the price of a good CRM (client relationship management) system, it’s understandable that you’ll want to know a bit more about what exactly it is, the benefits, if you really need one, and if so, when. I’m happy to answer those questions for you!

What is a CRM?

Client relationship management (CRM) is a system for managing all a business’s relationships and interactions with potential and current customers. A CRM system helps companies stay connected to their clients/customers by managing communications, streamlining processes, and tracking engagements. The goal is to help facilitate revenue-generating activities and relationship-building.

What are the benefits of having a CRM?

CRM systems have countless benefits and vary based on your business model and needs. However, there are three top benefits:

Organize client contact and interaction information
Facilitate and optimize the customer/client experience
Provide oversight of client/customer relationships

Who needs a CRM?

Product-based businesses will want a CRM in the form of an email marketing system (such as ConvertKit) to bring potential customers into your marketing funnel and easily reach them for product launches, sales, and general communications.

Service providers need to have a CRM multi-functional system (such as Dubsado) if you are 1) the primary contract owner (sending contracts out for signature), 2) your business activities generate a large amount of information that would be helpful to store in one location (emails, forms, contracts, phone logs), and/or 3) you’re running an agency-model and want to assign accounts to individuals in your organization.

When should a CRM be set up?

As a product-based business, an email marketing CRM system (e.g. ConvertKit) should be set up immediately. Start collecting email addresses from the minute you decide you’re going into business.

For service-based companies, maintaining oversight and organization around the communications and records related to potential and current clients is one of the most frustrating aspects of running a business – especially if it gets away from you. I firmly believe that a CRM should be one of the first investments you make as your business begins to grow. What does that mean? If you’re sending out more than three contracts a month or your client experience is complex, it’s time to get a system to support you.

In my experience, Dubsado is the best CRM to start supporting your growing service-based business. Facilitating signing contracts, scheduling appointments, sending out proposals and questionnaires, tracking emails, and building automated workflows, this one powerful platform replaces numerous other apps and software – not only streamlining your work but also reducing your operating costs.

Whether you’re a product or service-based business, my advice to you is the same – you need to have a method of tracking your client/customer relationships. CRMs are powerful tools that can transform how you work – and your potential to generate revenue. Don’t wait to set one up.

Need help? Check out my services to learn more about how I can help you optimize your operations.

5 Tips for Maintaining a Task Management System

July 21, 2022

Truth time – how many times have you avoided using your task management system because it felt like more work than it’s worth?

This is an incredibly common problem – our project management tools seem to make things harder. We try to use them but somehow, they turn into one of the most overwhelming and shameful parts of our daily life, like that messy closet you just don’t open in your house. The irony of the tool that’s supposed to keep you organized is… disorganized.

So, let’s course-correct. Below are five tips for maintaining a clean, effective task management system.

Be intentional with how you will use it.

Are you using the system for yourself – or for collaboration? Are you using it to be a repository for tasks – or to manage workflows? Will it act as another system – such as a CRM (client relationship manager), social media planner, etc.? Setting the intention of how you want to use the system from the start will guide what tool is the best fit for your needs and working style.

Keep the structure lean.

It’s tempting to spread out your life into pretty little compartments in a task management system. A space for your personal life, a space for work, a space for the kids, a space for special projects, a space for volunteer work… it can all become a bit much and start to look like the Winchester Mystery House. To reduce overwhelm and the possibility of losing oversight, keep your structure lean and then build out as you get more comfortable with the system.

Start and end your day with your system.

It sounds simple, but the reason most people get overwhelmed by their task management tools is that they don’t actually use them. Build the habit of simply checking in with your system at the start of the day – what priorities need to be handled? And log in again at the end of your day – what did you finish? What needs to be rescheduled to another day?

Never have overdue tasks.

Speaking of rescheduling to another day… Due dates tell you when you need or want to have a task completed by. If you let a due date pass and let a task remain at “overdue” status, you’re no longer planning for its completion. Instead, you’re just keeping it in your line of sight and probably stressing yourself out. If a task doesn’t get done on time, adjust the due date to the next feasible date of completion.

Declutter the System

As you get into the flow of using your task management tool, you may find that you continually reschedule or don’t assign a due date at all to specific tasks. This can keep you in a cycle of feeling guilty or as if you’re neglecting something important. Instead, reevaluate if you need those tasks at all and declutter your system. This blog post will guide you in cleaning out your system effectively.

Task management systems should never be more work for you to maintain. (Well, no system should be.)

If you’re looking for more guidance, I can help! Learn more here.

