Resume Writers: Overwhelmed? Start Here.

One of the questions I get most often from my resume writing colleagues is how to manage multiple clients/projects simultaneously.

The Resume Writers' Digest Annual Industry Survey reveals that most resume writers take on two new projects each week -- but that doesn't take into account the projects from previous weeks that are in various stages of being finalized, or resume or LinkedIn updates from previous clients -- not to mention the marketing and business development projects you're likely working on. 

The best way to manage anything is to create a system. When you systemize all the processes that need to be completed, you’ll feel yourself up to be even more creative. Some people balk at the idea of systemizing anything creative but the truth is, it’ll make a huge impact on your work if you do.

• Use a Project Management System. While most resume writers use a simple Excel spreadsheet, you can also consider using a specialized system like Asana.com or Basecamp.com to help you get and keep everything organized. Or use a system like Honor Services. Once you set up a system, you’ll find that you can get far more done in less time. 
• Put It in Your Calendar. Most project management systems can do this for you, but if you want to, you can use Google Calendar as your project management system. Organize everything you need to do and then make it into a to-do list for each workday.
• One Thing at a Time. It’s important to set up your schedule so that you’re doing one thing at a time in the right order. For example, if you're working on writing a career services book, you can order a graphic from your graphic designer for your book cover before you’ve finished the book, so that it’s done when you need it.
• Manage Your Resources. Resources involve human, financial, and technical assets that you have and can use to help you create amazing content for your audience. The better you use what you have at your fingertips, the more successful your creative process will become. 
• Remember Your Goals. Everything you do starts with a goal. If not, then you need to go back to the beginning and create goals for each thing you want to create. Whether it’s a video or a text blog post, you need to have a goal in mind for it. 
• Be Prepared. Everything starts with preparation. You can’t be creative if you have distractions. When it’s time to sit down and get work done, turn off distractions. Shut off your TV and social media. If you work from home -- and most resume writers do!! -- talk to your family and tell them how much time you need uninterrupted. 
• Analyze the Results. Like most things, just doing it doesn’t let you know if you’ve been successful. You need to look at the metrics to find out if you need to make changes or adjust anything within your process to ensure better results. Some things to track: How many new clients you are working with each week (and the revenue from each). How long it takes you to write each resume. How long the "client management" part of the resume process takes.

You can’t sit around and wait for inspiration to hit you. Each day when you get started working, it will help to know what you need to do that day. When you work on things this way, you’ll experience far more success than you would if you had no plan of action to follow. 

Resume Writers: Are You Easily Distracted?

Are you easily distracted? It's not uncommon -- after all, self-employed resume writers wear a lot of hats, meaning we have to accomplish a lot of different types of tasks each day.

Why is being focused so important in today’s world? What results happen when you are focused? Does being focused make you less stress? Happier? If it’s so important, why don’t people focus more?

Being focused on one thing for a certain period of time allows you to do better quality work, more work gets done quicker, and your creative ideas flow easier. Being focused on one task at a time is less stressful. And being less stressed allows you be happier.

It’s difficult for people to remain focused on one task for a variety of reasons. For one, we live in a world where we are constantly bombarded with TV, radio, cell phones, Internet/ social media, as well as a much larger population that lives closer together than ever before.

It’s difficult to get completely away from all these distractions. Here are some tips to help though:                                                                                                                                      

• When you focus on a single task, avoiding distractions, your brain becomes focused on that task alone. This lets you complete that task much more quickly than if you are trying to complete two or more tasks at once. For instance, let’s say you need to write a blog post, do your bookkeeping for the week and research information for an upcoming speech. The best thing to do is to set aside all but one task. So, for this example, you want to give all your attention writing your blog post. That means turning off the TV, cell phones, social media pings, closing your door and putting all your attention on writing. 

• By giving all your attention to the task without distraction, you can get it done much more quickly and with fewer mistakes. Your work will be higher quality as well. Another benefit to being focused is that your creativity will kick in too. You’ll come up with new ideas associated with the task at hand, whether that's a client resume, a blog post you're writing, or a brainstorming opportunities for passive income in your resume writing business.

• Being constantly connected to others and having many distractions that take away your focus can affect your stress levels as well as your productivity. When you aren’t focused, you don’t get as much done as you could if you were truly focused on the task you’re doing. 

