Does your work involve serving other people?  That's the case for most of us.  There is some level of customer service in the process, whether you're delivering a product or service.  You need to understand the needs of your customer in order to meet them.  You can make the best darn word processing machine in the world, but you won't have any customers because nobody uses those any more!

Service involves much more than the "complaint desk" idea of customer service.  Truly it encompasses the entire relationship, from beginning to end, if there is an end.  You provide service by anticipating your client's needs.  You anticipate that there is a need for your product or service.  You anticipate how you can improve it, how you can change it as your customers' needs change. 

In new-age spiritual thought, we realize that we take our next step based on where we are, and once we're there, we make another move based on that new place. That's the same concept as in excellent customer service.  If we can understand where our customers are, anticipate their potential next move, and then anticipate the NEXT move, we are way ahead of the game in service.

For instance, recently I worked on a project with a new client.  Because I know project management well, I was able to anticipate some things she might need to know or do.  By addressing those before she even knew she would need them, I solved a problem before it could occur, and made the project go ever so much more smoothly than if I had merely reacted to the need after the fact.

The lesson is to not only know your own product or service, but to understand thoroughly your customer's end use of it.  By anticipating their next step in the process, you too can be the miracle worker, and be the hero in your customer's eyes!  Go for it!

And when you want help defining your processes and procedures, and in understanding your client, I know a GREAT business consultant: Holly@LightseedsOffice.com or (330) 835-3876.

It's easier than you might think to manage short- or long-term projects. Oh, I can hear the maniacal laughter coming through the ethers, but believe me, it's true!  All it takes is organizational skills.  Well, OK, organizational skills and time management.  But anyone can do it if you get organized! 

Think about your project - is it a series of tasks taking place over a period of time?  Is it a one-time event with several aspects to manage?  Who is involved?  What is the timeline? (This is probably the most important part - write down the deadlines for each stage of planning.)  Once you have the details written down, it's time to enter them into a spreadsheet.  Excel has several templates you may want to look at (click on File/New and search on Project), you can use one I created, or create your own.  Create columns titled with each category you're tracking.  For example, contact information for the people involved, date of initial contact, date of followup, date of their response, what the response is, date final sent to person, etc. The columns for which you are responsible should contain the date ranges for the tasks you have to take care of.  For instance, a column might say "initial email 10/1-10/7" and then the dates each email is sent in the column below that title.

As the project goes along, it's vital to keep the spreadsheet updated every single day.  If you lose track of whether you talked to Joe Gomez about the catering, or whether Shelly Carroll called you back about your email, you might find yourself floundering.  When I'm working on a project, I keep the spreadsheet open the entire time I'm working, and enter data every time something changes.  Yes, it seems anal, and that's how I manage projects, but believe me, this kind of careful record-keeping is key to a successful and organized project.  And key to sanity as well!

Another aspect to keep in mind is communication.  If others are working on a project with you, be sure to categorize them as "need to know only,"  "decision maker," "partner," etc., and communicate regularly as needed for each of these roles. I've been on many projects in my career where a change was made that affected my work yet I was not told. Don't be that person!  And expect communication from your staff in return.  I communicate with my client often about the status of our project and where we stand.

I hope that this basic guide will get you started on ideas to simplify the next project you work on.  If you find yourself overwhelmed, of course, I know a GREAT project management resource you can call on - Holly@LightseedsOffice.com!

Okay, calm down - I can hear some of you cringing from all the way over here!  So many people hate lists, feel they're kind of anal.  Then there are those who are addicted to lists, making lists of lists.  But lists are only good if you USE them - making lists that get lost on a cluttered desk are useless (you know who you are..... ;) ). 

I've talked before about prioritizing, and a list (ONE list) can help you do just that.  They can remind you of ongoing tasks and urgent ones and will help organize your time.  I know several people who sit down to get organized, write out a list of tasks they want to accomplish, then get distracted by something else.  As with so much I've talked about in this blog, it's about self-discipline.  No, I don't mean extreme control; I mean sticking to your guns and doing what you promised yourself (or others) you would do.

For me, I find it easiest to write the most important and/or the item with the soonest deadline at the top, and go down in urgency.  Sometimes I'll brainstorm and write down all sorts of things I choose to get done, then go back over it and number the priorities.  Right now my lists consists of writing this blog, updating my Facebook page, contacting a couple of new clients, doing some marketing, writing a workshop I intend to hold soon, and read some articles I've downloaded. Having a list by my computer helps keep me focused on items that really do need to be done, while also including ongoing projects (like uploading articles to a website, or data entry into a social media uploader) so I don't forget about them.

I know someone who grabs the nearest piece of paper to write herself a note or a phone number, then ends up with reams of paper scattered all over.  She gets frustrated with herself, when a simple solution would be to only use a pad of paper so that everything remains together.  Avoid the temptation to be distracted by things outside your window, or seeing what's happening on Facebook, or a great new idea.  Stick to the "to-do's" for an allotted period of time each working day, using only ONE list, and ONE pad of paper. You'll find your time much more manageable.

And of course, if your list is entirely too long, I know a great organizer who could help you de-clutter it......Holly@LightseedsOffice.com!

For many years I worked for multiple supervisors and learned how to efficiently juggle multiple projects.  I do not believe in the ever-popular term "multi-tasking" because if you're juggling several balls you cannot focus on any of them.  However I do work well with what I think of as sequential multi-tasking.  I prioritize in this way.

I look carefully at my "to do" list and decide what categories the items fall into.  There are things i can do quickly and get them off the list.  There are ongoing projects that I need to spend some time on. There are "emergencies" - rush jobs that someone else needs done right away.  There are routine parts of the job that need to be done daily. 

It's also important to understand in what time of day you work most efficiently.  I'm a morning person and enjoy my creative and more difficult tasks before about 2:00. I usually first tackle a few of the "quick-draw" items that needed attention - quick phone calls or emails, checking on the status of something I'm waiting for, that sort of thing.  I set a time limit for doing these so the important tasks are not ignored - perhaps half an hour. This ensures that these short items don't sit unattended for too long.  I'd work on items that need alert concentration after that, while I'm still fresh.  I'd save cleaning off my desk and filing and such for late afternoon when I'm least productive.   After 8:00, my brain is done thinking for the day.  But if you work best in the late evening or right after lunch, save your creative or project work for those times, and handle such "brainless" tasks as filing or cleaning when you're least alert.

If you deal with rushes and emergencies often and have control over any part of that process, it's a good idea to think of preventive measures and ways to organize to stave off crises.  If the rushes are given to you by supervisors and you find yourself trying to juggle several "top priority hurry hurry" items, you may need to go to your supervisor to ask for guidance on how to prioritize.  Presented in the context of providing excellent service rather than complaint, a supervisor will usually help the process along.

And if you run your own business and can't decide how to prioritize, I know a great office assistant who could help you: Holly@LightseedsOffice.com!!