February 29, 2024 • 27 mins
Get ready to banish the digital chaos holding back your business! Tune in to discover my ultimate decluttering strategies to transform a digital mess into a streamlined engine of productivity. Learn from real success stories, like Jodi, whose business growth accelerated after a simple Google Drive reorganization.
Uncover the power of back-office systems and email templates as more than just time-savers—they're your secret weapons for consistency and a personal touch without the robotic feel.
Tired of feeling the weight of digital clutter on your shoulders? Tune in for a “Spring Cleaning” solution that’s designed to reinvigorate your files and emails, setting your business on the path to efficiency. Say goodbye to stress and hello to a workspace that works as hard as you do.
And for those seeking an ongoing strategy, the MY-T Society membership beckons. Join the journey of organization with me, and witness how a streamlined digital environment paves the way for unparalleled business success.
Hit play to discover how you can spring clean your digital workspace and boost your productivity! Don't miss out on this game-changing episode!
1:43 - Let’s talk about the impact digital clutter is having on your daily workflow
3:54 - Why you need to address these business challenges immediately
6:30 - How I helped Jodi organize her business, freeing up time for growth and launching a podcast
9:29 - How to get your inbox under control
13:54 - An underutilized tool that will improve your efficiency in responding to emails
18:38 - Some immediate benefits you can experience if you declutter your digital workspace
Resources mentioned in this Episode:
Episode 117 - How to Calm the Chaos In Your Back Office with Jodi Silverman
Episode 124 - Why You Need a Digital Filing System and How to Create One
Check out the Back Office Assessment
Check out The MY-T Society Membership
Chat with Me About the VIP Spring Cleaning Day
Follow Me On Instagram: @the_shannonbaker
Let me know your thoughts! Click here to send me a text.
Leave a Rating and Review: https://ratethispodcast.com/mindyourtime
Resources Mentioned In This Episode:
Check Out The MY-T Society Membership
Listen to My Free Audio Masterclass
Schedule a 20 Minute Chat with Me
Let’s connect online:
Follow Me On Instagram: @the_shannonbaker
Mark as Played
Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:00):
Spring is right around the corner and I am
excited about the opportunitiesthat this is going to bring for
me personally and professionally, but I also want to make sure
your business is equipped foryou to step out from behind that
laptop.
But the problem is you can't dothat if your business isn't
equipped.
So today we're diving into theultimate spring cleaning guide
(00:25):
for your digital workspace soyou can declutter, get organized
and boost your productivitylike never before.
Welcome to the Mind your TimePodcast.
I'm Shannon Baker, your hostand coffee aficionado.
Whether your goal is toincrease your side gig income or
scale to six figures, you're inthe right place.
(00:47):
You will learn about the tools,actionable strategies and
tactics you can use to take backcontrol of your time and life.
I specialize in helpingpurpose-driven women like
yourself work smarter and tapinto the growth potential their
business holds.
So if you're ready to make abigger impact and achieve
business growth without beingtied to it 24-7, then stick
(01:10):
around.
Let's dive into today's topic.
Okay, so today I'm going tostart by pointing out the
elephant in the room and addressthe impact that digital clutter
has on your daily workflow.
More than likely, you areconstantly juggling client calls
, creating content, managingyour team, and now you're also
(01:33):
starting to attend morenetworking events.
But I know you're alsostruggling to keep up because
you're not organized and neitheris your business.
So the truth is, yourdisorganized digital workspace
isn't just an inconvenience.
It's having a huge impact onyour business and it's like a
domino effect, and not in a goodway, my friend.
(01:54):
First and foremost, to scatteremails and documents all over
the place make it hard for youto provide timely responses to
client inquiries, collaborateclearly and effectively with
your team, and that is just thetip of the iceberg.
This in turn makes you thebottleneck, which has a huge
(02:18):
impact on project timelines, andthis affects your level of
client satisfaction.
And, more than likely, it alsomeans that you're missing
opportunities for your businessto grow, which impacts your
revenue, means you're losingmoney On top of that.
If you're wasting timesearching for files and sorting
(02:40):
through emails because nothing'sorganized or automatically
sorted, then on average, you'relosing at least 10 hours a week,
and you can be spending thattime on other revenue generating
activities like conductingclient follow-up calls or even
more business development.
Now, more than likely and I'msure you already know this,
(03:01):
especially if you've beenlistening to this podcast for a
while, but my question is whyhaven't you taken any action to
change this?
Well, we both know the answer.
This is not your area ofexpertise.
It's mine.
Now, I know your intentions aregood and you probably are still
(03:21):
thinking eventually you'll beable to do this on your own, but
your lack of progress in thisarea proves to me that that is
not the case.
And until you take action, myfriend, the stress and overwhelm
that's caused by yourdisorganized digital workspace
is going to continue to blockyour productivity, your overall
(03:44):
well-being and your mentalclarity.
That's why you're finding itchallenging to focus on
strategic tasks and makeinformed decisions in your
business.
The longer you wait to addressthese issues, the further behind
you're going to fall inachieving your goals and
reaching your full potential asan entrepreneur.
Now, the time to take action onthis is now.
(04:06):
I can't stress that enoughBecause if you don't, these
challenges are going to escalatefurther and further and they're
going to continue to impedeyour business's success.
And I'm having this blackcoffee type chat with you
because there is a small windowopportunity available for you
(04:28):
right now to make some smallchanges that are going to have a
huge impact on the way thatyou're currently operating, but
you must do this when thisepisode goes live, which is the
end of February.