5 Systems Mistakes Entrepreneurs Make

July 18, 2022

Systems can be one of the most intimidating and complicated parts of owning a business. Often, we don’t know where to start, how to get them to do what we need, and aren’t even sure if we’re using them correctly. There are so many options, and our businesses are so unique – it can become quite a mess!

As an operations consultant, I’ve seen trends in the systems mistakes entrepreneurs make, and I assure you, you’re not alone. Thankfully these missteps are easy to correct and will make a huge difference in your business.

Not researching what works for you.

When people start working for themselves, they start with systems and processes they know or what comes highly recommended from friends and peers. After investing time and money into setting up the tools, the realization that the tool doesn’t quite do what’s needed forces them to struggle through and make it work. To avoid this, take the recommendations but do the research about what works best for both your current business model and your unique work style. Pay special attention to features, interface, and available integrations.

Want to gain clarity around your natural working style? The Kolbe assessment can help!

Force-fitting your client experience into a tool.

Speaking of doing your research, it’s important to find a tool that supports the client experience you want to deliver. Too often, we invest in a tool and then operate within its limitations – or compensate for its shortcomings by piecing together a slew of tools (see the next mistake.) Take a pause to map out your ideal client journey, making note of what system functions or automations would make it smoother for the client and easier for you to manage. Then look for a tool that supports as many of those needs as possible. No tool will be perfect, but you can get really close.

Use this Client Experience Mapping workbook to identify the flow and what tools you need to support the journey you’d like to deliver for your clients.

Using too many tools.

Having too many softwares and apps can be both costly and operationally challenging. Tools you are told are needed – but never actually use. Tools you sign up for to patch gaps in another tool. New amazing tools that create redundancies in your systems. And tools that you forgot that you signed up for. It can get squirrely quite quickly. To combat this, ensure you’re keeping your operations lean and keep track of what accounts you’ve created, how much they cost, and what functions you use them for.

Swinging the automation pendulum too hard.

Most people either overuse or underuse automation. If you’re the type that wants to delegate as much as possible, you may jump into a system and try to automate all the things! On the flip side, if you’re the type that prefers to keep a hand of control, automation may be the last thing you’re interested in. Both stances are dangerous. When used intentionally, automation can be a powerful tool within your business. But if you don’t use it at all or you use it for everything, you risk slowing down your business or losing control of your operations. Start with simple, meaningful automations – like a calendar scheduler and email templates.

Setting it and forgetting it.

This may be the biggest mistake of all. Once you have your systems set up, you need to be checking in with them regularly to ensure they are still serving your needs. Treat your systems like an employee – do performance reviews and course-correct as needed. What pain points do you need to solve for? Has the workflow changed? Is there a tool you need to add? Is there a tool you no longer need? Do a quick check-in about once a quarter.

Make it easy by downloading my free Essential Systems Maintenance Checklist to stay on top of your operations.

If you’re suddenly filled with dread that you’ve made some missteps, remember these are very common mistakes that are easy to correct. I’m also here to help you get started through my Strategic Operations Intensive, where we can review your systems and processes to ensure they match your style and goals. Learn more here.

The Task Management Cycle

July 14, 2022

Why do we all struggle with task management?

First and foremost, we’re underprepared for today’s environment. Now more than ever the tasks never stop. In our electronic environment, there’s always something to do, and we’re always connected.

Second, a lot of us are using what’s trendy. We tend to look at what’s shiny and new using the wrong tools instead of what we actually need.

Third, this lifehack trend has popped up. We end up looking for a quick fix. Instead, we need to be building habits, not throwing solutions at a problem, hoping they stick.

So how do we avoid this? Understand how to best optimize the natural cycle of tasks.

“The natural cycle? What? Jen… did you just make this up?” Yes. Yes, I did. But stick with me.

To get things done, tasks go through a life cycle based on how we need to interact with them.

Phase 1: Capture

How do you capture what you need to get done? What is your natural inclination? Do you grab a paper and pen, do you have a task management tool that you use?

Pick one method to choose from so you have one landing page for your tasks.

Phase 2: Organize

How do you organize what you need to get done? Is it using categories, labels, flags, lists? How are you going to organize everything based on your tasks? I recommend categories that will help you designate what is a priority. Use the functions available in the capture tool that you chose above.

Phase 3: Prioritize

How do you prioritize what you need to get done? This is an exercise you should be doing every day. Set due dates for a day before the actual due date to give yourself time. Use a simple ranking system of 1,2,3. Sit down with your to-do list and pick the top 3 for the day. It is a lot easier when you can see everything that you have out there. Prioritizing also allows you to be more agile when things come up.

Now that you know all about the natural cycle of task management. Don’t go in and overhaul your whole process. Build habits over time! Small little tweaks will make a huge difference over time!

