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4 Quick Tech Tips To Ensure That You Never Have to Say The Same Thing Twice

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4 Quick Tech Tips To Ensure That You Never Have to Say The Same Thing Twice

Are there days in your business life that you feel like a broken record? Are you sick of answering the same types of emails, telling the same stories to your clients, giving the same training to new team members, or re-teaching the same procedures?

As a health professional, I used to see clients (patients) one on one, meaning I would invariably be giving the same instructions over and over again. As I transitioned into the business world, I found I was answering the same type of emails over and over again. As I added members to my team, I had to explain basic procedures over and over again.

The final nail in the coffin to my repetitive ways came in the form of a business valuation task that I participated in during a business course. We all had a sheet full of questions to answer with a yes or a no, which would determine the value of our business.

Question one: Do you know your ‘Why’?

Easy- I ticked yes.

Question two: Do you have every process that you do in your business documented? Well…

For all of us who answered ‘No’ (close to the whole room), we were told that we could not progress any further in the business valuation. It didn’t matter how much revenue we had, how many people we helped, how good our branding or culture was.

If we didn’t have everything documented, we were not worth much at all.

So here are 4 quick ways to stop repeating yourself, and in the process, add true value to your business:

Repetitive Task #1: Responding to similar types of emails

Solution: If you run all of your emails through Gmail (which is a great idea), one of the best things you can do is install a program like Yesware onto your Gmail account. Every time you write ‘one of those emails’, use Yesware to save it as a template, meaning you can simply click a button or two and prepopulate a blank email with the same copy the next time the same question pops up. At the very least, cut and paste these regular emails into an Evernote document for easy access to cut and paste wherever you are.

Repetitive Task #2: Educating your client with the same spiel

Solution: If there is a process, a way of using your product, or a handy hints type of list that you find yourself repeating regularly to your clients, get the information down on paper. Use a voice recording app and use your VA to transcribe it for a super speedy option. Send the document to your designer or jump into Canva and design it up yourself. You’ll have a flash looking informative handout in no time.

Repetitive Task #3: Answering FAQs

Solution: FAQs, we all have them in our businesses, and we all still get asked them even if we have a great FAQ page on our website answering them all. So grab your smartphone or laptop camera and a record yourself answering all of the FAQs that you have on your website. Make each one into a separate YouTube video, and then voila, each annoying FAQ asker will receive a link to a very personal feeling video message from yours truly!

Repetitive Task #4: Teaching tech based admin procedures

Solution: These days there are many small fiddly tech procedures that we use to run our businesses, like how to use a certain spread sheet, how to add photos to your website gallery, or how to enter timesheets. The repetition of teaching these small tech tasks can be easily solved with a short screen share video. Download Jing, open the task, and record a video of your screen while you commentate what you are doing. Share the link whenever needed, and you’ll never have your precious spread sheet erased again.

These strategies may take a bit of time to set up, but it is easy if you do it in small installments, or simply each time a repetition crops up. You will love yourself silly the next time that task comes up, and you can throw out the solution that you conveniently prepared earlier.

Have you got any favourite #repeathacks? I love to collect them, so please help a fellow business owner out and share!

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Showing 10 comments
  • Dan
    Reply

    Does this work for husbands and wives too. I feel like I keep repeating myself

    • Karen Finnin
      Reply

      Very funny husband. If you stopped playing on the internet and took the bins out like i asked, i wouldn’t have to repeat myself. Hahaha

    • Mark
      Reply

      This is a great list KF. With more and more business admin and tech tools that come into play for the sole trader, it’s really easy to get bogged down with more and more tasks. I’m going to take this list on board. Especially the tip email stuff. Need to gets me a ‘yesware’ subscription!

      • Karen Finnin
        Reply

        Thanks Mark, i’ll expect a conveniently templated email from you soon then lol

  • Tyson Franklin
    Reply

    Hi Karen, this is an excellent article and even though I already have a lot of systems in place in my own business, after reading your article I can see how some can be simplified and improved upon. This is what I love about technology, it’s continually making easy tasks easier.

    • Karen Finnin
      Reply

      Oh i totally agree Tyson, i am ALWAYS collecting new groovy tech shortcuts from the amazing people around me, and because tech is always changing, the learning never stops. Thank you for the message

  • Roland Hanekroot
    Reply

    Great tips Karen, I love the little FAQ videos… I myself have started using MSOnenote for all kinds of notes and scripts and templates and even including my coaching session notes… it allows for every easy organisation and synching… love the tech tips… keep them coming… Jing sounds like a thing to get too!
    thanks
    roland

    • Karen Finnin
      Reply

      Thanks so much Roland – i’m already googling and researching MSOnenote! Love what you do – fun in business is just as important as success…

  • Bronwyn
    Reply

    Great list Karen. When I work with small business owners and tell them that they have to have their systems documented, I usually see their eyes roll back in their head, and hear a long groan. They are thinking of the documents often produced by large organisations – where several forests have been sacrificed to produced indecipherable documents filled with jargon. What you have highlighted is that systems by the kilo doesn’t have to be the way. Much of what happens in your business can be captured in simple checklists, screen shots, videos etc. Our team use Go-Pro cameras to capture some of their field tasks. Much more fun than typing documents that nobody will ever read!

  • Karen
    Reply

    Thanks so much Bronwyn – i LOVE the GoPro idea! Yes keeping systems recorded and updated is more functional and fun than ever with the right tools!

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