• Focusing on one thing for a certain period of time helps you think better. Having your mind scattered over several tasks at once keeps you from thinking about what you are actually doing. You only have time to complete a task quickly before you must move on to the next one. All the while you are trying to remember everything that has to be done. When you focus, you are able to think about only one thing for that period of time. 

• Focusing allows your subconscious to do the work. Think about when you learned to ride a bike or drive a car. It was difficult in the beginning, but when you began focusing on what you were doing, your subconscious took over and helped you learn. The same is true in your everyday tasks. Once you begin focusing solely on one task, your subconscious helps you do them quicker and easier. 

It’s important to focus on one task at a time to become more productive, do better quality work and be less stressed. Focusing can help you be more creative and have more happiness. 

If you want more tips for getting focused, check out Kelly McCausey's "Managing Bright Shiny Object Syndrome" program. It's free for a limited time, and includes two worksheets and an audio training.

Get your free access to "Managing Bright Shiny Object Syndrome"

Tips for Getting Caught Up

Self-employed resume writers are ALWAYS looking for ways to get more done -- so check out the tips in this article:
Tips For Getting Caught Up

This is the tip I'm working on most:

What are YOUR productivity tips?

Simple Strategies to Improve Your Productivity

Day 2 of the "28 Gifts for Resume Writers" series featured a special report, "Simple Strategies to Increase Your Productivity." (Want to get ALL the gifts? Log into your Free or Bronze account on BeAResumeWriter.com and access it here.)

To complement that report, here are some additional productivity boosters:

• Creating a daily to-do list can increase productivity your by 100%. 

•  If you want to increase your productivity, establish a performance goal that inspires you to take action.

• One habit that many highly productive people confess to is getting up earlier than others. How could you use an extra hour or two? (Sorry, I can't do this one!)

• Find the right tools to help you achieve your daily goals. Finding ways to simplify tasks will boost productivity and improve your mindset. 

• It’s not enough to plan to reach a goal: For maximum productivity, plan how you can maintain your success once you reach it. 

• Make a list of the “time waster” habits in your everyday life. How can you take steps to reduce these? 

• Important tasks are worth doing well. (“Hurry and impatience are sure marks of the amateur” --Evelyn Underhill) 

• It’s important to keep up with business learning. Listen to podcasts while doing other things, if you don’t have time or to read books. 

• Combine your personal life action list with your work action list for maximum effectiveness!

• If you really want to be more productive, learn to say “no”. (What are three things you can start saying “no” to?) 

• Identify distractions and replace them with new, productive habits. (What is one distraction you can eliminate right now?) 

• Review your “to do” list at the end of the day. If you consistently don’t achieve your daily action goals, reduce the number of tasks.

• “You can prepare all you want, but if you never roll the dice you'll never be successful” -- Shia LaBeouf 

• To eliminate time wasted on meetings, plan them, send everyone an agenda, appoint a chairperson, and stick to your agenda. 

• To increase productivity, eliminate reactivity. Plan at least a week ahead, using a system that you find easy and pleasant to use. 

• When it comes to productivity, find out if it works best for you to tackle your hardest task first – or last. (Everyone is different!) 

• To increase productivity, set time limits on meetings, phone calls, and tasks. Make note of what works and doesn’t and refine these. 

• If you want to increase productivity, resist the urge to multi-task. Focus on one task at a time – and get each one done. 

• Get rid of clutter to increase productivity – and this includes ruthlessly dumping negative, energy-sapping people. 

• Take a leaf from your high school days and work on different tasks in “periods.” This technique can actually increase your productivity. 

• Recognize that “emails aren’t letters, they’re tasks.” Respond, delete, or file accordingly.

• If you want to motivate yourself to be more productive,  figure out what you want to "reward" yourself with -- and use it as an incentive to reach your goal!

• Which apps do you use to boost your productivity? What’s the common denominator in why you like each one? (E.g. easy to use, visuals, etc.) 

• Create an “Action List” – not a “chore” or “to do” list – and learn to think of it that way. The positive wording can work miracles. 

• “Concentrate all your thoughts upon the work in hand. The Sun's rays do not burn until brought to a focus” -- Alexander Graham Bell 

• To increase productivity, take the initial time to learn programs or apps you use completely. E.g. explore your email capabilities. 

• Eliminate distractions. Don’t run desktop apps that give alerts about non-productive stuff, such as the latest tweet or email. 

• Use the power of systems and software you already have: For example, use Excel to create a time-tracking spreadsheet. 