Yes, you need to take actionnow, and by now I mean in the
next few weeks.
As someone who's been there, Iknow how easy it is to get
(04:51):
caught up in the hustle andbustle of running a business,
but the truth is being busydoesn't necessarily mean that
you're being productive or thatyou're successful.
I did an entire episode on thislast year, because a lack of
time is actually one of thebiggest excuses that business
owners give to try to justifynot having business systems in
(05:16):
place.
Now I'm not going to get on mysoapbox on this topic, because
it will be really easy for me todo, but I'm going to put a link
to that episode in the shownotes for you, because I talk
about all the things that areinvolved in that episode.
So now back to this digitalclutter that we need to get
fixed.
Is your inbox overflowing withunread emails?
(05:37):
Are there documents that youneed on a regular basis that are
scattered between your desktopand your Google Drive or
wherever you store your files?
Do you have multiple copies ofthose files?
By the way, now, I'm not askingthese questions to make you
feel bad.
You are not the first person tohave this issue and I'm pretty
confident that you won't be thelast, but the good news is this
(06:01):
can be fixed.
I have solved this problem forevery client I've worked with.
This is one of the first areasof the back office work that I
do, because it's one of thesesix core systems you need to
have in place in your business.
Now, if you're wondering what adigital filing system should
(06:24):
look like, wonder no more.
I did an entire episode on thisone system to give you an idea
of how to structure this on yourown.
I'm also going to put a link tothat in the show notes, because
really, the issue that'spreventing you from growing your
business is you're disorganized.
That's part of the reason,anyway, and really that was part
(06:46):
of Jodi's problem when she wasreferred to me.
Her Google Drive wasdisorganized and there were
triplicate files and folderswithin folders, which made it
difficult for Jodi to locate thedocuments when she needed them
on a daily basis.
And Jodi had a lot of growthpotential in her business, but
(07:06):
she couldn't really assess theopportunities that came up
because her business wasn't setup to support the business
growth she wanted.
So Jodi got to the point thatshe was ready to throw in a
towel and she reached out to me,was referred to me to get some
help.
So Jodi booked a back officeassessment with me.
(07:27):
We identified her goals and herpain points and I created a
clear plan of action so that shecould move forward.
If you want to know more aboutthat back office assessment, go
to dshannonbakercom forwardslash assessment and you can
check that out.
But as I work with Jodi, we usethe action plan that I created
(07:47):
for her to reorganize her GoogleDrive.
We created a clear folderstructure and established a
system for version control.
After that was done, jodi wasable to delegate a lot of the
administrative tasks that wereon her plate to a virtual
assistant, which freed up hertime so she could focus on
growing her business.
(08:07):
Now, because of this neworganized business that Jodi had
, she was then able to launchher podcast, which she wanted to
do for a while.
She was able to book morespeaking engagements and now she
feels more in control and lessoverwhelmed by her business.
Now, if you want to hear thisfrom Jodi herself, I'm going to
(08:27):
put a link to my chat with Jodiin the show notes, so you can
check that out later.
But I share this with you.
One to put your mind at ease.
I really need you to understand.
You are not a unicorn.
You're not the only one withthese types of operational
challenges.
Now, in addition to needing toorganize your digital files, you
(08:49):
also need to get your inboxunder control.
Did you know that the averagebusiness owner spends 10 hours a
week reading and responding toemails?
Your inbox is one of thebiggest culprits that steals
your time.
Now, no, we cannot get awayfrom email, no matter how many
(09:10):
advancements there are intechnology.
But we can be more intentionaland strategic in the way that we
handle communication, andthat's whether it's with our
dream team, our clients,potential clients or anyone else
that we come in contact with.
And before I go any further, Ineed you to do one thing you
need to stop worrying aboutinbox zero, because it's a myth.
(09:34):
Think about it.
You can literally go into yourinbox and mark all the messages
as read, but then they're stillclogging up your mental inbox
because you know there'ssomething in that list that
still needs to be done Now.
I'm not going to go into sortingyour inbox right now, because
that can be a daunting task, butthere are a few things that you
(09:59):
can do to make your life alittle bit easier from today
moving forward.
I actually did an episode on afew Gmail hacks quite some time
ago, so I'm going to give you afew things that you can do.
If you have a Gmail account, oreven if you use a Google
workspace for your business andI hope that you have a Google
(10:22):
workspace and are not, whateveryour name is, at gmailcom,
because this is a business.
So let's be real, you need abusiness email address.
But anyway, no matter whichplatform you use, and even if
you're using Outlook, there arebuilt-in features that you
should be using to help you bemore productive.
These features do the heavylifting for you.
(10:43):
They're called automations andthey filter and sort emails for
you.
So, if you're using Googleworkspace, there are labels in
filters that will automaticallysort emails, and Outlook has
rules and folders, but thepurpose is to redirect emails as
they hit your inbox, which isgoing to save you the trouble of
(11:06):
having to sort and manage theemails manually.
When you read out emails withthese type of filters, you free
up space mentally, you reducestress levels and then you can
focus on the conversations thatreally matter.
Now the next two tips that Iwant to share with you are going
to require you to commit tomaking a change in the way that
(11:27):
you do things.
You need to create a schedulefor checking your email, so I
need you to sit down anddetermine how many times you're
going to check your inbox everyday.
Then I want you to designateperiods of time maybe 15, 20, or
30 minutes so that you canschedule that into your plan
(11:51):
each week and each day.
