One of my favorite business books is The E-Myth Revisited by Michael E. Gerber. The book tells the story of why many small businesses fail and offers suggestions on preventing it. Much of it has to do with systems or lack thereof. Systems are what can help you take your transaction coordinator business to the next level.
They enable you to deliver top quality service to your clients always consistently, and from each member of your team. Here are a few suggestions on using systems to help you grow your transaction coordinator business and regain or retain balance in your life;
1. Always use checklists. NEVER, ever rely on your memory. Sounds simple, but often overlooked. Lists will help you ensure that all activities on a listing or transaction are complete. Checklists are also a great way to communicate with your agents and other team members. This also eliminates unnecessary repetition of others. Using them to communicate with your agents will also help them know exactly what you are doing and where you are on in coordinating their transaction.
2. Develop a written procedure for all the activities you do. It’s never too early to start documenting how you do the things you do in your business. Having a written plan will not only make it simple to hire an assistant, a transaction coordinator or add to your team in the future, it will also give you a reference point to help you discover where your time is being best spent.
3. Devote time for income-generating activities DAILY. Don’t overlook the power of this system. Review your business, determine the steps necessary to create the results you want, then daily take steps toward that goal. Putting it into your calendar and making it a system will increase the likelihood of these activities getting accomplished.
4. Focus! Start the day with a plan and stay focused. It’s easy to get distracted by something else as soon as the phone rings, but staying true to your plan will help you grow your transaction coordinator business. If you have an article to write, a proposal to prepare, calls to make or anything else that takes focus, turn OFF your email, and tell yourself you will spend the next hour or however much time you think this will take on this activity only. Then focus, focus, focus. You’ll be amazed at how much you’ll get done in a shorter period without any interruptions or distractions. I love to use Brain.fm to help me focus.
One of my coaching clients was struggling with this – in the middle of our call we developed a new term “stirrup time.” It came from asking her if she was at the gynecologist up on the table in the stirrups, would she be answering emails or taking calls? Of course, not she told me – and it was what she needed to help her shift the way she looked at her time.
5. Don’t get stuck in the day-to-day and confuse busy time for business building time. Many top professionals take one day off a quarter and work on their business. They do not take calls, emails or any interruptions during this time. They only work on building their business. To make this happen takes smart planning and having another team member cover for you, but when you return you’re rested, recharged and have a plan with the activities needed to continue to grow the business.
As a small business owner, I am all too familiar with the day-to-day distractions and time zapping activities that come our way. However, to grow any business, even your transaction coordinator business you’ve got to be willing to do a few simple steps to set it up. Remember, most of us started our own business to be free of the constraints of having a JOB. However, if your business is solely relying on you to make it work, and you are the only one who can do all the activities, then you don’t really have a business, sorry, you have a JOB.
Schedule time to work on your business rather than in it. Spending time developing goals, new systems, and solutions for implementing them is a surefire way to increase your business. Hire a coach or meet with an accountability partner to mastermind the action steps for you to create the business you desire.