Start with your biggest pain point and go from there! You got this! If you want to go into more detail about this entire process, you can watch the webinar here!

Why Executives and Their Assistants Should Take Assessments

July 11, 2022

In my late twenties, I got a job as an executive assistant for an amazing leader. He was ambitious, innovative, and invested in the development of his employees. From the outset, we worked hard to understand each other, explicitly discussing our work styles and what gets on our nerves. Then we hit the ground running.

A few months in, friction began to show up, usually during peak times of stress. He or I would react in ways that would cause more stress for the other person. We would push through, geared towards our common goals, but often the day would end with some form of misalignment. What was going on in the other person’s head?

This wasn’t just happening between us. We noticed it across our leadership team and through the entire org chart. We decided to do a team-building exercise with a facilitator who used a personality assessment to initiate dialogue. Almost immediately, there were ah-ha moments all over the room. My boss looked at me and said, “This explains so much. I wish I would have known this sooner.”

Now, this isn’t a fairy tale. We didn’t live happily ever after, never having butted heads again. However, we did have additional tools to address moments of tension and improve our communication. We weren’t perfect, but we were substantially better. So much so, that we were often complimented with, “I wish my boss/my assistant was as good as yours.”

There were two things at play here. First, we were both willing to learn more about each other. Second, we both actively used that information to adapt our methods to respect each other’s natural styles. By combining these two, you and your assistant can become a truly powerful partnership.

Before I dive into the three reasons why you and your assistant should take assessments to improve your relationship, I need to drop in a disclaimer. It’s very easy to misuse assessments. Please do not use any assessment results to pigeonhole someone in their results, to justify bad behavior, or diagnose someone’s behavior. Assessments are tools for dialogue and growth.

Why You and Your Assistant Should Take Assessments

Proactive vs Reactive

Everyone in the world wants to prevent problems before they start. Unfortunately, you can’t stop all issues from arising, but you can greatly reduce them by being proactive in your approach. Whether it’s in setting up collaboration, how you communicate, or how you construct your work environment, assessments will give you additional insight into the preferences that matter most to those who are working with you.

Be a Better Manager

Delegation and task management are inherently deeply personal. No one works the way you do. So understanding the person on the other side of the equation is key to maintaining a healthy working relationship and achieving your goals. Assessments will bring to light a person’s approach to tasks and what barriers to productivity they have (aka how they procrastinate.) As a manager, this knowledge will help guide you to delegating in a way that respects what they need to get the job done.

Quality Relationship Management

Employees stay when they feel valued, trusted, and have a sense of belonging. To build a highly-engaged and high-retention culture, foster an environment where employees feel seen and respected. Assessment can develop a deeper understanding and appreciation for others’ motivators and stressors so you can adapt your leadership style and respond to individual needs. An extra bonus to utilizing assessments is giving your team a common language that you can all lean into during times of tension or conflict, making the situation feel more safe and productive.

My recommended assessments are the Everything DiSC Workplace assessment for preferences and tendencies and the Kolbe-A Index for action-oriented instincts and strengths. You can purchase both assessments through me here.

Top 2 Essentials for Managing Your Business

July 7, 2022

As a business owner starting out, it’s easy to get overwhelmed by all the things you need to actually make it run. It leaves you asking the question, “What’s essential to running a business well?”

Aside from getting your finances and legal business in order, here are the top 2 essentials for managing your business well.

Client Relationship Manager

Invest in a good client relationship manager. The software fees can feel steep until you consider all the functionalities included. A good CRM will facilitate obtaining contract signatures, receiving payments, scheduler links, and creating forms/questionnaires. Don’t wait to get organized until you’re busy. This is one of the few tools I would encourage you to buy in anticipation of your growth instead of waiting and transitioning.

My recommendation: When it comes to keeping proper records, automating workflows, scheduling appointments, and invoicing clients, Dubsado can’t be beat! I’m constantly in awe of all I can build in Dubsado and the functions they continue to add. Documenting meetings notes, building forms and questionnaires, tracking leads and prospects – this software does it all in an easy-to-use interface.

Task Management System

Select and stick to one method for tracking your tasks and workflows/checklists. Don’t get wrapped up in picking the “right” one and remember, a task management tool can be TOO robust. Start with a tool that fulfills your immediate needs and integrates with tools you’re already using (Google Tasks and Apple Reminders are both great places to start.)

My recommendation: I’ve fluttered between multiple task list applications and everything changed when I met ClickUp. With its extensive customizations and integrations, ClickUp can create an effective task and project management environment for literally any user. With templates and plenty of videos to help you get creative, ClickUp opens the door to organizing and checking off your tasks like a pro!

For more essential tools and software I recommend, you can check out my business tools page!