So, for example, if you decidethat you don't want to spend
more than 90 minutes a day inyour inbox, you can break that
down into three 30 minute timeblocks.
Then you block that off in yourcalendar as meetings and set
reminders, so that that helpsyou to keep on schedule with
(12:13):
this.
And then the next thing youhave to do is put some
boundaries in place around yourinbox.
We all know how important it isto respond to emails in a timely
manner, but you don't need tobe chained to your inbox.
Neither do you need to beanswering emails outside of your
business hours or on weekendsOne of the biggest boundaries
(12:35):
you need to have in place thatmost business owners do not have
or stick to is business hours.
You're not a 7-11, so you don'tneed to be available all the
time.
Or I say you're not 7-11, soyou don't need to be available
24-7.
This is an important boundarybecause it protects your time in
(12:56):
your sanity, and it's importantbecause, from today moving
forward, I want you to startscheduling email responses if
you're working outside of yourbusiness hours.
So, if you're responding toemails at 8 o'clock at night,
schedule your responses to besent doing business hours the
(13:20):
next day, monday through Friday.
That way, you are responsive,but you're not giving anyone the
idea that you're available tothem any time of the day.
You train people in the waythat they treat you, so train
them to treat you right andrespect your time.
(13:41):
Now the next strategy is goingto help you decrease the amount
of time that you spendresponding to frequently asked
questions.
Stop typing the same messageover and over again.
Create response templates andhave a list of responses to
those FAQs.
You create a lot of extra workfor yourself when you're
(14:02):
starting from scratch with everysingle email, even though
you're giving typically the sameanswer.
That's why there are a numberof standard message templates in
the resource area of the MightySociety membership.
One member told me she waswasting at least 15 minutes
typing something new for everynew client, but it was the same
(14:24):
message.
She loved that she was able totake the templates in the Mighty
Society membership.
How about the name?
Change a few details and theneasily send it without having to
recreate the wheel.
But here are some other benefitsthat you'll experience when you
start using templates tostreamline your business
processes.
(14:44):
It reduces errors when youstart with a template.
This helps catch grammar,spelling and captured details in
emails and proposals orwhatever it is that you're
sending.
But it also improvesconsistency.
Templates streamline theprocess and save you time, which
(15:04):
allows for faster and moreconsistent delivery.
You don't have to sit there andthink of what you need to say.
The basics are there for you.
You just copy paste, customizeand send it.
Now here's a list of thetemplates you can find inside of
the Mighty Society membership.
There's a lead follow upresponse.
(15:25):
You just customize it and dropin a link to your online
scheduler.
There's a consultation followup message that you can send
after a discovery call orconsultation.
There's a welcome email for newclients, an end of contract
notification, an out of officenotice, a summer hours
announcement and a request for acoffee chat.
Now, if you want to learn moreabout the membership, go to
(15:50):
theshannonbakercom forward slashmembership.
But now back to templates.
You can also save the templatesin your Gmail or Outlook to
easily create new emails rightin your inbox.
But the thing is, I want you tokeep these things in mind when
it comes to using templates.
(16:12):
They're supposed to be afoundation that you can start
with, because they give you roomto be flexible with
customization.
Now, sometimes I have heardpeople say well, I don't want to
use a template because it'sgoing to make me sound like a
robot, which is a growingopinion with the increase in the
use of AI.
But I want you to keep in mindthat every time you use a
(16:35):
template and you add indifferent details, that means
your message isn't exactly thesame.
I've been using templates sinceI started my business, almost
13 years ago now, and let metell you there is not one
template that I have used in mybusiness that has not been
customized before it was sent toa client or anyone else.
(16:56):
Templates are meant to becustomized.
It's just easier, faster andquicker to start with the
template, customize it and thensend the message, opposed to
starting from scratch andforgetting something.
And that's the point.
So let's do a quick recap aboutthis.
It's obvious that digitalclutter has a significant impact
(17:19):
on your daily workflow and yourproductivity.
When you're disorganized, itdelays your response time and
creates a roadblock when itcomes to collaborating with your
team members.
It ultimately affects projecttimelines, client satisfaction
and your revenue potential.
The time you waste searchingfor files and sorting through
emails could be used to focus onrevenue generating activities.
(17:41):
Now, I know addressing yourdigital clutter is not your
expertise, but procrastinationis just increasing your stress
and overwhelm, and it'shindering your ability to focus
on strategic tasks and makeinformed decisions.
But there's hope forimprovement Again.
Now is the time for you to takeaction to implement some
(18:03):
organizational systems likeorganizing your digital files
and cleaning up your inbox.
Streamlining your processesthrough automation, setting
boundaries around your inboxmanagement and utilizing
templates for common responseswill save you time, reduce
errors and improve yourconsistency in communicating.
Now I also share sometime-saving benefits that you
(18:26):
can experience by using messagetemplates and a little bit in
how I use them, and I hope thisinformation has empowered you to
resolve this issue startingtoday.
But that's not all I want totalk about.
The truth is, an organizeddigital workspace, including
your inbox, is the backbone of asuccessful business.
It's not just about aesthetics.
(18:47):
It's about efficiency,productivity and, ultimately,
your business growth.
Think of it as laying the solidfoundation for your business to
thrive upon.
Now, I'm sure you'll agree withthat statement, but I also know
that you're thinking you justdon't have the time to do this
right now.
Well, if you're ready to goahead and conquer the digital
(19:08):
chaos that you've been workingin, and you're ready to boost
your productivity, then my VIPSpring Cleaning Day is the
perfect solution for you.