• If you really want to increase productivity, do small or unpleasant tasks “right now” instead of assigning them to your To-Do list. 

• To increase productivity, identify your best money-making activities and focus more time and priority to each one. 

• To increase productivity, work smarter by delegating, discarding, and outsourcing more tasks. 

• Don’t just identify money-making activities to increase productivity: Pay attention to each one’s ROI. 

• Ruthlessly eliminate procrastination habits and activities if you want to create more productivity. Do it one habit at a time. 

• “Amateurs sit and wait for inspiration, the rest of us just get up and go to work” -- Stephen King, on writing productivity. 

• “Nothing is less productive than to make more efficient what should not be done at all” -- Peter Drucker, originator of “outsourcing.”

• Follow through and follow up are as important in increasing productivity as planning. Have you found this to be true?

• Keep a notebook or record your ideas via your smartphone and Evernote as they occur, to make the most of creative bursts. 

• To increase productivity, cross half the things off your To-Do list every day and highlight no more than three remaining ones as top priority. 

• “Taking action without thinking is the cause of every failure” -- Peter Drucker, originator of the business “community” concept. 

• Adopt taking a “power period” every day — a chunk of time in which you work on something, allowing absolutely no distraction. 

• Schedule your “power period” for the daily time slot you notice you’re usually the most productive within (early morning, mid-morning, mid-day, early afternoon, late afternoon, early evening, late evening, late night!)

• If "getting started" is your nemesis, schedule your “power period” for first thing in the morning (when you would usually be on Facebook!) 

• If typing slows you down, either outsource written content or learn/brush up on your touch typing using this free resource: http://www.keybr.com/

• To increase productivity, look for external distractions and remove them. Face your desk away from the window, turn off the radio, etc. 

• Try playing classical or meditation music softly in the background. Are you one of those whose productivity increases when you do this? (This is a strategy I also recommend when you are STUCK writing a resume in "Write Great Resumes Faster")

• To increase productivity, take five minutes to print out Google keyboard shortcuts (Windows only): http://support.microsoft.com/kb/126449 

• When trying to streamline family life, create an Action Station in a central place where family can check schedules, post notes, etc. 

• Answer emails you look at either straight away – or not at all. Don’t promise yourself you’ll do it “later.”

• Track your time at least twice a year. Seeing where you waste it can help you be more productive. (Try https://www.toggl.com/.) 

• Create routines – but make sure they work for all family members. If one isn’t working, change it (or change the time). 

• “Productivity is being able to do things that you were never able to do before” -- Franz Kafka 

What are YOUR productivity strategies?

Time is More Valuable Than Money

One of my favorite productivity experts, Dr. Donald Wetmore, said:
"Time is more valuable than money -- because money comes from time."

That is particularly true for resume writers. A lot of resume writers I know underestimate our ability to manage our time. We think it will take us 2 hours to write the resume ... but it takes us three. We think we can keep up with our billing and administrative details while writing 3 resumes... but we can't.

What kinds of things are keeping you from achieving what you want? Procrastination? Disorganization? Getting bored? Frequent interruptions?

Dr. Wetmore also said, "Time management is not doing the wrong things faster -- it's doing the right things."

If you work from home, you know how challenging it can be. We work 15% more hours in a day than we did 10 years ago. In a home office environment, it can be 20-25% or more. I know that sometimes I go down to my home office in the basement to do "just one thing" and four hours later, my husband comes looking for me.

Another interesting comment Dr. Wetmore made was, "There is very little correlation between the quantity of time we sepnd and what we get as an output."

Those who make billions of dollars aren't "billions of times smarter" than the rest of us ... they just use their time differently.

Budget some self-improvement time for yourself -- most everything you know today will be obsolete in five years.

Me and My Space Heater

I've written before that my favorite spot for writing resumes is me, on the floor, parked in front of my space heater ... even if it's 98 degrees outside. Now I've got science on my side:

In a landmark study evaluating the impact of environmental conditions on productivity, Cornell University ergonomics professor Alan Hedge found a 74% increase in typing mistakes and a 46% reduction in typing output when office temperatures fell from 77 degrees (Fahrenheit) to 68 degrees.

Hedge says, "This study shows that when employees get chilly, at least in this case, they are not working to their full potential."

-- From a news release from Onset Computer Corporation, as reported in Fast Company magazine (1/05).

I could have told you that!