The Founder Formula: How to Control Your Schedule

Every business hits that inflection point.

Your schedule is FULL of meetings, you have a ton of tasks to work on and you don’t know HOW you’re going to have time to do anything but complain and moan while you finish up that last minute project. 

Well, I’ve been there. 

I’ve LIVED there.

Now, I have a pretty open schedule that allows me to pick up my kiddos every day from school at 2:30.  

Here’s how I do it:

Batch Your Call Schedule

I only take sales calls Tuesdays and Thursdays.  Depending on your schedule, set dedicated days for taking sales calls. 

If you’re just starting out, you want to take SALES calls anytime you can.  

However, if you’ve established your business a bit, most prospects can wait a day to chat with you.  

Batching your calls makes it easier to prep, provides a bit of lead time and can really free up other days for deep work. 

Create SOPs for Email Management

One of the most time-consuming daily tasks can be managing your inbox. 

To take control of your schedule, start by creating Standard Operating Procedures (SOPs) for handling your email. 

This involves documenting a clear process that can be followed by someone else, detailing how to sort, respond, and flag emails for your attention. This will allow you to step back from the constant demand of incoming messages and focus on higher-level tasks.

Key Steps for Creating Email SOPs

• Categorize Emails: Define categories like urgent, important, delegable, and informational.
• Draft Templates: Create response templates for common inquiries.
• Establish Priorities: Set guidelines for what types of emails need your direct attention and which can be handled by your team.
• Train Your Team: Make sure whoever is handling your emails understands your preferences for communication.

Hire a Client Manager

Another effective strategy is to hire a Client Manager. 

This role can significantly offload your day-to-day interactions with clients, ensuring that projects stay on track without your constant oversight. Starting with a part-time client manager hired through platforms like Upwork can be a cost-effective way to begin. 

As your business grows, this role can expand to a full-time position.

Benefits of Hiring a Client Manager:

• Improved Client Relations: Consistent and professional communication enhances client satisfaction.
• Increased Focus: Freeing up more of your time to focus on strategic business activities rather than daily client updates.
• Scalability: A client manager can help handle increased workload as your business grows, making scaling smoother.

How to Implement This Approach:

• Define the Role: Clearly outline what tasks the client manager is responsible for, such as communication, project updates, and troubleshooting.
• Choose the Right Platform: Utilize platforms like Upwork to find experienced professionals. Look for candidates with excellent communication skills and a strong track record in client management.
• Start on a Trial Basis: Begin with a part-time arrangement to assess the fit before committing to a more permanent hire.

Regularly Review and Optimize Your Systems

With SOPs and a client manager in place, it’s important to regularly review these systems to ensure they are working effectively. Gather feedback from your team and clients to see where improvements can be made. Continuously refining your processes will help keep your operations smooth and your schedule under control.