You will finally be able totake back control of your
digital workspace.
So let me take the burden offyour shoulders and declutter
your digital workspace for you,so you can focus on growing your
(19:29):
business with clarity andefficiency.
So here are the benefits you geta streamlined digital workspace
.
This means your digital filesystem or your digital drive and
your inbox will be transformedfrom a chaotic mess to an
efficiently organized spacewhere you can find your files
and your emails.
You'll also have increasedproductivity because, when your
(19:54):
digital workspace is decluttered, you'll spend less time
searching for what you need,which means you can be more
productive and you can focus onthe right things.
Your efficiency will beenhanced With a customized
folder hierarchy inside of yourdigital filing system and having
an organized inbox.
(20:15):
You can then streamline yourworkflows, which makes it easier
for you to manage projects andcommunicate with your clients
and your team members, and youdefinitely will be less stressed
.
You can say goodbye to theoverwhelm that's caused when you
open up your Google Drive orDropbox and things all over the
place.
(20:35):
A well-organized digitalworkspace will reduce your
stress and create a sense ofclarity and control over your
business operations.
So here's what's included whenyour digital drive glow up, you
get a customized folderhierarchy that's tailored to
your individual business needsfor efficient file organization.
You get file organization, so Iwill move existing files into
(21:00):
that new folder structure foryou to easily access and find
what you're looking for.
We're going to go over namingconventions and implement best
practices for file naming toensure consistency and
searchability.
Once things are cleaned up,you're going to get a business
baseboard that I create in aproject management system,
whether it's Monday Trello or Ato air table for quick access to
(21:23):
important links and documents.
Now as far as your inbox, I'mgoing to assess it, give you a
review of what's there, andwe're going to talk about how it
needs to be organized.
So I'm going to develop apersonalized plan to declutter
and organize your inboxeffectively.
We're going to get tips andbest practices for maintaining
(21:44):
that inbox and I'm also going togive you some unsubscribe
assistance so we can get thoseunnecessary mailing lists out of
your inbox and reduce theclutter, in addition to setting
up some filters to automaticallysort messages when they're
received.
So now you may be wondering well, this sounds like a whole lot
of time is going to be required.
(22:05):
But guess what?
This VIP day is offered and canbe done in about six hours.
This will allow for focusedattention and get you immediate
results.
That's my part.
Now what does it require fromyou, other than payment?
Of course, your activeinvolvement will only be needed
(22:27):
for initial discussions to setup the strategy, figure out how
we're going to get things sorted.
There are a few checking callsand the final review, which
typically adds up to about 90minutes.
Now understand this offer is fora strategic reorganization of
one existing digital drive spaceand one email inbox.
(22:50):
This does not include emailmigration or account setup.
And again, now is the time foryou to take action.
Don't let digital clutter holdyou back any longer.
Invest in your business'ssuccess and reclaim control of
your digital workspace with thisVIP they offer.
Do it now so you can streamlineyour workflows, increase your
(23:12):
productivity and reduce stress.
Not to mention, I have alimited number of slots
available for this offer, andthis offer is also going to
expire, so I want you to acttoday and get this done, so, if
you're ready to get started, youcan schedule a short 15-minute
call with me to discuss yourneeds and ensure we're a perfect
(23:32):
match for each other so that wecan enhance your digital
efficiency.
A link to my calendar is in theshow notes.
Now, you may still be thinkingwell, you know what this all
sounds good, but I think I cantackle this on my own if I have
a little bit more direction.
Okay, well then, there is oneother option.
Inside of the Mighty Societymembership is the Spring
(23:55):
Cleaning your Business AudioChallenge.
This is specifically designedfor online entrepreneurs like
you who want to get theirbusiness ready for growth.
I know it can be hard to findtime for things like this, but
trust me, even if you choosethis option, it's going to be
worth it.
As someone who's been there, Iknow it's easy to get caught up
in the hustle and bustle ofrunning your business.
(24:17):
But again, being businessdoesn't necessarily mean you're
being productive or successful,and that's why you need to take
steps to get your back office inorder, especially decluttering
and getting things cleaned up,and this challenge is the
perfect option to help you dothat.
During this challenge, you'lllearn how to declutter your
(24:37):
workspace and create a moreproductive environment, clean up
your digital workspace andprotect your important data,
review and optimize yourbusiness processes to increase
efficiency, and then you'll beable to take control of your
time and plan for the future.
When you complete the challenge, you'll have a business that is
organized, efficient and readyfor success.
(25:01):
The Mighty Society membership isa private and supportive
community of purpose-drivenwomen like you who are committed
to growing their businesses andmaking a difference in the
world.
And it's on the HeartBe app,not Facebook, because I wanted
everything to be in one place,without distractions, and
there's a mobile option.
As a member of that community,you also get access and support
(25:27):
from me.
In addition, inside ourbite-sized lessons and those
done for you, templates and more.
They're going to help youimprove your technical skills
and up-level your clientexperience.
Their roadmaps, workflows andlots of other resources that are
going to shorten the learningcurve, save you time and help
you reach your goals faster,because you'll have a strong
(25:49):
business foundation built withsystems.
So that's it.
I want you, whether you chooseto invest in the VIP Spring
Cleaning Day for a focused,intensive solution, or you
decide to join the MightySociety membership and
(26:10):
participate in the SpringCleaning your Business Challenge
.
Just do something.
Pick one so you can reclaimcontrol of your digital
workspace and get your businessset up for growth and success.
Remember, procrastinating isonly increasing your stress and
leaving you feeling overwhelmed.
(26:30):
The longer you wait to addressthese issues, the further behind
you're going to fall inachieving your goals.
So now is the time for you totake action.
Don't let digital clutter holdyou back any longer.
Now.
I want to thank you forlistening today and I look
forward to hearing about yourprogress in decluttering your
(26:51):
digital workspace and takingyour business to the next level.
Now, if you have questionsabout anything that I talked
about today, please DM me onInstagram at the underscore
Shannon Baker, but I must say Ireally hope to see you inside of
the Mighty Society membershipor on my calendar, because you
want a book of VIP day with me.
But in the meantime, if youhaven't already done so, please
(27:14):
go to ratethispodcastcom forward, slash mind your time and leave
a rating and review for thepodcast.
It's an easy way to show thepodcast some love, and it will
help me reach more entrepreneursand help them work smarter, not
harder, too.
So I look forward to youjoining me back here next week
and until then, keep calm andstreamlined.
Spring is right around the corner and I am
excited about the opportunitiesthat this is going to bring for
me personally and professionally, but I also want to make sure
your business is equipped foryou to step out from behind that
laptop.
But the problem is you can't dothat if your business isn't
equipped.
So today we're diving into theultimate spring cleaning guide
(00:25):
for your digital workspace soyou can declutter, get organized
and boost your productivitylike never before.
Welcome to the Mind your TimePodcast.
I'm Shannon Baker, your hostand coffee aficionado.
Whether your goal is toincrease your side gig income or
scale to six figures, you're inthe right place.
(00:47):
You will learn about the tools,actionable strategies and
tactics you can use to take backcontrol of your time and life.
I specialize in helpingpurpose-driven women like
yourself work smarter and tapinto the growth potential their
business holds.
So if you're ready to make abigger impact and achieve
business growth without beingtied to it 24-7, then stick
(01:10):
around.
Let's dive into today's topic.
Okay, so today I'm going tostart by pointing out the
elephant in the room and addressthe impact that digital clutter
has on your daily workflow.
More than likely, you areconstantly juggling client calls
, creating content, managingyour team, and now you're also
(01:33):
starting to attend morenetworking events.
But I know you're alsostruggling to keep up because
you're not organized and neitheris your business.
So the truth is, yourdisorganized digital workspace
isn't just an inconvenience.
It's having a huge impact onyour business and it's like a
domino effect, and not in a goodway, my friend.
(01:54):
First and foremost, to scatteremails and documents all over
the place make it hard for youto provide timely responses to
client inquiries, collaborateclearly and effectively with
your team, and that is just thetip of the iceberg.
This in turn makes you thebottleneck, which has a huge
(02:18):
impact on project timelines, andthis affects your level of
client satisfaction.
And, more than likely, it alsomeans that you're missing
opportunities for your businessto grow, which impacts your
revenue, means you're losingmoney On top of that.
If you're wasting timesearching for files and sorting
(02:40):
through emails because nothing'sorganized or automatically
sorted, then on average, you'relosing at least 10 hours a week,
and you can be spending thattime on other revenue generating
activities like conductingclient follow-up calls or even
more business development.
Now, more than likely and I'msure you already know this,
(03:01):
especially if you've beenlistening to this podcast for a
while, but my question is whyhaven't you taken any action to
change this?
Well, we both know the answer.
This is not your area ofexpertise.
It's mine.
Now, I know your intentions aregood and you probably are still
(03:21):
thinking eventually you'll beable to do this on your own, but
your lack of progress in thisarea proves to me that that is
not the case.
And until you take action, myfriend, the stress and overwhelm
that's caused by yourdisorganized digital workspace
is going to continue to blockyour productivity, your overall
(03:44):
well-being and your mentalclarity.
That's why you're finding itchallenging to focus on
strategic tasks and makeinformed decisions in your
business.
The longer you wait to addressthese issues, the further behind
you're going to fall inachieving your goals and
reaching your full potential asan entrepreneur.
Now, the time to take action onthis is now.
(04:06):
I can't stress that enoughBecause if you don't, these
challenges are going to escalatefurther and further and they're
going to continue to impedeyour business's success.
And I'm having this blackcoffee type chat with you
because there is a small windowopportunity available for you
(04:28):
right now to make some smallchanges that are going to have a
huge impact on the way thatyou're currently operating, but
you must do this when thisepisode goes live, which is the
end of February.
Yes, you need to take actionnow, and by now I mean in the
next few weeks.
As someone who's been there, Iknow how easy it is to get
(04:51):
caught up in the hustle andbustle of running a business,
but the truth is being busydoesn't necessarily mean that
you're being productive or thatyou're successful.
I did an entire episode on thislast year, because a lack of
time is actually one of thebiggest excuses that business
owners give to try to justifynot having business systems in
(05:16):
place.
Now I'm not going to get on mysoapbox on this topic, because
it will be really easy for me todo, but I'm going to put a link
to that episode in the shownotes for you, because I talk
about all the things that areinvolved in that episode.
So now back to this digitalclutter that we need to get
fixed.
Is your inbox overflowing withunread emails?
(05:37):
Are there documents that youneed on a regular basis that are
scattered between your desktopand your Google Drive or
wherever you store your files?
Do you have multiple copies ofthose files?
By the way, now, I'm not askingthese questions to make you
feel bad.
You are not the first person tohave this issue and I'm pretty
confident that you won't be thelast, but the good news is this
(06:01):
can be fixed.
I have solved this problem forevery client I've worked with.
This is one of the first areasof the back office work that I
do, because it's one of thesesix core systems you need to
have in place in your business.
Now, if you're wondering what adigital filing system should
(06:24):
look like, wonder no more.
I did an entire episode on thisone system to give you an idea
of how to structure this on yourown.
I'm also going to put a link tothat in the show notes, because
really, the issue that'spreventing you from growing your
business is you're disorganized.
That's part of the reason,anyway, and really that was part
(06:46):
of Jodi's problem when she wasreferred to me.
Her Google Drive wasdisorganized and there were
triplicate files and folderswithin folders, which made it
difficult for Jodi to locate thedocuments when she needed them
on a daily basis.
And Jodi had a lot of growthpotential in her business, but
(07:06):
she couldn't really assess theopportunities that came up
because her business wasn't setup to support the business
growth she wanted.
So Jodi got to the point thatshe was ready to throw in a
towel and she reached out to me,was referred to me to get some
help.
So Jodi booked a back officeassessment with me.
(07:27):
We identified her goals and herpain points and I created a
clear plan of action so that shecould move forward.
If you want to know more aboutthat back office assessment, go
to dshannonbakercom forwardslash assessment and you can
check that out.
But as I work with Jodi, we usethe action plan that I created
(07:47):
for her to reorganize her GoogleDrive.
We created a clear folderstructure and established a
system for version control.
After that was done, jodi wasable to delegate a lot of the
administrative tasks that wereon her plate to a virtual
assistant, which freed up hertime so she could focus on
growing her business.
(08:07):
Now, because of this neworganized business that Jodi had
, she was then able to launchher podcast, which she wanted to
do for a while.
She was able to book morespeaking engagements and now she
feels more in control and lessoverwhelmed by her business.
Now, if you want to hear thisfrom Jodi herself, I'm going to
(08:27):
put a link to my chat with Jodiin the show notes, so you can
check that out later.
But I share this with you.
One to put your mind at ease.
I really need you to understand.
You are not a unicorn.
You're not the only one withthese types of operational
challenges.
Now, in addition to needing toorganize your digital files, you
(08:49):
also need to get your inboxunder control.
Did you know that the averagebusiness owner spends 10 hours a
week reading and responding toemails?
Your inbox is one of thebiggest culprits that steals
your time.
Now, no, we cannot get awayfrom email, no matter how many
(09:10):
advancements there are intechnology.
But we can be more intentionaland strategic in the way that we
handle communication, andthat's whether it's with our
dream team, our clients,potential clients or anyone else
that we come in contact with.
And before I go any further, Ineed you to do one thing you
need to stop worrying aboutinbox zero, because it's a myth.
(09:34):
Think about it.
You can literally go into yourinbox and mark all the messages
as read, but then they're stillclogging up your mental inbox
because you know there'ssomething in that list that
still needs to be done Now.
I'm not going to go into sortingyour inbox right now, because
that can be a daunting task, butthere are a few things that you
(09:59):
can do to make your life alittle bit easier from today
moving forward.
I actually did an episode on afew Gmail hacks quite some time
ago, so I'm going to give you afew things that you can do.
If you have a Gmail account, oreven if you use a Google
workspace for your business andI hope that you have a Google
(10:22):
workspace and are not, whateveryour name is, at gmailcom,
because this is a business.
So let's be real, you need abusiness email address.
But anyway, no matter whichplatform you use, and even if
you're using Outlook, there arebuilt-in features that you
should be using to help you bemore productive.
These features do the heavylifting for you.
(10:43):
They're called automations andthey filter and sort emails for
you.
So, if you're using Googleworkspace, there are labels in
filters that will automaticallysort emails, and Outlook has
rules and folders, but thepurpose is to redirect emails as
they hit your inbox, which isgoing to save you the trouble of
(11:06):
having to sort and manage theemails manually.
When you read out emails withthese type of filters, you free
up space mentally, you reducestress levels and then you can
focus on the conversations thatreally matter.
Now the next two tips that Iwant to share with you are going
to require you to commit tomaking a change in the way that
(11:27):
you do things.
You need to create a schedulefor checking your email, so I
need you to sit down anddetermine how many times you're
going to check your inbox everyday.
Then I want you to designateperiods of time maybe 15, 20, or
30 minutes so that you canschedule that into your plan
(11:51):
each week and each day.
So, for example, if you decidethat you don't want to spend
more than 90 minutes a day inyour inbox, you can break that
down into three 30 minute timeblocks.
Then you block that off in yourcalendar as meetings and set
reminders, so that that helpsyou to keep on schedule with
(12:13):
this.
And then the next thing youhave to do is put some
boundaries in place around yourinbox.
We all know how important it isto respond to emails in a timely
manner, but you don't need tobe chained to your inbox.
Neither do you need to beanswering emails outside of your
business hours or on weekendsOne of the biggest boundaries
(12:35):
you need to have in place thatmost business owners do not have
or stick to is business hours.
You're not a 7-11, so you don'tneed to be available all the
time.
Or I say you're not 7-11, soyou don't need to be available
24-7.
This is an important boundarybecause it protects your time in
(12:56):
your sanity, and it's importantbecause, from today moving
forward, I want you to startscheduling email responses if
you're working outside of yourbusiness hours.
So, if you're responding toemails at 8 o'clock at night,
schedule your responses to besent doing business hours the
(13:20):
next day, monday through Friday.
That way, you are responsive,but you're not giving anyone the
idea that you're available tothem any time of the day.
You train people in the waythat they treat you, so train
them to treat you right andrespect your time.
(13:41):
Now the next strategy is goingto help you decrease the amount
of time that you spendresponding to frequently asked
questions.
Stop typing the same messageover and over again.
Create response templates andhave a list of responses to
those FAQs.
You create a lot of extra workfor yourself when you're
(14:02):
starting from scratch with everysingle email, even though
you're giving typically the sameanswer.
That's why there are a numberof standard message templates in
the resource area of the MightySociety membership.
One member told me she waswasting at least 15 minutes
typing something new for everynew client, but it was the same
(14:24):
message.
She loved that she was able totake the templates in the Mighty
Society membership.
How about the name?
Change a few details and theneasily send it without having to
recreate the wheel.
But here are some other benefitsthat you'll experience when you
start using templates tostreamline your business
processes.
(14:44):
It reduces errors when youstart with a template.
This helps catch grammar,spelling and captured details in
emails and proposals orwhatever it is that you're
sending.
But it also improvesconsistency.
Templates streamline theprocess and save you time, which
(15:04):
allows for faster and moreconsistent delivery.
You don't have to sit there andthink of what you need to say.
The basics are there for you.
You just copy paste, customizeand send it.
Now here's a list of thetemplates you can find inside of
the Mighty Society membership.
There's a lead follow upresponse.
(15:25):
You just customize it and dropin a link to your online
scheduler.
There's a consultation followup message that you can send
after a discovery call orconsultation.
There's a welcome email for newclients, an end of contract
notification, an out of officenotice, a summer hours
announcement and a request for acoffee chat.
Now, if you want to learn moreabout the membership, go to
(15:50):
theshannonbakercom forward slashmembership.
But now back to templates.
You can also save the templatesin your Gmail or Outlook to
easily create new emails rightin your inbox.
But the thing is, I want you tokeep these things in mind when
it comes to using templates.
(16:12):
They're supposed to be afoundation that you can start
with, because they give you roomto be flexible with
customization.
Now, sometimes I have heardpeople say well, I don't want to
use a template because it'sgoing to make me sound like a
robot, which is a growingopinion with the increase in the
use of AI.
But I want you to keep in mindthat every time you use a
(16:35):
template and you add indifferent details, that means
your message isn't exactly thesame.
I've been using templates sinceI started my business, almost
13 years ago now, and let metell you there is not one
template that I have used in mybusiness that has not been
customized before it was sent toa client or anyone else.
(16:56):
Templates are meant to becustomized.
It's just easier, faster andquicker to start with the
template, customize it and thensend the message, opposed to
starting from scratch andforgetting something.
And that's the point.
So let's do a quick recap aboutthis.
It's obvious that digitalclutter has a significant impact
(17:19):
on your daily workflow and yourproductivity.
When you're disorganized, itdelays your response time and
creates a roadblock when itcomes to collaborating with your
team members.
It ultimately affects projecttimelines, client satisfaction
and your revenue potential.
The time you waste searchingfor files and sorting through
emails could be used to focus onrevenue generating activities.
(17:41):
Now, I know addressing yourdigital clutter is not your
expertise, but procrastinationis just increasing your stress
and overwhelm, and it'shindering your ability to focus
on strategic tasks and makeinformed decisions.
But there's hope forimprovement Again.
Now is the time for you to takeaction to implement some
(18:03):
organizational systems likeorganizing your digital files
and cleaning up your inbox.
Streamlining your processesthrough automation, setting
boundaries around your inboxmanagement and utilizing
templates for common responseswill save you time, reduce
errors and improve yourconsistency in communicating.
Now I also share sometime-saving benefits that you
(18:26):
can experience by using messagetemplates and a little bit in
how I use them, and I hope thisinformation has empowered you to
resolve this issue startingtoday.
But that's not all I want totalk about.
The truth is, an organizeddigital workspace, including
your inbox, is the backbone of asuccessful business.
It's not just about aesthetics.
(18:47):
It's about efficiency,productivity and, ultimately,
your business growth.
Think of it as laying the solidfoundation for your business to
thrive upon.
Now, I'm sure you'll agree withthat statement, but I also know
that you're thinking you justdon't have the time to do this
right now.
Well, if you're ready to goahead and conquer the digital
(19:08):
chaos that you've been workingin, and you're ready to boost
your productivity, then my VIPSpring Cleaning Day is the
perfect solution for you.
You will finally be able totake back control of your
digital workspace.
So let me take the burden offyour shoulders and declutter
your digital workspace for you,so you can focus on growing your
(19:29):
business with clarity andefficiency.
So here are the benefits you geta streamlined digital workspace
.
This means your digital filesystem or your digital drive and
your inbox will be transformedfrom a chaotic mess to an
efficiently organized spacewhere you can find your files
and your emails.
You'll also have increasedproductivity because, when your
(19:54):
digital workspace is decluttered, you'll spend less time
searching for what you need,which means you can be more
productive and you can focus onthe right things.
Your efficiency will beenhanced With a customized
folder hierarchy inside of yourdigital filing system and having
an organized inbox.
(20:15):
You can then streamline yourworkflows, which makes it easier
for you to manage projects andcommunicate with your clients
and your team members, and youdefinitely will be less stressed
.
You can say goodbye to theoverwhelm that's caused when you
open up your Google Drive orDropbox and things all over the
place.
(20:35):
A well-organized digitalworkspace will reduce your
stress and create a sense ofclarity and control over your
business operations.
So here's what's included whenyour digital drive glow up, you
get a customized folderhierarchy that's tailored to
your individual business needsfor efficient file organization.
You get file organization, so Iwill move existing files into
(21:00):
that new folder structure foryou to easily access and find
what you're looking for.
We're going to go over namingconventions and implement best
practices for file naming toensure consistency and
searchability.
Once things are cleaned up,you're going to get a business
baseboard that I create in aproject management system,
whether it's Monday Trello or Ato air table for quick access to
(21:23):
important links and documents.
Now as far as your inbox, I'mgoing to assess it, give you a
review of what's there, andwe're going to talk about how it
needs to be organized.
So I'm going to develop apersonalized plan to declutter
and organize your inboxeffectively.
We're going to get tips andbest practices for maintaining
(21:44):
that inbox and I'm also going togive you some unsubscribe
assistance so we can get thoseunnecessary mailing lists out of
your inbox and reduce theclutter, in addition to setting
up some filters to automaticallysort messages when they're
received.
So now you may be wondering well, this sounds like a whole lot
of time is going to be required.
(22:05):
But guess what?
This VIP day is offered and canbe done in about six hours.
This will allow for focusedattention and get you immediate
results.
That's my part.
Now what does it require fromyou, other than payment?
Of course, your activeinvolvement will only be needed
(22:27):
for initial discussions to setup the strategy, figure out how
we're going to get things sorted.
There are a few checking callsand the final review, which
typically adds up to about 90minutes.
Now understand this offer is fora strategic reorganization of
one existing digital drive spaceand one email inbox.
(22:50):
This does not include emailmigration or account setup.
And again, now is the time foryou to take action.
Don't let digital clutter holdyou back any longer.
Invest in your business'ssuccess and reclaim control of
your digital workspace with thisVIP they offer.
Do it now so you can streamlineyour workflows, increase your
(23:12):
productivity and reduce stress.
Not to mention, I have alimited number of slots
available for this offer, andthis offer is also going to
expire, so I want you to acttoday and get this done, so, if
you're ready to get started, youcan schedule a short 15-minute
call with me to discuss yourneeds and ensure we're a perfect
(23:32):
match for each other so that wecan enhance your digital
efficiency.
A link to my calendar is in theshow notes.
Now, you may still be thinkingwell, you know what this all
sounds good, but I think I cantackle this on my own if I have
a little bit more direction.
Okay, well then, there is oneother option.
Inside of the Mighty Societymembership is the Spring
(23:55):
Cleaning your Business AudioChallenge.
This is specifically designedfor online entrepreneurs like
you who want to get theirbusiness ready for growth.
I know it can be hard to findtime for things like this, but
trust me, even if you choosethis option, it's going to be
worth it.
As someone who's been there, Iknow it's easy to get caught up
in the hustle and bustle ofrunning your business.
(24:17):
But again, being businessdoesn't necessarily mean you're
being productive or successful,and that's why you need to take
steps to get your back office inorder, especially decluttering
and getting things cleaned up,and this challenge is the
perfect option to help you dothat.
During this challenge, you'lllearn how to declutter your
(24:37):
workspace and create a moreproductive environment, clean up
your digital workspace andprotect your important data,
review and optimize yourbusiness processes to increase
efficiency, and then you'll beable to take control of your
time and plan for the future.
When you complete the challenge, you'll have a business that is
organized, efficient and readyfor success.
(25:01):
The Mighty Society membership isa private and supportive
community of purpose-drivenwomen like you who are committed
to growing their businesses andmaking a difference in the
world.
And it's on the HeartBe app,not Facebook, because I wanted
everything to be in one place,without distractions, and
there's a mobile option.
As a member of that community,you also get access and support
(25:27):
from me.
In addition, inside ourbite-sized lessons and those
done for you, templates and more.
They're going to help youimprove your technical skills
and up-level your clientexperience.
Their roadmaps, workflows andlots of other resources that are
going to shorten the learningcurve, save you time and help
you reach your goals faster,because you'll have a strong
(25:49):
business foundation built withsystems.
So that's it.
I want you, whether you chooseto invest in the VIP Spring
Cleaning Day for a focused,intensive solution, or you
decide to join the MightySociety membership and
(26:10):
participate in the SpringCleaning your Business Challenge
.
Just do something.
Pick one so you can reclaimcontrol of your digital
workspace and get your businessset up for growth and success.
Remember, procrastinating isonly increasing your stress and
leaving you feeling overwhelmed.
(26:30):
The longer you wait to addressthese issues, the further behind
you're going to fall inachieving your goals.
So now is the time for you totake action.
Don't let digital clutter holdyou back any longer.
Now.
I want to thank you forlistening today and I look
forward to hearing about yourprogress in decluttering your
(26:51):
digital workspace and takingyour business to the next level.
Now, if you have questionsabout anything that I talked
about today, please DM me onInstagram at the underscore
Shannon Baker, but I must say Ireally hope to see you inside of
the Mighty Society membershipor on my calendar, because you
want a book of VIP day with me.
But in the meantime, if youhaven't already done so, please
(27:14):
go to ratethispodcastcom forward, slash mind your time and leave
a rating and review for thepodcast.
It's an easy way to show thepodcast some love, and it will
help me reach more entrepreneursand help them work smarter, not
harder, too.
So I look forward to youjoining me back here next week
and until then, keep calm andstreamlined.
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